Administration & Finance Policies

General

[For information regarding these policies, contact the Office of the President.]

Administration Policies

Human Resource Policies [For information regarding these policies, contact Human Resources.]

Material and Risk Management Policies [For information regarding these policies, contact Materiel Management.]

Printing Services Policies [For information regarding these policies, contact Printing Services.]

 

Finance Policies

Accounting and Financial Reporting [For information regarding these policies, contact Accounting and Financial Reporting.]

Budget Office [For information regarding these policies, contact the Budget Office.]

Cashiering and Student Accounts [For information regarding these policies, contact Cashiering and Student Accounts.]

Payroll [For information regarding these policies, contact Human Resources & Payroll.]

LancerCard Office [For information regarding these policies, contact the LancerCard Office.]

Alcohol and Other Drug Policies and Procedures 2001

Description: To protect the health, safety, and welfare of all members of the Longwood community by taking all reasonable measures to assure that a drug-free workplace is maintained and that all Longwood University employees perform their duties unimpaired by the effects of drugs or alcohol. (In accordance with Drug-Free Workplace Act of 1988; the Drug-Free Schools and Communities Act of 1989; and the Commonwealth of Virginia’s Alcohol and Other Drugs policy.)

Owner: Administration & Finance


Annual Crime and Sexual Misconduct Training 5238

Description: This policy requires training of employees, students or third parties on the reporting of crimes, fires, missing persons, and issues of all forms of sexual misconduct, including sexual discrimination, sexual harassment, sexual assault, sexual violence, dating and relationship violence, and stalking. Training shall be conducted annually during each calendar year.

Owner: Administration & Finance


Attendance 2002

Description: The policy applies to Classified employees and Administrative and Professional faculty only. Instructional faculty attendance is addressed in the Longwood Faculty Policies and Procedures Manual.

Owner: Administration & Finance


Budget Deficits 2003

Description: This policy is designed to avoid budget deficits, generally, and manage them if they occur.

Owner: Administration & Finance


Campus Non-Smoking Policy 2004

Description: It is the objective of Longwood University to provide the healthiest environment possible. This policy is designed to promote healthy lifestyles as well as to protect students, faculty, and staff from secondhand smoke, while addressing the litter problem on campus that is directly related to smoking.

Owner: Administration & Finance


Child Abuse, Neglect, and Reporting 2005

Description: The intention of this policy is to inform and provide awareness to each Longwood University faculty, employee, volunteer, administrator and person who have contact with minors at a Longwood University sponsored event, of the responsibilities each person has in reporting suspected child abuse and neglect.

Owner: Administration & Finance


Collection of Debts Owed by Employees 2006

Description: The purpose of this policy is to provide guidelines for Longwood University to collect all debts owed to it by its employees.

Owner: Administration & Finance


Confidential Employee Information 2007

Description: The purpose of this policy is to ensure that strict confidentiality is maintained in relation to information entrusted to the Human Resources (HR) Office. Although information security is the job of all employees of the HR Office, primary monitoring of the information security program is assigned to the Human Resources Information System (HRIS) manager, whose duty is both records management officer and security officer for all data information within the department.

Owner: Administration & Finance


Conflict of Interest 2008

Description: The purpose of this policy is to provide guidance to employees and officers relating to conflict of interest and to inform them of their duty to comply with the State and Local Government Conflicts of Interests Act (Code of Virginia § 2.2-3100 et seq.).

Owner: Administration & Finance


Contested Debt Set-off Claims 2009

Description: The purpose of this policy is to establish a process for re-mediating disputed debt set-off claims.

Owner: Administration & Finance


Customer Information Security Program 2010

Description: The Gramm-Leach-Bliley Act (GLBA), administered by the Federal Trade Commission (FTC), requires financial institutions such as Longwood University to establish policies and procedures for the privacy and safeguarding of customer financial information. The FTC has ruled that higher education institutions complying with the Family Educational Rights and Privacy Act (FERPA) satisfy the privacy requirement of the GLBA, but not the safeguard requirement. In accordance with the safeguard component...

Owner: Administration & Finance


Debt Management 2011

Description: The purpose of this policy is to establish a guideline for the management of University debt that supports the mission and strategic objectives of the Institution, maintains existing buildings and infrastructure, and invests in a new facility while monitoring the University's financial condition.

Owner: Administration & Finance


Disbursements: General Requirements 2012

Description: The purpose of this policy is to establish a guideline for the payment of invoices for materials, supplies, equipment, or services provided by various vendors or individuals.

Owner: Administration & Finance


Dress Code 2013

Description: The purpose of this policy is to establish basic guidelines for appropriate work dress, which promote a positive image of the institution, but also allow for maximal flexibility to maintain good morale, respect individual religious, racial, gender-specific and ethnic attire, and give due consideration to safety and sound business practice.

Owner: Administration & Finance


Educational Benefits for Employees 2014

Description: Professional growth is important to Longwood University. This policy seeks to assist its employees and their families in gaining increased, affordable access to Longwood University's course offerings.

Owner: Administration & Finance


Emergency Text Messaging Alert System 2015

Description: The purpose of this policy is to provide guidelines for the use of the Longwood University Emergency Text Messaging alert system.

Owner: Administration & Finance


Employee Driving Privilege 2016

Description: The University has a strong interest in ensuring that employees who drive Longwood owned or leased vehicles in the course of their jobs, do so responsibly, and act in accordance with established Commonwealth and Longwood procedures in reporting vehicle accidents. The University also has a strong interest in avoiding undue liability risks by curtailing driving privileges of employees whose driving conduct suggests they presently pose higher than normal risks.

Owner: Administration & Finance


Environmental Protection Policy 2017

Description: The purpose of this policy is to guide Longwood University operations as they relate to the Institution's impact on the environment.

Owner: Administration & Finance


Environmental, Occupational, Health and Safety 2018

Description: This policy is intended to provide guidance to all Longwood University faculty, staff, students, where applicable, and those contract employees working within and under Longwood University's direction on all Longwood University properties.

Owner: Administration & Finance


External Grants and Sponsored Research 2019

Description: This policy formalizes the responsibilities for administration of non-charitable and charitable grants and establishes guidelines for faculty and administrators who are involved in applying for, receiving, and administering external grants.

Owner: Administration & Finance


Fixed Assets Management 2020

Description: The University has a significant investment in fixed assets, such as land, buildings, fixed and moveable equipment, which are used to carry on the institution's mission and objectives. The purpose of this policy is to ensure that the University's fixed assets are acquired, safeguarded, controlled, disposed of, and accounted for in accordance with state and federal regulations, audit requirements, and generally accepted accounting principles.

Owner: Administration & Finance


Foundation Funds Disbursement Policy 2021

Description: The purpose of this policy is to establish guidelines for determining accountable uses for Foundation funds.

Owner: Administration & Finance


Funds Handling and Deposit Procedures 2022

Description: The purpose of this policy is to establish a responsible system for handling institutional funds, to include the establishment, maintenance and elimination of change fund accounts.

Owner: Administration & Finance


Guide to Employment of Foreign Nationals 2023

Description: This policy seeks to provide an overview of employment and residency issues for managers, relating to employment of foreign citizens. The policy is intended to answer very specific questions frequently encountered by search committees and foreign applicants for employment within the higher education environment. It is not intended as an instructional manual for departments to manage these issues on their own. Early contact with the Chief Human Resources Officer is imperative...

Owner: Administration & Finance


Hours of Operation 2024

Description: As an agency of the Commonwealth of Virginia, Longwood University is committed to providing convenient service to all citizens of the Commonwealth. The institution's normal business hours and employee schedules shall reflect that commitment to service. While some flexibility in scheduling exists in terms of flex-time and telecommuting, the overriding consideration in setting schedules shall be the efficient business operations of the University.

Owner: Administration & Finance


Identity Theft Preventions 2025

Description: This policy implements an Identity Theft Prevention Program ("Program") at Longwood University, pursuant to the Federal Trade Commission's Red Flags Rule under Section 114 and 315 of the Fair and Accurate Credit Transactions Act, which amended the Fair Credit Reporting Act...

Owner: Administration & Finance


Inclement Weather/Campus Emergency Closing 2026

Description: The purpose of this policy is to state the communication process when University operations are affected by inclement weather/emergency closings and to outline the procedures related to pay and leave. Situations that are not outlined in this policy will adhere to the Department of Human Resource Management Policy 1.35, Emergency Closings.

Owner: Administration & Finance


Internal Controls 2027

Description: The purpose of this policy is to provide guidelines for the implementation of internal controls, in accordance with state requirements, at Longwood University.

Owner: Administration & Finance


Investment of Local Funds 2028

Description: The majority of revenue collected by Longwood University is submitted to the State Treasury Department. The limited amount that is not remitted is considered to be local funds by the University and is therefore available for investment.

Owner: Administration & Finance


Longwood Identification Cards 2060

Description: All enrolled students, faculty, staff and affiliates of Longwood University are eligible to receive a Longwood identification card or LancerCard. The requestor must present a valid form of identification at the LancerCard Center and the office must validate the information against the appropriate University administrative system.

Owner: Administration & Finance


Longwood Property and Liability Insurance Programs 2029

Description: The intent of this policy is to describe the various insurance programs providing coverage to Longwood University, its properties, and its employees.

Owner: Administration & Finance


Longwood University Policy Template (Attachment 1) 2030

Description: The template to use for all proposed policies.

Owner: Administration & Finance


Managing and Collecting Receivables 2031

Description: The purpose of this policy is to establish a standard for managing receivable balances and collecting University financial obligations.

Owner: Administration & Finance


Non-Discrimination 2033

Description: The purpose of this policy is to restate the institution's commitment to diversity.

Owner: Administration & Finance


Non-discrimination and Reasonable Accommodation on the Basis of Disability 2034

Description: Longwood University is committed to providing equal access to employment and educational opportunities for persons with disabilities. Longwood University recognizes that individuals with disabilities may need reasonable accommodations to have equally effective opportunities to participate in or benefit from university educational programs, services and activities, and to have equal employment opportunities....

Owner: Administration & Finance


Outside and Secondary Employment 2035

Description: Longwood University hires employees on both a full-time and part-time basis. Administrative and Professional, classified and hourly workers may engage in outside employment at any business enterprise which does not require their physical presence during the hours in which he or she is employed by the university. Under certain circumstances, an employee may hold a secondary or additional job(s) at Longwood that is outside of the scope of his/her primary job and may receive supplemental...

Owner: Administration & Finance


Overtime and Compensatory Guidelines 2036

Description: The purpose of this policy is to describe the circumstances under which employees are entitled to overtime pay and compensatory leave and to ensure compliance with and consistent application of the Federal Fair Labor Standards Act (FLSA) and the Commonwealth’s Department of Human Resource Management policies.

Owner: Administration & Finance


Pay Practices 2037

Description: The purpose of this policy is to establish the basic pay processes and pay schedules for the University.

Owner: Administration & Finance


Payment Card Security Policy 2038

Description: Longwood University accepts credit/debit cards as payment for various goods and services. The purpose of this policy is to establish appropriate procedures to ensure that all applicable University units conduct business in accordance with Payment Card Industry Data Security Standards (PCI DSS). This policy applies to all academic and administrative units and employees of Longwood University who accept credit/debit card payments and all external entities contracted by Longwood to provide...

Owner: Administration & Finance


Performance Management for Classified Employees w/Appendix C 2039

Description: Longwood embraces the Commonwealth of Virginia's Compensation Philosophy, which is "to pay employees in a manner sufficient to support and develop a high performance workforce that provides quality service in a fiscally responsible manner to the citizens of Virginia."

Owner: Administration & Finance


Perkins Loan Rehabilitation 2040

Description: The purpose of this policy is to establish a Loan Rehabilitation Program.

Owner: Administration & Finance


Policies Governing the Relationship Between the Foundation and the University 2041

Description: The purpose of this policy is to define the relationship between the University and the Foundation.

Owner: Administration & Finance


Policy and Procedures Writing Guide (Attachment 2) 2042

Description: A writing guide to follow for all proposed Longwood University policies.

Owner: Administration & Finance


Privacy and Security Compliance 2043

Description: To ensure Longwood University is in compliance with Federal and State regulations governing privacy and security including, but not limited to, the Gramm-Leach-Bliley Act (GLBA), the Family Education Rights and Privacy Act (FERPA), and the Health Insurance Portability and Accountability Act (HIPAA).

Owner: Administration & Finance


Prohibition of Pets/Animals in University Owned or Managed Buildings 2045

Description: The purpose of this policy is to establish a prohibition against keeping animals in any university managed, owned, or leased facilities.

Owner: Administration & Finance


Prohibition on Cashing Checks 2044

Description: The purpose of this policy is to establish the University's position on check cashing.

Owner: Administration & Finance


Recruitment and Selection 2046

Description: The purpose of the policy is to hire the best-qualified applicant for any position vacancy, promoting a fully efficient and consistent approach to meet the institution's needs, its commitment to diversity, and its obligations to Affirmative Action. It will also provide guidance regarding the recruitment and selection process for Administrative and Professional (AP) Faculty, Instructional Faculty (IF), and Classified and Wage employees, and to ensure compliance with federal and state regulations.

Owner: Administration & Finance


Responsibility of Budget Managers 2047

Description: The purpose of this policy is to establish general guidelines for managing the institution's departmental budgets.

Owner: Administration & Finance


Return to Work 2048

Description: The purpose of this policy is to facilitate an expedient return to work for employees who have suffered personal or work-related injuries/illnesses while observing the temporary physical restrictions identified by the treating physician. The institution considers this a productive way to utilize valued employees when they are rehabilitating from injuries without jeopardizing that recovery.

Owner: Administration & Finance


Returned Items 2049

Description: The purpose of this policy is to establish a payment procedure to satisfy returned items, either paper checks or ACH drafts.

Owner: Administration & Finance


Revenue Generating Activities 2050

Description: The purpose of this policy is to establish general guidelines for managing Longwood's revenue generating activities.

Owner: Administration & Finance


Safety Rules Enforcement 2051

Description: The purpose of this policy is to provide guidance for the enforcement of safety rules and regulations in effect at Longwood University.

Owner: Administration & Finance


Sexual Misconduct 2052

Description: Longwood University is committed to providing a healthy living, learning and working environment; an atmosphere that emphasizes the dignity and worth of the individual, which promotes personal integrity, civility and mutual respect, and creates an environment that is free from sexual misconduct and discrimination. Sexual misconduct, sexual discrimination and sexual harassment, are incompatible with Longwood’s commitment to diversity and educational equity.

Owner: Administration & Finance


Signature Authority on Contracts 2053

Description: To establish those university employees who are authorized to sign contracts to enter the university into official commitments, financial or otherwise.

Owner: Administration & Finance


Terms and Conditions of Employment for Administrative and Professional Faculty 2054

Description: The purpose of this policy is to establish a local policy that will guide the University's relationship with Administration and Professional (A/P) Faculty of the University.

Owner: Administration & Finance


Travel Charge Card Program 2055

Description: The purpose of this policy is to establish an individual travel card for Longwood employees.

Owner: Administration & Finance


Travel Regulations 2056

Description: The purpose of this policy is to inform employees of state travel regulations for reimbursement of reasonable and necessary expenditures to individuals traveling on official business of the Commonwealth. The regulations set forth herein have been established in accordance with the Code of Virginia. State travel regulations may be found in Section 20335 of the Commonwealth of Virginia Accounting Policies and Procedures Manual (CAPP)...

Owner: Administration & Finance


University Code of Ethics 2057

Description: The purpose of this statement/policy is to comply with the requirement for an ethics policy to be written by all agencies of the Commonwealth. This requirement is part of the Agency Risk Management and Internal Control Standards (ARMICS) implemented by the Virginia Department of Accounts.

Owner: Administration & Finance


University Policy Management 2058

Description: Establishes rules and procedures for creating and updating university polices.

Owner: Administration & Finance


Use of State Vehicles 2059

Description: The purpose of this policy is to set guidelines for the use of State­-owned vehicles. The University maintains an interest in providing for the official transportation needs of the campus community. The University also seeks to maintain quality, safe transportation for such uses.

Owner: Administration & Finance