University Policies

The purpose of this policy is to provide procedures for coordinating external and internal audit effort.

The purpose of the University’s Office of Internal Audit is to strengthen the University’s ability to create, protect, and sustain value by providing the Board of Visitors and management with independent, risk-based, and objective assurance, advice, insight, and foresight.

The purpose of this policy is to provide procedures for handling all suspected incidences of fraud within the University.

Establishes rules and procedures for creating and updating university polices.

It is the policy of Longwood University that individual members of the Board of Visitors may participate in meetings by electronic communication as permitted by the Code of Virginia.

The purpose of this policy is to define the use of adjunct faculty.

The purpose of this policy it to identify the authority for entering into articulation agreements with community colleges.

The purpose of this policy is to define degree conferral times for the University.

The purpose of this policy is to assign a delegation of authority to hire academic and administrative employees.

The purpose of this policy is to establish a methodology for determining faculty base portions of academic administrator's salaries.

The purpose of this policy is to formalize the application of current privacy policies to distance education students.

The purpose of this policy is to formalize the documentation of formal written student complaints.

The purpose of this policy is to establish authorization for high school students to enroll in college courses and to outline Longwood’s responsibilities in relationship to dual enrollment coursework.

Generally, FERPA provides that no information, applications, forms, letters, records, transcripts, etc. may be released, whether orally or in writing, without prior written consent of the student. FERPA gives students the right to inspect, review and, in some cases, amend their education records

The purpose of this policy is to define a condition of 'financial emergency' that may arise at some future time within Longwood; establish a process by which the existence and severity of the emergency is to be declared; establish a method and guidelines for adopting plans for the University's response to such emergency; and define the rights and privileges to be accorded faculty members when programs (both academic and non-academic) are reduced, reorganized, or terminated due to financial...

The purpose of this policy is to establish the authority for the institution to grant honorary degrees.

Longwood University encourages the production of intellectual property, including creative and scholarly works, discoveries, and inventions. The purposes of this policy are to support and reward research and scholarship; to balance the interests of researchers and the University; to define the rights and responsibilities of all involved; and to help faculty, students and staff identify, protect and administer intellectual property.

The purpose of this policy is to inform the Longwood community and the public at large of the intent and mission of the Longwood Center for the Visual Arts (LCVA).

This policy establishes guidelines for the selection, purchase, acceptance and maintenance of artwork by the university. Artwork subject to this policy includes, but is not limited to, original and signed limited edition prints, paintings, photographs, sculpture, decorative arts, digital/multimedia, and site-specific works used for the beautification or enhancement of a particular space owned or controlled by the university.

Longwood University will provide training, support, and encourage recognition of OER use, adaptation, and creation as a meaningful scholarly and professional endeavor.

This policy exists specifically to establish, clarify and communicate the requirement that the President and Board of Visitors must approve all University changed deemed to be “substantive” if they must also be subsequently approved by the University’s institutional accrediting body, SACSCOC.

The purpose of this policy is to provide notices to persons over sixty (60) years of age of tuition and fee waiver regulations provided for by the Senior Citizens Higher Education Act of l974 and as amended afterward.

The purpose of this policy is to establish integrated and institution-wide planning and assessment processes for ensuring continuous improvement in the quality of all aspects of the institution and accomplishment of the university’s mission.

The purpose of this policy is to establish a comprehensive graduate admissions policy.

The purpose of this policy is to establish institutional requirements for effort reporting and the reporting of payroll distribution activity on sponsored projects.

This policy shall facilitate the transition of faculty from full-time active service to retirement by continuing to pay the employer portion of medical insurance premiums and, if mutually agreeable, to consider those faculty for part-time work assignments in areas where their expertise may be needed.

To protect the health, safety, and welfare of all members of the Longwood community.

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.

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

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.

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.

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

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.

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.).

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

The Gramm-Leach-Bliley Act (GLBA), administered by the Federal Trade Commission (FTC), requires colleges and universities that provide financial services to establish policies and procedures for the privacy and safeguarding of nonpublic personal financial information. Specifically, the GLBA Privacy of Consumer Financial Information Rule (16 CFR § 313) and the GLBA Safeguards Rule mandates that Longwood University establish appropriate administrative, technical, and physical safeguards (16 CFR § 314); which are applicable to academic units, offices, or departments that collect, store, or process Covered Data. This policy is designed to address the steps to protect customer nonpublic personal

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.

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.

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 and ethnic preferences, and give due consideration to safety and sound business practice.

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.

The purpose of this policy is to provide guidelines for the use of the Longwood University Emergency Notification System (ENS).

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.

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

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.

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.

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.

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

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.

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...

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.

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...

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.

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

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.

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

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.

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

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....

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...

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.

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

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...

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

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

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

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).

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

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

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

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.

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

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

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

Longwood University is committed to providing an environment that is free from discrimination based on sex. This policy prohibits sex discrimination, which includes sexual harassment, sexual assault, sexual exploitation, dating, relationship, and domestic violence, stalking, and discrimination against pregnant and parenting students by employees, students, or third parties. This policy applies to Longwood community members participating in an education program or activity, including locations, events, or circumstances over which Longwood University exercises substantial control over both the alleged respondent and the context in which the sex discrimination occurs.

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

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.

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

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)...

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.

The University recognizes the value of affiliated entities and has an interest in their success. The university seeks to coordinate its mission with the activities of each affiliated entity, while still preserving their separateness.

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.

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.

The Athletic Department expects student-athletes to conform to the policy on alcohol use and to abide by expectations of them as representatives of Longwood University. Student-athletes who use alcohol to the contrary of this policy risk suspension from the team by the Athletic Department.

The Athletics Department promotes and upholds a year-round drug free environment within the Longwood and NCAA sanctioned athletics program. The priority of the Longwood University athletic program is the student-athlete's health, safety, and welfare. We provide this by emphasizing prevention, diagnosis, treatment, and rehabilitation of all student-athletes participating in the intercollegiate athletic programs.

These guidelines are intended to provide direction for appropriate responses to each case while providing flexibility. Modifications to the guidelines are acceptable only if they receive prior approval by the appropriate sport supervisor.

This policy provides a framework of NCAA and institutional rules and regulations regarding NIL and serves as a platform to better educate prospective student-athletes, current student-athletes, coaches, and staff on how it may impact them.

The purpose of this policy is to establish guidelines and procedures for adding and removing Division I athletic teams at Longwood University.

The purpose of this policy is to establish rules and guidelines for accessing and using accurate data managed by University Advancement, Alumni Relations.

This policy governs fund-raising by, or in the name of, the University and the acceptance of gifts to Longwood University. This policy applies to all faculty, staff, students and student organizations, coaches, volunteer support groups and any other entity raising funds from the private sector on behalf of Longwood University.

Facilities and programs at Longwood University may be named for individuals, corporations, organizations or other entities. Naming opportunities are intended to honor those who have made substantial monetary contributions to Longwood University and/or to honor those who are considered to have had a significant positive impact upon Longwood University and its students.

The purpose of this policy is to establish policies which govern the use of the Eason Building and the Rotunda building first floor public spaces to ensure they are used in a manner consistent with the mission of the institution and requirements of the Commonwealth of Virginia.

This policy establishes guidelines and procedures which govern the use of Longwood University owned facilities to ensure they are used in a manner consistent with the mission of the institution and requirements of the Commonwealth of Virginia for the consistent and fair use of campus space.

This policy establishes requirements for the display and/or posting of items in the public area (e.g. the bulletin boards, entranceways, lawn signs, etc.) on campus.

This policy is to ensure the safe operation of personal transportation devices (not to include devices used by persons with disabilities) on the Longwood campus and University-managed properties. This policy intends to protect Longwood students, faculty, staff, and property by prohibiting activity that is dangerous to users or others.

The purpose of this policy is to identify all individuals whose job functions meet the requirements established by the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998” (commonly referred to as the “Clery Act”) to be designated as a campus security authority. Campus security authorities are required to report alleged Clery Act crimes that they witness or are reported to them to the Longwood University Police Department.

When a health emergency occurs at Longwood University, notify the Rescue Squad and University police simultaneously. Emergencies occurring in classrooms, offices, residential halls, Longwood facilities, or grounds should be referred to the Emergency Room at Southside Community Hospital at all times.

This policy concerns the operation of Longwood (classes, academic services, and administrative operations) at its academic campus in Farmville, Virginia, as well as other off-campus locations in the affected geographic areas.

This policy is structured to assure equal opportunity for all persons, to preserve order within the campus community, to protect and preserve University property, and to provide a secure environment to individuals exercising freedom of expression.

This policy is designed to comport with Section 23-25 of the Code of Virginia in regard to full-time students enrolled at Longwood for the first time. These students must have a health history which consists of a complete immunization record, including tuberculosis screening, on file with Student Health and Wellness.

To establish guidelines which describe the investigation of missing persons and making appropriate entries into VCIN and NCIC and to on-call administrative employees.

The purpose of this policy is to outline motor vehicle parking regulations enforced by the Longwood University Police Department.

The purpose of this policy is to establish the rules for operating approved golf carts, utility vehicles and vehicles classified as farm tractors in support of Longwood sponsored activities.

Longwood University aims to maintain the safety of individual students, as well as the community. Psychological emergencies include, but are not limited to, situations where a student attempts suicide, makes a threat or gesture of suicide, harms or attempts to harm themselves, or undergoes severe psychological distress. Faculty, staff, and students are expected to follow these procedures when there is a psychological emergency.

Students can expect to have a reasonable degree of privacy in their rooms and suites and in the community at large. However, when circumstances warrant it, Longwood staff are authorized to enter a student's room utilizing a master key. Circumstances warranting entry relate to safety, security, health, legal or campus disciplinary concerns. Students are expected to cooperate with those conducting a search and/or carrying out their duties associated with room entry.

This policy establishes requirements applicable to Service Animals and Service Dogs in Training at Longwood University. These requirements provide consistency in the use and access of service animals, including those in training, on University property.

The purpose of this policy is to comply with Title V, Section 504 of the Rehabilitation Act of 1973, students with physical and/or learning disabilities will not be discriminated against on the basis of their disabilities.

Preserving the safety and security of our faculty, staff, and students is a top priority for Longwood University and one that requires vigilance, communication, and coordination. The purpose of this policy is to 1) establish a violence prevention committee and 2) provide a framework for threat assessment and intervention designed to reduce the risk of violence. This policy is guided by both Code of Virginia § 23.1-805and Commonwealth of Virginia Policy 1.80: Workplace Violence.

It is the responsibility of the Longwood University Police Department (LUPD) to notify the university community in a timely manner when a reported crime or incident occurs on or near the university campus which represents an ongoing or serious threat to the university community.

The purpose of this policy is to regulate the use of camera systems used to observe and record public areas for the purposes of safety and security. Noncompliance with this policy may result in disciplinary actions up to and including termination. This policy is to direct the use of video captured from camera systems placed in compliance with Virginia code § 18.2-386.1 and not cameras that may be utilized for specific law enforcement actions authorized under §18.2-386.1 (b)(i).

The purpose of this policy is to establish rules concerning the possession and storage of weapons on campus.

The purpose of this policy is to provide guidelines for the use of the academic computing labs by employees and students of the university, as well as other authorized users and groups.

The purpose of this policy is to establish parameters for the use of Longwood IT resources and systems.

The purpose of this policy is to establish a rule for loan debt status when a student dies.

The purpose of this policy is to describe those financial aid programs in which Longwood University has agreed to participate.

The purpose of this policy is to ensure e-mail communication is used in a way that supports the university's mission.

The purpose of the policy is to ensure compliance with FOIA and outline procedures for responding to FOIA requests.

The intent of this policy is to establish the requirements for effective incident reporting, response, and escalation practices with regard to the security of data and information technology (IT) resources and systems.

This policy is established to support the Longwood University community in promoting equal access opportunity to Information Technology (IT) by the application of accessibility standards, guidelines, training, tools and methods consistent with higher education. The aim is to provide this opportunity in a setting that fosters independence and meets the guidelines of the Americans with Disability Act (ADA) and the Rehabilitation Act of 1973. This policy sets forth accessibility standards and guidelines that reflect best practices for achieving the accessibility of IT for use by persons with disabilities.

It is critically important that Longwood University's Information Technology (IT) infrastructure, architecture and ongoing operations support the mission of the institution. To help ensure this need is met, decisions affecting these areas must reflect standards, guidelines and practices found to be effective in the higher education environment. This policy establishes the nationally recognized codes of practice with which the university aligns its IT infrastructure, architecture and ongoing operations.

Longwood University is committed to continually improving the delivery of Information Technology (IT) solutions within budget, on schedule, within scope and in such a way as to best contribute to accomplishing the university's mission and strategic plans. This policy furthers that goal by establishing the common and consistent application of project management best practices in the management of IT projects.

The purpose of this policy is to ensure that all Longwood University information technology (IT) resource and system procurement decisions are guided by the technology procurement principles of effectiveness and efficiency, including a thorough consideration of factors such as support needs, compatibility, security and budget maximization in all IT resource and system procurement decisions.

To prevent the use of the institution's name and/or logo in an unauthorized manner.

The purpose of this policy is to ensure that all official printed publications portray a positive, consistent and coordinated image of the university.

The purpose of this policy is to establish a single, authoritative source of release of information about Longwood-related newsworthy information to the public and the media.

To establish policies and guidelines which govern students receiving educational assistance administered by the US Department of Veterans Affairs (VA) called to active military duty during a national emergency.

This policy regulates the use and management of voice, fax and cellular services provided to employees of Longwood University..

Longwood University has a highly complex and resource-rich Information Technology (IT) environment upon which there is increasing reliance to provide mission-critical academic, instructional and administrative functions. Safeguarding the institution's computing assets in the face of growing security threats is a significant challenge requiring a strong, persistent and coordinated program that leverages widely accepted, effective security practices appropriate for the higher education environment. This policy states the codes of practice with which the university aligns its IT security program.

The purpose of this policy is to establish responsible maximum weekly hours that eligible students may work under the Federal Work Study Program.