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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|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 is granted to members of the University faculty in accordance with Article XXII of the University Bylaws.
|Conditions for institutional and/or legal requirements to access or disclose data or records.
|Statement on compliance with ADA and Rehabilitation Act
|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.
|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.
|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.
|Requires staff to comply with Duke Confidentiality Agreement
|Statement about romantic relationships between supervisors and staff.
|Continuous Employment Service
|Requirements for calculation of continuous service credit with Duke.
|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.
|Governance conditions and procedures to access board minutes and other corporate records.
|Expectation to avoid unless required by the sponsor and approved at the time of proposal submission.
|Categorizes information or data as sensitive or restricted according to Duke's data classification and regulatory requirements.
|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.
|Defines disorderly conduct and outlines examples.
|Procedure for fair, orderly, and prompt resolution of disagreements regarding employment policies.
|Procedures to appoint and approve distinguished professorships.
|Document Retention Policies and Guidelines
|Establishes records retention guidelines which vary based upon record type and area.
|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.
|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.
|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.
|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.
|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.
|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.
|Requirements for a named professorship to honor persons in Duke's past.
|Duke prohibits discrimination and harassment and provides equal employment opportunities.
|All surplus equipment and furnishings must be routed through Procurement Services for disposition.
|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.
|Procedures to appoint and approve regular faculty ranks.
|Failure to Comply (Students)
|Defines student failure to comply including directions, requests or orders, etc.
|Definition of misrepresentation of fact, forgery, alteration, or misuse of information.
|Process for handling student records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA).
|Taking steps to minimize the potential for fires and to install and maintain equipment necessary to control fires.
|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.
|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.
|Guidance and expectations for traveling outside the United States using Duke support or funding.
|Documents that guide the governance of Duke University.
|Appropriate uses for group email i.e., large-scale emailing.
|Defines harassment of any kind for any reason as not acceptable.
|Harassment and Discrimination
|Prohibits harassment and discrimination based on all protected characteristics.
|Defines hazing and associated violation levels, along with sanctions for hazing, and reporting process.
|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.
|Requirements for determining hours worked for hourly-paid staff.
|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.
|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.
|Naming of Buildings, Programs and Spaces
|Requirements for naming programs, positions, buildings or spaces to recognize contributions.
|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.
|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.
|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.
|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.
|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.
|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.
|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.
|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.
|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.
|Policy on authorization requirements to execute contacts on behalf of Duke University.
|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.
|Prohibits soliciting for any outside activity or organization during work time.
|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.
|Support Corporations - Establishment, Supervision and Oversight of
|Procedures to authorize creation and maintenance for affiliated organizations and support corporations
|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.
|Prohibits use of any tobacco products in any building or on any grounds owned or leased by Duke.
|Board authority to approve recommended tuition rates.
|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.
|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.
|Recordings are available for a limited time. Additional options are available for longer-term retention of recordings.