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Staff Policies
"... it is up to us to set an example of how a community of people working together toward a common purpose can realize outrageous ambitions."
--- Vincent E. Price
President
Trustworthiness, respect, diversity, learning and teamwork are the hallmarks of Duke's guiding principles. These principles – and the appropriate behaviors that define them – are essential aspects of Duke’s policies and procedures and reflect the supportive work culture on which Duke prides itself.
The Human Resources Policy Manual offers comprehensive details about Duke's Human Resources policies, procedures and forms.
| Policy Title | Summary | Category |
|---|---|---|
| Academic Freedom Policy |
Duke University protects academic freedom for its entire instructional staff, and guards against incursions upon its own essential academic freedoms. |
Academic, University-Wide |
| Acceptable Use Policy |
Duke may provide electronic records or information records if needed; no privacy guaranteed for network transmissions. Instructions not to share passwords; change password if compromised. No restriction on content but Duke reserves the right to remove content if policies or law are violated; users are responsible to comply with policies and laws and should protect private information of others. |
Information Technology |
| Alcohol Policy |
Duke's University-wide alcohol policy and responsible use of alcohol; includes disciplinary action for violations for students. |
University-Wide |
| Americans with Disabilities Act |
Statement about compliance with ADA and Rehabilitation Act. |
Diversity and Institutional Equity, Human Resources |
| Antitrust Policy and Guidelines |
Duke University is committed to excellence in all of its operations. It conducts its affairs ethically, honestly, and in compliance with applicable laws and regulations. This includes U.S. and international antitrust laws. Duke University expects its employees to comply with these laws, to observe the Implementation Guidelines that immediately follow this Policy, and to consult the Antitrust Compliance Officer (Chris Lott at 919-684-3955 or chris.lott@duke.edu) wherever there is a question about the legality of a practice. It is the responsibility of each Duke employee to make sure that their actions are consistent with the antitrust laws. Violation of this Policy may result in disciplinary action up to and including termination of employment. Violations of the law may also result in legal liability for Duke and individual employees involved in the misconduct, and could lead to significant fines or penalties, including criminal penalties. Updated: 02.24.2023 |
Governance, International, University-Wide |
| Appointment and Review of Officers |
Procedures for appointment and review of university officers. |
Governance |
| Arrest or Conviction Policy |
Requires employees to immediately report an arrest/conviction of a misdemeanor or felony. |
Human Resources, Workplace Expectations and Guidelines |
| Athletics and Recreation |
Criteria for determining sports for intercollegiate competition. |
Governance |
| Availability for Work |
Requirements for notification and approval of scheduled or unscheduled time off. |
Human Resources, Time Away from Duke |
| Banner Policy |
Banners on the exterior or interior of buildings and light poles must be approved and installed by designated University staff. |
University-Wide |
| Benefits in Retirement |
Eligibility requirements for staff to participate in benefits after retirement. |
Benefits, Human Resources |
| Bereavement/Funeral Leave |
Criteria for university staff using leaving leave for bereavement/funeral. |
Human Resources, Time Away from Duke |
| Building and Facilities Access |
Facilities are equipped with access authentication devices per Facilities Governing Principles. (link included in policy) |
Human Resources, Workplace Health and Safety |
| Bursar - Restrictions on Past Due Accounts |
Duke University students with delinquent account balances will not be allowed to register for future courses, receive an academic record transcript, have academic credits certified, or receive a diploma at graduation. |
Accounting, Finance |
| Charitable Contributions & Non-Governmental Grants |
All charitable contributions to Duke, including non-governmental grants, must be deposited through the Office of Alumni and Development Records. |
Accounting, Finance |
| Commitment to Diversity and Inclusion |
Duke seeks to welcome and fully engage people of diverse backgrounds, abilities and perspectives to advance our work. |
Governance |
| Compensation for University Officers |
Requirements for compensation for officers and material consulting activities. |
Governance |
| Compliance Policy |
Requirements to comply with all laws and regulations and resources to contact if concerns or questions. |
Human Resources, Workplace Expectations and Guidelines |
| Computers, Software & Equipment |
Guidelines and instructions for purchasing computers (replacing existing computers) and software and software licenses available at Duke. |
Finance, Information Technology |
| Computing and Electronic Communications |
Policy regarding ethical, legal, and secure use of University computers; violations will receive academic due process. Updated May 2023 |
Academic, Research, University-Wide |
| Confidentiality Policy |
Requires staff to comply with Duke Confidentiality Agreement. |
Human Resources, Workplace Expectations and Guidelines |
| Conflict of Commitment |
Any faculty member who performs research under an agreement stipulating that a specified percentage of his or her total effort will be devoted to that project must be able to demonstrate he or she is in compliance with that requirement. Last Updated: July 2019 (Conflict of Interest / COI) |
Financial Compliance, Human Resources, Research |
| Conflict of Interest or Commitment Policy |
Requirements to ensure no conflict of interest (COI) or commitment interferes with their role at Duke. |
Human Resources, Workplace Expectations and Guidelines |
| Conflict of Interest Policy for Faculty (Principal Investigators) |
Financial conflicts of interest (COI) for faculty and staff. |
Governance |
| Consensual Relationships |
Statement about relationships between supervisors and staff. |
Diversity and Institutional Equity, Human Resources |
| Continuous Service Date |
Requirements for calculation of continuous service credit with Duke. |
Human Resources, Recruitment and Hiring |
| Corporate Card Purchases |
Purchases made with the corporate card are subject to all university & health system guidelines pertaining to purchases of goods, services, travel & entertainment. |
Accounting, Finance, Procurement |
| Corporate Records Policy |
Access to board minutes and other corporate records. |
Governance |
| Corrective Action Guidelines and 12-Month Rolling Period |
Corrective actions for when a staff has several instances of unscheduled time off or tardiness in a rolling 12-month period. |
Human Resources, Time Away from Duke |
| Cost-Sharing |
Cost–sharing on proposals for external funds is to be avoided unless required by the sponsor and approved at the time of proposal submission by the Office of Research Support (Campus) or the Office of Research Administration (Schools of Medicine and Nursing). Last Updated: May 2023 |
Accounting, Finance, Financial Compliance, Research, Research Finance |
| Creation of Eponymous Professorships |
Requirements for a named professorship to honor persons in Duke's past. |
Governance |
| Criminal Drug Conviction |
Inform supervisor within seven calendar days if convicted of violating a criminal drug statute at the workplace. |
Human Resources, Workplace Health and Safety |
| Disability and Impairment |
Contact information for Employee Occupational Health and Wellness or Disability Management System Office for assistance. |
Human Resources, Workplace Health and Safety |
| Dispute Resolution Process |
Process for addressing a concern and/or disagreement relating to employment policies. |
Human Resources, Workplace Expectations and Guidelines |
| Document Retention Policies and Guidelines |
Duke University records retention guidelines vary based upon record type and area. Please use the link below for a list of retention guidelines. |
University-Wide |
| Drones |
Addresses the type of drone operations acceptable and processes for requesting permission to operate drones on Duke property or for Duke purposes. |
University-Wide |
| Dual Interest (Conflict of Interest) Policy for Trustees and Boards |
Policy on dual interest (conflict of interest/COI) and reporting requirements for members of the Duke University Board of Trustees and the governing Boards of DUHS, DUMAC, and the related wholly-owned subsidiaries, support corporations, and controlled affiliates. |
Governance |
| Dual Interest and Outside Activity (Conflict of Interest) Policy for Faculty and Staff |
Policy and guiding principles on dual interests and dual commitments (conflict of interest/COI) and reporting requirements for faculty and staff. |
Governance |
| DUHS: Paid Time Off Policy |
DUHS staff relating to all paid time off. |
Human Resources, Time Away from Duke |
| Duke as an Applicant Organization |
Each employee or representative of Duke University who is involved in sponsored projects administration has an obligation to ensure compliance with sponsor and University requirements for managing sponsored funds. Updated May 2023 |
Accounting, Finance, Financial Compliance, Research, Research Finance |
| Duke Identification |
Requires employees to wear Duke badges at all times on campus. |
Human Resources, Workplace Expectations and Guidelines |
| Duke Logos and Trademarks Policy |
Policy regarding use of name(s), images, symbols, logos, and trademarks that are associated with Duke University's name. |
University-Wide |
| Duke University Compliance Program Accountability and Assurance |
Duke University is committed to operating at the highest level of integrity, accountability and ethical conduct, which includes supporting programs and positions that promote compliance with applicable laws, regulations and policies. Duke University maintains a federated organization sturcture for its compliance programs. See the approved policy issued by the President here. |
Governance |
| Educational Allowance for Long-Term International Assignment |
Eligibility requirements for an educational allowance during the international assignment. |
Human Resources, International |
| Effort Commitment, Reporting, & Certification |
All persons employed by the University need to ensure that their annual effort certification accurately reflects all of their activities for the year. Last Updated: May 2023 |
Accounting, Finance, Financial Compliance, Research, Research Finance |
| Electronic Commerce |
Electronic commerce at Duke must be related to the University's missions of education, research, and patient care and must comply with University procedures detailed at the eCommerce web-site to ensure data security. |
Accounting, Finance, Information Technology, Procurement |
| Eligibility for Benefits |
Eligibility requirements for benefits for university and health system staff and dependents. |
Benefits, Human Resources |
| Eligibility for Rehire |
Supervisor's responsibility for determining whether a staff member is eligible for rehire upon termination. |
Human Resources, Recruitment and Hiring |
| Employee Use of Personal Vehicles |
Employees are not covered by the University's auto liability insurance while operating their own vehicles for University business. |
Accounting, Finance, Procurement |
| Employment Status & Eligibility |
Definitions of employment status and related benefit categories. |
Human Resources, Recruitment and Hiring |