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A-Z Quick Reference
This page is designed to be used as a quick reference using common names or phrases with links to the policy page within this site. You will then have the option to visit the policy and/or related information and links available. Please scroll through the page or use these links to access each section.
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A-H I-P Q-Z
Common Phrase |
Description |
| 90-Day Orientation Evaluation | Required 90-day orientation and evaluation period for staff new to Duke and supervisor's role. |
| Academic and Financial Obligation (Students) | Academic requirements and financial obligations, as specified in the school bulletin, in order to remain in good standing. |
| Academic Tenure | Academic tenure is granted to members of the University faculty in accordance with Article XXII of the University Bylaws. |
| Acceptable Use | Conditions for institutional and/or legal requirements to access or disclose data or records. |
| Accessibility | Statement on compliance with ADA and Rehabilitation Act |
| Alcohol | Duke's University-wide alcohol policy and responsible use of alcohol; includes disciplinary action for violations for students. |
| Animal Use in Research | Defines proper treatment and care of research animals. |
| Antitrust | Definitions and implementation guidelines for all Duke employees to comply with U.S. and international antitrust laws. |
| Appointment and Promotion (Faculty) | Procedures to appoint and approve members of the University's regular rank faculty. |
| Athletics and Recreation | Criteria for determining sports for intercollegiate competition. |
| Athletics Policy Manual | Policies and procedures regarding intercollegiate and club sport programs of Duke University. |
| Banners and Signs | Banners on the exterior or interior of buildings and light poles must be approved and installed by designated University staff. |
| Benefits in Retirement | Eligibility requirements for staff to participate in benefits after retirement. |
| Benefits Status and Eligibility | Employment status definitions related to benefits administration. |
| Bereavement/Funeral Leave | Criteria for university staff using leave for bereavement/funeral. |
| Building and Facilities Access | Requirements for ingress/egress access controls and administering electronic access privileges. |
| Classroom Disruption, Disorderly Conduct and Failure to Comply | Expected behavior of students, situations in which an instructor may ask the student to leave the class meeting, and potential disciplinary action they face for violating policy. |
| Commitment to Diversity and Inclusion | Duke seeks to welcome and fully engage people of diverse backgrounds, abilities and perspectives to advance our work. |
| Computing and Electronic Resources | Access to and use of Duke's computing and networking resources is limited to authorized users for approved purposes only. Describes ethical, legal, and secure use of University computers; violations will receive academic due process. |
| Conflict of Interest /Dual Interest and Outside Activities (Faculty/Staff) | Policy and guiding principles on dual interests and outside commitments (conflict of interest/COI) and reporting requirements. |
| Conflict of Interest / Dual Interest and Outside Activities (Boards/Trustees) | Policy on dual interest (conflict of interest/COI) and reporting requirements for members Boards. |
| Conflict of Interest (Research) | Obligation to avoid unacceptable ethical, legal, financial or other conflicts of interest (COI) and to fully disclose any outside activities. |
| Confidentiality | Requires staff to comply with Duke Confidentiality Agreement |
| Consensual Relationships | Statement about romantic relationships between supervisors and staff. |
| Continuous Employment Service | Requirements for calculation of continuous service credit with Duke. |
| Controlled Items | Guidance and resources for complying with United States export laws for the physical movement of any technology or goods (equipment, substances, data, biologic material, computers, etc.) outside the United States. |
| Corporate Records | Governance conditions and procedures to access board minutes and other corporate records. |
| Cost-Sharing | Expectation to avoid unless required by the sponsor and approved at the time of proposal submission. |
| Data Classification | Categorizes information or data as sensitive or restricted according to Duke's data classification and regulatory requirements. |
| Data Licensing | Guide to licensing data to third parties for use or study. |
| Disability and Impairment | Expectations and options for staff with mental or physical impairments that interfere with work. |
| Disorderly Conduct | Defines disorderly conduct and outlines examples. |
| Dispute Resolution | Procedure for fair, orderly, and prompt resolution of disagreements regarding employment policies. |
| Distinguished Professorships | Procedures to appoint and approve distinguished professorships. |
| Document Retention Policies and Guidelines | Establishes records retention guidelines which vary based upon record type and area. |
| Drones | Guidance regarding the type of drone operations acceptable and processes for requesting permission to operate drones on Duke property or for Duke purposes. |
| Drugs and Drug Paraphernalia | Prohibition on manufacturing, selling, delivering, possessing, using, or being under the influence of a controlled substance without legal authorization while on Duke Property or in Duke facilities. |
| Drug Conviction | Requirement to notify supervisor within seven days of conviction of violating a criminal drug statute at the workplace. |
| Duke as an Applicant Organization | Obligation to ensure compliance with sponsor and University requirements for managing sponsored funds. |
| DukeCard Access (Students) | Defines rights, privileges, and use of identity and access cards. |
| Duke Identification | Student and staff identification that indicates authorization to be in Duke facilities. |
| Educational Allowance for Long-Term International Assignment | Eligibility requirements for a dependent educational allowance during the international assignment. |
| Effort Commitment, Reporting and Certification | Requirement to allocate and record effort appropriately throughout the life of the sponsored agreement to support accurate effort reporting in compliance with applicable terms and regulations. |
| Effort Management for Clinical Research Studies | Requirement to allocate and record effort appropriately throughout the life of the clinical research agreement to support accurate effort reporting in compliance with applicable terms and regulations. |
| Electronic Commerce | Defines the use of electronic ordering and payment for goods, services, and donations. |
| Eligibility for Benefits | Eligibility requirements for benefits for university and health system staff and dependents. |
| Emeritus Status | Conditions and procedures to bestow the emeritus title to faculty or officers. |
| Employment Health Check | Requirement for staff in certain positions to undergo a periodic health review. |
| Endowment Spending | Defines the spending rate for endowment and other funds invested. |
| Enrolling and Making Changes in Benefits | Deadlines for enrolling and making changes to benefits based on annual or qualifying events. |
| Eponymous Professorship | Requirements for a named professorship to honor persons in Duke's past. |
| Equal Opportunity | Duke prohibits discrimination and harassment and provides equal employment opportunities. |
| Equipment Disposal | All surplus equipment and furnishings must be routed through Procurement Services for disposition. |
| Equipment Transfers | Equipment is owned by Duke and/or the government and may not be transferred from Duke without Duke and/or the granting agency approval. |
| External Board Service Policy for Faculty and Staff | Conditions and stipulations for faculty or staff service on an external governing board. |
| Facilities & Administrative (F&A) Costs | Requirement to include full Facilities and Administrative costs on all proposals for external funding, except gifts, unless prior approval is obtained from the appropriate Management Center. |
| Faculty Academic Freedom | Duke University protects academic freedom for its entire instructional staff, and guards against incursions upon essential academic freedoms. |
| Faculty Appointments | Procedures to appoint and approve regular faculty ranks. |
| Failure to Comply (Students) | Defines student failure to comply including directions, requests or orders, etc. |
| Falsification/Fraud (Students) | Definition of misrepresentation of fact, forgery, alteration, or misuse of information. |
| FERPA | Process for handling student records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA). |
| Fire Safety | Taking steps to minimize the potential for fires and to install and maintain equipment necessary to control fires. |
| Fiscal Agent | Serving as a fiscal and/or legal agent for any external organization where the relationship includes either applying for Federally-sponsored funding or charging costs to a Federally-supported project. |
| Gambling (Students) | Outlines gambling-like activities that are permitted. |
| General Accounting Procedures (GAP) | Requirements for recording financial transactions. |
| Gift Acceptance and Disposition | Criteria and restrictions on non-cash and non-cash equivalent gifts and donations made to Duke and/or its support corporations and affiliated entities. |
| Global Travel | Guidance and expectations for traveling outside the United States using Duke support or funding. |
| Governing Documents | Documents that guide the governance of Duke University. |
| Group Email | Appropriate uses for group email i.e., large-scale emailing. |
| Harassment | Defines harassment of any kind for any reason as not acceptable. |
| Harassment and Discrimination | Prohibits harassment and discrimination based on all protected characteristics. |
| Hazing (Students) | Defines hazing and associated violation levels, along with sanctions for hazing, and reporting process. |
| Hiring Relatives | Staff may not hire or supervise their relatives unless an exception is approved by the vice president of HR. |
| Holidays for University Staff | Annual schedule of designated and discretionary holidays for University staff and staff in academic medical and research units. |
| Hours Worked | Requirements for determining hours worked for hourly-paid staff. |
Common Phrase |
Description |
| Intellectual Property | Details Intellectual Property Rights; Inventions, Patents and Technology Transfer; Research Records - Sharing, Retention, Ownership |
| Inventions, Patents and Technology Transfer | Definition and general principles of ownership that arise from the intellectual and research efforts of Duke faculty or staff |
| Joint and Secondary Appointments | Criteria and procedures for the unit of primary appointment to initiate recommendations for joint or secondary appointment. |
| Jury Duty | Eligibility for paid leave for jury duty or subpoena to serve as a witness. |
| Kiel Memorial Voluntary Vacation/PTO Donation | Rules for donating time off to others who have used up available paid time off due to catastrophic illness or injury. |
| Land and Building Usage | Use of university lands and facilities as private property of Duke University. |
| Leave for Parent Involvement in Schools | Conditions for annual leave allowance for a child's school activities. |
| Leave of Absence | Requirements for taking a temporary employment leave of absence. |
| Logos and Trademarks | Policy regarding use of name(s), images, symbols, logos, and trademarks that are associated with Duke University. |
| Mass Communication Tools / Software Purchases | Departments considering the purchase and implementation of mass communication tools or other software applications must obtain approval. |
| Minors on Campus | Requirements for having minors participate in activities and programs. |
| Misconduct in Research | Procedures to identify, report, investigate and take action on questions regarding research integrity. |
| Non-Retaliation and Non-Retribution | No one will be subject to any adverse action just because they report what they honestly believe is a compliance violation. |
| Open Expression | Statement granting freedom of expression with the Duke Community. |
| Paid Parental Leave | Requirements for paid leave for new parents within the first 12 weeks after the birth or adoption of a child. |
| Paid Time Off (DUHS) | Defines time away practices for DUHS employees. |
| Paid Time off or PTO Guidelines | Defines time away practices for Duke University employees. |
| Participating in Duke Professional Development | Summary of opportunities for staff and procedure for participation. |
| Pay Administration | Requirements for administration of pay for staff and faculty. |
| Pay Structure and Processes (DUHS) | Requirements and guidelines for determining compensation for Health System employees. |
| Payout of Accrued Time (DUHS) | Payout of unused accrued leave upon resignation, layoff or retirement from DUHS. |
| Payout of Accrued Time (University) | Payment of accrued and unused vacation time upon leaving Duke. |
| Personnel File Access | Circumstances to allow employees to inspect or obtain a copy of their Duke/department personnel file. |
| Photography/Surveillance | Prohibits unauthorized capturing or recording audio, video, or photographic images when an individual has an expectation of privacy. |
| Physical Abuse, Fighting, and Endangerment | Defines behavior that constitutes physical abuse, fighting and endangerment. |
| Principal Investigator Status | Conditions for serving as principal investigator or program director on sponsored programs. |
| Privacy Statement | Defines categories of personal data processed, collection practices, and allowable transfer of personal data. |
| Procurement of Goods and Services | Requirements for establishing approved vendors and buying goods or services. |
| Property/Facilities/Services (Students) | Expectations to respect the property of Duke and others and disciplinary actions for violations. |
| Protests and Demonstrations | Prohibits disruptive picketing, protesting, or demonstrating on Duke University property or at any place in use for an authorized university purpose. |
Common Phrase |
Description |
| Rehire Policy | Supervisors are responsible for determining whether a staff member is eligible for rehire. |
| Reporting arrests or convictions | Requirements to notify supervisor within seven days of arrest for misdemeanor or felony. |
| Retirement Plans Investment Policy | Guidelines for retirement plans investment policy. |
| Research COI | Definitions of conflict of interest, conflict of commitment and disclosure of conflict obligations of researchers. |
| Residential Policies (Students) | Rules governing students living on campus, and housing and resident life student conduct system. |
| Sexual Misconduct | Requires any employee (faculty, staff) to notify the Office of Student Conduct with details regarding an allegation of sexual misconduct involving a student. |
| Sexual Misconduct Prevention and Response | Describes support services for gender violence victims and survivors. |
| Signature Authority | Policy on authorization requirements to execute contacts on behalf of Duke University. |
| Social Media | Communication guidelines for digital platforms such blogs and social media sites. |
| Social Security Number Use | Defines collection, storage and use of SSNs at Duke and instructions on how to obtain approval for this activity. |
| Socially Responsible Investing | Responsibilities of the Advisory Committee on Investment Responsibility. |
| Solicitation | Prohibits soliciting for any outside activity or organization during work time. |
| Stalking (Students) | Prohibits conduct that would cause a reasonable person to fear for their safety. |
| Standards of Conduct | Expectation to perform job duties and responsibilities in a manner that reflects the highest ethical and professional standards of conduct and performance. |
| Statement of Policy on Namings | Requirements for naming programs, positions, buildings or spaces to recognize contributions. |
| Support Corporations - Establishment, Supervision and Oversight of | Procedures to authorize creation and maintenance for affiliated organizations and support corporations |
| Tax-Exempt Bond Post-Issuance Compliance | Management practices and procedures of tax-exempt bond obligations. |
| Time off or lateness -- Non-approved | Required corrective actions for unexcused absences or tardiness. |
| Time off or PTO Guidelines | Defines time away practices. |
| Time Off Records | Individual schools/departments/units are responsible for maintaining accurate records for all staff time off. |
| Tobacco | Prohibits use of any tobacco products in any building or on any grounds owned or leased by Duke. |
| Tuition Policy | Board authority to approve recommended tuition rates. |
| University Events and Activities Policies |
All events and activities on Duke property are required to adhere to the guidelines in this policy and any other applicable policies within departments or as noted. |
| University Officers - Appointment and Review of | Procedures for appointment and review of university officers. |
| University Officers - Compensation | Requirements for compensation for officers and material consulting activities. |
| Volunteer and Unpaid Interns | General guidance within which departments may establish specific procedures pertaining to Volunteers and Unpaid Interns. |
| Voting, Political Activity and Engagement with Government Officials | Prohibits institutional representatives from raising funds for a political candidate or political party; and use of facilities to support a political campaign. |
| Weapons | Prohibits possession, transfer, sale, or use of weapons, or dangerous instruments on any Duke-owned or leased premises. |
| Zero Rate of Pay Employment Status | Eligibility criteria for individuals (faculty or staff) to be included within Duke's HR/Payroll System at zero rate of pay. |
| Zoom Retention | Recordings are available for a limited time. Additional options are available for longer-term retention of recordings. |