Official policies, policy definitions and policy revision/development procedures at the University of South Dakota.
The USD Policy Website contains University-wide policies only. All policies documented on this site are official and supercede policies located elsewhere.
The University of South Dakota's policies provide university faculty, staff, and students guidance to:
- Help the university accomplish its mission and clarify institutional expectations
- Support compliance with state and federal laws and regulations
- Enhance productivity and efficiency in the university's operations
- Maintain adequate internal controls to safeguard the university's assets
- Mitigate institutional risk
University Policies will be:
- Presented in a common format
- Formally approved
- Maintained centrally and easily accessible
- Kept current by the individuals engaged in developing and maintaining the university policies
USD Department Policy Template
A policy is a statement of the university's philosophy and direction on a particular issue, established to provide guidance and assistance to the University community in the conduct of University affairs. A University policy will include the following criteria:
- It is a governing principle that mandates or constrains actions.
- It has broad application throughout the university.
- It will change infrequently and sets a course for the foreseeable future.
- It includes procedures for compliance, enhances the University's mission or reduces institutional risk.
- It is approved at the senior levels of the University.
A procedure is a series of interrelated steps that are taken to help implement the policy. Procedures are defined using the following guidelines:
- Procedures are statements that prescribe specific actions to be taken to comply with established policies.
- Procedures should identify and link to the applicable University policy.
- Procedures should be written in a format that is easy to follow, using numbers or bullets to designate steps to be followed.
- Procedures should be reviewed and updated as necessary to ensure agreement with the most recent revision to the policy.
- Procedures generally do not require formal approval by senior University officials.
A guideline is any document that aims to streamline particular processes according to a set routine.
Colleges, Schools, departments, and other University units may have additional policies that are specific to them and do not meet the University policy criteria. Each area is responsible for maintenance and communication of their policies. Unit policies must not conflict with University policies; however, they may be more restrictive. Questions regarding a specific unit's policies should be referred to them directly.
Rather than restating and maintaining policies in multiple locations, portal sites and other documents should provide links or references to policies on the University policy site in order to avoid redundant, inconsistent, or outdated policy statements. Statements of University policy published elsewhere are not official as they may not reflect recent changes.
The Policy Administrator assists Division units in the development of new University policies and the revision of existing policies. While the Policy Administrator is responsible for maintaining the policy document's integrity and guiding the development, responsibility for its content resides with the policy's Originating Office. All policies must align with governance by the Board of Regents, the State of South Dakota, and Federal Law.
Slagle Hall Room 136
New Policies & Revisions
If you are aware of the need for a new university policy or the revision of an existing university policy, contact the policy administrator.
Updates and Revisions
Policies that have been updated or revised subsequent to the initial "Effective" date are denoted by an "Updated/Revised" date.
- Update - An update is a non-substantive edit. Examples include updating a position title or a department name, correction of a typographical error, and repair of broken resource links.
- Revision - A revision may be of minor or major significance. A minor revision has low significance. Examples include clarifying wording within a sentence or paragraph, or adding a paragraph to address an aspect not previously included. A major revision significantly changes the policy. Examples include new requirements, new limitations, or expanded responsibilities.
- University-wide Policy Template - Use this template for university-wide policies
- Department Policy Template - Use this template for College, School, unit and department policies
- 1.001 Academic Appeals
- 1.002 Emeritus Status
- 1.004 Academic Excused Absence
- 1.005 International Activity
- 1.006 Admissions Appeal
- 1.007 Diploma and Transcript Validation
- 1.008 Admissions Application Fee
- 1.009 Homeschool Admission
- 1.010 Enrollment Deposit Refund
- 1.012 Course and Classroom Scheduling
- 1.013 Non-Student Participants on Faculty-Led Programs
- 1.014 Student Records
- 1.015 Undergraduate Exams
- 1.016 Final Examination
- 1.017 Academic Misconduct
- 1.018 Class Management
- 1.020 Teaching Overload
- 1.021 Posthumous Degree
- 1.022 University Distinguished Professor
- 1.023 University Libraries Library Use
- 2.001 Contract Approval
- 2.002 Agency, Foundation and University Fund Management
- 2.002.1 Agency Fund Management
- 2.003 Out of State Travel
- 2.004 Group Travel Advances
- 2.005 Fraud
- 2.006 Individual Travel Advance
- 2.007 Field Trips and Study Tours
- 2.008 Food and Beverage Reimbursements not Related to Travel
- 2.009 Memberships
- 2.010 Permanent Incidental Funds
- 2.011 myUSD Portal
- 2.012 Web Privacy
- 2.013 Social Media
- 2.014 Student Communications
- 2.015 Trademark Licensing
- 2.016 Web Copyright
- 2.017 Web Development
- 2.018 Student Drivers
- 2.019 Statement of Auditing Standards (SAS) No. 115
- 2.020 ARAMARK Campus Catering Exclusive
- 2.021 Fundraising for Groups and Organizations
- 2.023 Incentive Payments to Research Participants
- 2.025 Petty Cash
- 2.026 Cash Receipts
- 2.027 Vehicle Immobilization & Towing
- 2.029 Institutional Representation Account
- 2.030 Facilities Management Maintenance & Repair and Other Projects
- 2.031 University Budget Process
- 2.033 User Charges
- 2.035 Position Control
- 2.036 Awards to Faculty and Staff Using Foundation Funds
- 2.038 Cardholder Data Retention, Disposing of and Destroying Cardholder Data
- 2.039 Management of Service Providers
- 2.041 Credit Card Acceptance
- 2.043 Smoke-Free Campus
- 2.044 Honorariums
- 2.045 Foundation Reimbursements
- 2.046 Utility Vehicle
- 2.047 Taxability of Payments to Students
- 2.048 Website Calendar Policy
- 2.049 Procurement
- 2.050 Alcohol Sales
- 2.051 Naming Policy
- 2.052 University Provided Clothing
- 2.053 Fixed Price Awards & Residual Balances
- 2.054 General Activity Fee
- 2.055 Travel for Non-Affiliated Individuals
- 5.002 Patch Management
- 5.003 Information Security Responsibilities
- 5.004 Incident Handling
- 5.005 Firewall & Router Review
- 5.006 Antivirus
- 5.007 Faculty & Staff User Accounts
- 5.008 User Passwords
- 5.009 Pharos Printing Refunds
- 5.011 USD Network Access
- 5.012 Remote Access
- 5.013 Personal Computer Support
- 5.014 Equipment Checkout
- 6.001 Misconduct in Research
- 6.002 Reimbursement and Distribution of FA (Indirect) Costs
- 6.003 Contracts versus Gifts
- 6.004 University Research Centers
- 6.005 Material Transfer Agreements
- 6.006 Financial Conflict of Interest (Objectivity in Research)
- 6.007 Laboratory Chemical Safety
- 6.009 Export Control Regulations
- 6.010 Lobbying
- 6.011 Use of Human Stem Cells in Research
- 6.012 Grants and Contracts Awarded to USD's Foundation
- 6.013 Reporting Requirements for Sponsored Programs
- 6.014 Grant Subrecipient Monitoring
- 6.015 Allowable and Unallowable Costs on Federal and State Sponsored Awards
- 6.016 Time and Effort Certification
- 6.017 Cost Sharing
- 6.018 Intellectual Property
- 6.019 Cost Transfers on Sponsored Projects
- 6.020 Overload Supported by Federally Sponsored Research
- 6.13 Facilities Use by Private Parties/ Facility Use Procedure
- 7.001 Timely Warnings
- 7.002 Duty to Report Suspected Crime
- 7.003 Wellness Center Age Restriction Policy
- 7.004 Student Tailgating
- 7.005 Sales and Solicitation
- 7.006 Student Suicide Threat Response
- 7.007 Commitment to Freedom of Expression (South Dakota Board of Regents Policy 1:32)
- 7.008 Charlie Coyote Policy
- 7.009 Animals-on-Campus
- Classes will be canceled when road and weather conditions warrant.
- When weather is not severe enough to cancel classes but poses extreme driving conditions, students are advised to stay home rather than take unnecessary risks. Faculty will accommodate students missing class under these circumstances.
- Students seeking individual class cancellation information should contact the faculty member or the faculty member’s department.
- Alerts (weather, natural disasters, cancellation of classes, campus alerts, etc.) appear at the top of USD's web pages and portal pages.
- Critical weather-related and emergency alerts may also be issued through the Campus Alert Notification System.
- Administrative offices will remain open for business when classes are canceled.
- Faculty should immediately notify their respective department offices if they are unable to make class.
- If you are unable to travel to campus due to weather conditions, Board of Regents policy allows the taking of annual leave, accrued comp time, leave without pay, or staff may adjust their work week with the approval of their supervisor.
- In extreme cases, when administrative offices are closed as well as classes canceled, food service, university police department, and facilities personnel will continue to provide essential services on campus.
- Board of Regents Emergency Closing Policy
Sanford School of Medicine and School of Health Sciences Center (Sioux Falls)
- Additional information on weather policies for Sanford School of Medicine and School of Health Sciences is available in the myUSD portal for students and faculty/staff.
Section 1: Governance
Section 2: Academic Affairs
Section 3: Student Affairs
Section 4: Personnel
Section 5: Finance and Business
Section 6: Facilities
Section 7: Technology
Section 8: Appendix