Author: Office of the Provost

The Provost’s Professional Internship Program for Public Outreach, Service, and Engagement

Title: The Provost’s Professional Internship Program for Public Outreach, Service, and Engagement
Policy Owner: The Graduate School
Applies to: Graduate Students
Campus Applicability:
Effective Date: January 9, 2013
For More Information, Contact Office of the Vice Provost for Graduate Education and Dean
Contact Information: 860-486-3617
Official Website:

Graduate students are often supported by a graduate assistantship awarded for performing research or teaching functions at the University. The University covers tuition expenses for those students. In addition, the University may cover tuition expenses of students who are funded by a grant that does not cover the cost of the student’s tuition.

The University recognizes the value of supporting graduate student professional development activities that extend beyond on-campus research and teaching. The Provost may determine that the University will cover tuition expenses for graduate students engaged in other activities directly related to the University’s mission and directly aligned to a student’s academic program of study. The circumstances under which the University will cover tuition expenses and provide a health insurance subsidy for such students are very limited and based on compelling evidence that the activity supports important academic objectives, such as professional internships required as an integral component of a graduate educational program. The Provost will evaluate such activities on a case-by-case basis using the following criteria:

  • The substantive focus of the graduate internship must serve a clear public service, public outreach, or engagement purpose.
  • The graduate internship’s objectives must support the academic mission of the University and align directly with the goals of the University’s Academic Plan.
  • The graduate internship must be established as a required component of the academic program in which the participating students are enrolled.
  • It must be demonstrated that the viability of the internship program is threatened if tuition is not covered.
  • The graduate internship must be credit-bearing, be directed by an instructor of record, and must require students to produce an academic work product.
  • The paid internship experience for the student must include compensation equivalent to or higher than that of a Level I graduate assistant for the academic year.
  • The graduate student interns must be placed in a sponsoring organization that provides at least partial support for the graduate student, including paying the student’s stipend and benefits.
  • The graduate students participating in the internship must serve their internships in public or nonprofit organizations with a clear public service mission.
  • The term of tuition coverage associated with a graduate internship will not exceed four semesters per student.
  • The graduate students participating in the internship must be in good academic standing.

For student tuition to be covered and for a health insurance subsidy to be provided by the University under this program, the Dean of the School or College that houses the internship program must present appropriate justification to the Provost.

The academic programs currently included in this program are available here.

Reimbursement of Moving Expenses Policy and Procedures

Title: Reimbursement of Moving Expenses Policy and Procedures
Policy Owner: Committee formed by the Office of the Provost
Applies to: Faculty
Campus Applicability:  All Programs at all Campuses except UConn Health
Effective Date: November 21, 2014
For More Information, Contact Workforce Solutions / Office of the Provost
Contact Information: (860) 486-3034
Official Website:

Reason for Policy

The University recognizes the competitive nature of the hiring process and therefore grants departments the flexibility to pay for or reimburse moving expenses for faculty or management-exempt administrator positions.

Policy Statement

The hiring process includes three phases: interview, offer and acceptance, and move.

The final phase, the move, begins the date of the final one-way trip of the selected candidate and their family to their new residence. The move phase ends upon the day of arrival.  As stated in more detail below, expenses incurred in connection with the move phase are reimbursable to the employee.

Individuals should refer to the Reimbursement of Recruitment Expenses Policy for guidance regarding appropriate payment or reimbursement of expenses related to the interview and offer and acceptance phases.

Consistent with IRS regulations the following are considered Nontaxable Expenses that are eligible for reimbursement, up to the amount authorized in advance by the hiring department in accordance with the limitations set forth in this policy.

  1. Moving of household goods and personal effects (packing, crating and transporting);
  2. Actual expenses for gas and oil OR Standard IRS moving mileage rate based on most direct route;
  3. Parking fees;
  4. Tolls;
  5. Lodging for the employee and their immediate family while traveling from former residence to new residence, including the day of arrival (please refer to the Travel and Entertainment Policies and Procedures for guidelines regarding accommodations).
  6. Storage of household goods after arrival; not to exceed 30 consecutive days after the day your things are moved from the former residence;
  7. Airfare (please refer to the Travel and Entertainment Policies and Procedures for guidelines regarding approved class of travel);
  8. Shipping of car;
  9. Shipping of household pets;
  10. Car rental through and including the day of arrival

The following are considered Taxable Expenses that are eligible for reimbursement, up to the amount authorized in advance by the hiring department in accordance with the limitations set forth in this policy.  Reimbursement of Nonqualified Expenses is subject to withholding of applicable income, social security and Medicare taxes; these expenses are included in taxable income and reported on the annual Form W-2.

  1. Meals;
  2. Lodging outside of the nontaxable time frame;
  3. Storage of household goods outside of the nontaxable time frame;
  4. Car rental outside of nontaxable timeframe.

The following expenses will not be reimbursed by the University:

  1. Entertainment;
  2. Side trips, sightseeing;
  3. Violations (parking tickets, moving violations, etc.);
  4. Return trips to former residence;
  5. Expenses related to prior residence;
  6. General repairs or maintenance of vehicle resulting from self-move.

If employment with the University ends prior to working at least 39 weeks full-time in the first year after arriving, he/she will be required to pay back the University for all moving expense reimbursements received.

Moving expenses are weighted by the rank of the position and the distance of the move (see table below).

The allowance for a particular move constitutes the maximum commitment for reimbursement of University and/or Foundation funds, rather than an entitlement of the employee.


All requests for moving expenses will identify the fund source, including any commitment to use private funds.

Reimbursements using UConn Foundation funds, or other private sources, will be remitted to the University and paid to the employee as if they were University funds and in accordance with this policy. Department funds may also be used to pay for moving expense reimbursements.

Payments exceeding the reimbursement schedule, or for purposes other than those herein specified, may be granted upon recommendation of the President or Provost. The President will recommend payment of any moving expenses for another Officer of the University to the Board, and the Chairman of the Board will make such recommendations for the moving expenses of the President.

The formula for determining the amount to be reimbursed is based on the rank of the position and on the distance of the move. The sum of these two represents the maximum reimbursement allowed.

Rank Weight Base Rank Total
Assistant Professor 1 x $1000 $1000
Associate Professor 2 x $1000 $2000
Professor 3 x $1000 $3000
Dept. Head/Director/Assoc. VP 4 x $1000 $4000
Dean/Vice President 5 x $1000 $5000

The distance factor is calculated on the mileage of the move as follows:

Mileage Base
< 500 Miles $350
< 1,000 Miles $700
< 1,500 Miles $1,050
< 2,000 Miles $1,400
< 2,500 Miles $2,100


After identifying a valid account number, department heads should sign and forward a written request for moving expenses to the dean/director for approval and signature.

Once Dean, Director or Department Head approval has been received, the department should notify the candidate of the approval and amount authorized.

The candidate may then proceed in either of the following ways:

A. Direct Payment by the University

The University has a contract with a moving broker (with access to 10 different moving companies) who bills the University directly up to the approved amount. See the UConn Landing Page   for more information.

Departments wishing to use one of the movers provided through the moving broker should follow the procedure below:

1. The department should provide the employee with the moving broker’s name, telephone number, and landing page and instruct them to obtain and select a written and signed quotation. The moving broker can provide up to three quotations from which the employee can select. The selected quotation must include a statement of the departure and destination points for the move. A “not to exceed” quote can be provided with some limitations.

2. The employee should forward the quotation to their department, indicating their vendor preference. (The University assumes no liability for damage or loss, and because the employee is personally responsible for expenses exceeding the amount approved by the University, vendor selection is the employee’s decision).

3. The department should obtain a signed copy of the quotation, a signed copy of the Moving Expense Request Form (ME13), and enter a requisition into KFS identifying the moving broker, the amount the University will pay, the moving date, and the departure/destination points.  Once Procurement Services receives all required information, a purchase order will be issued.

4. A purchase order will be sent to the moving broker authorizing it to invoice the University up to the amount approved. All charges in excess will be the employee’s responsibility.

B. Reimbursement

The employee may, if so desired, make arrangements with a moving company of his/her choice or self-move. Employees may request reimbursement of out of pocket expenses up to the amount authorized by this policy and for other permissible items. A Request for Reimbursement of Moving Expenses and Moving Expense Reimbursement form (ME13) should be completed by the Department for approval by the Dean, Director or Department Head.  The Department Head’s signature acknowledges that the expenses requested are reimbursable under this policy. Departments should forward these forms and original receipts to the appropriate office to obtain the second approval signature.  Reimbursement requests that do not have the required two signatures will not be processed.

The Dean, Director or Department Head will forward the approved package to the Payroll Department, which will review the documents to ensure compliance with this policy. Taxes will be applied for any portion of the authorized reimbursement that is taxable as described in this policy.

NOTE: As described in this policy, employees will be reimbursed for the shortest, most direct route available. Travel incurred for side trips or vacations en route, etc. may proportionally reduce the amount reimbursed.


The Board of Trustees originally approved the Reimbursement of Recruitment and Moving Expenses Policy on July 1, 2003. The Board of Trustees approved the Reimbursement of Moving Expenses Policy and Procedures on August 7, 2013.

Revisions: November 21, 2014

Provost’s Policy on Faculty Leaves

Title: Provost’s Policy on Faculty Leaves
Policy Owner: Office of the Provost
Applies to: Faculty
Campus Applicability:
Effective Date: July 13, 2015
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website:

Please see the following July 13, 2015, memo from Provost Mun Choi regarding Faculty Leaves and proper administrative notification: Administrative Notification of Faculty Leaves, July 13, 2015.

Policy on Competitive Non-Federal Graduate Fellowship Awards

Title: Policy on Competitive Non-Federal Graduate Fellowship Awards
Policy Owner: Graduate School
Applies to: Graduate Students
Campus Applicability:  All Campues excluding the School of Law. Includes Masters/PhD. programs at UConn Health
Effective Date: July 17, 2013
For More Information, Contact Graduate School
Contact Information: (860) 486-2182
Official Website:


1. The University is committed to enhancing the number of nationally competitive fellowships and awards from prestigious organizations.

2. While these awards may provide students with a full fellowship and payment of some portion of tuition and/or health insurance premiums, there is often a significant shortfall in the award for coverage of the total cost of tuition and health insurance premiums.

The University of Connecticut has developed this policy to fund the difference between the amount awarded (by the granting agency) and the actual cost to the fellow for tuition and health insurance premiums.  This policy applies to fellowships that provide a stipend equal to or more than a full nine-month UConn graduate assistantship at the level appropriate for the student’s status at the time the award begins.

3. The fellow’s home department will notify the Dean of the Graduate School when a student receives a fellowship eligible for University support under this policy.  For a limited number of students who receive the most prestigious non-federal fellowships, the University will supplement the fellowship to cover the actual cost of tuition and health benefits (but not University fees).

4. The PI or the faculty advisor/graduate student must apply for any cost of education (tuition) and the health insurance premium allowance permitted for that award.  Any institutional allowance or educational allowance accompanying these awards must first be used to cover tuition and then health insurance premiums.  Unless there is a specific statement in the fellowship description, the educational allowance will not be used to pay university fees.

If funds are available after payment of tuition, health insurance premiums and university fees (if allowed by the grant), they can be used to cover any educational allowance specifically identified in the sponsor guidelines for research supplies, equipment, books, travel to meetings, etc.

5. The fellow’s share of the health insurance premium (or the fellow and his/her dependents) will not exceed those currently charged to graduate assistants within the same plan, and must be paid by the fellow.

6. Unless otherwise disallowed, out-of-state students supported on a fellowship under this policy must apply for in-state residency status by the end of the first year. After the first year, only the equivalent of the in-state tuition rate will be covered if the student remains an out-of-state student.  The difference will be the student’s responsibility.

7. Please note that it is not the intention of this policy to supplement University Fees.  University Fees may be paid up to the maximum allowable from the grant if budgeted as an allowable cost on the award.  If there is a shortfall in the grant award for fees, the responsibility to pay the balance will reside with the student.

Applying for In-State Residency

Graduate students who wish to apply for in-state residency status should submit the Application for In-State Tuition form to:

UConn Graduate Admissions Office
Residency Officer
The Graduate School
438 Whitney Road Ext. U-1152
Storrs, CT 06269

The application is available at


Kent E. Holsinger

Vice Provost for Graduate Education

and Dean of the Graduate School


Policy Adopted:  9-5-12

Policy Revised: 12-14-12, 7-17-13

Missing Student Policy

Title: Missing Student Policy
Policy Owner: UConn Police Department
Applies to: Faculty, Staff, Students
Campus Applicability:  Storrs
Effective Date: August 18, 2016
For More Information, Contact Captain Maggie Silver
Contact Information: 860-486-4800
Official Website:

If a member of the university community has reason to believe that a student is missing, whether or not the student resides on campus, all possible efforts will be made to locate the student to determine his or her state of health and well-being through the collaboration of UConn Police, Dean of Students Office, Residential Life staff, and local law enforcement.

At the beginning of each year or upon matriculation, all students are given the opportunity to identify an individual to be contacted by the University in case of emergency.

This contact information is subject to the University’s FERPA Policy. (See:

In addition, consistent with Clery Act requirements, all students living in on-campus housing are also given the option each year, or upon moving into on-campus housing, to designate a confidential contact for use in case the student is reported missing.  Although the same contact may be provided for both purposes, by law the missing student contact is distinct from the general emergency contact provided by all students, and is held to a higher standard of confidentiality than the general emergency contact.  It will be accessible only to authorized University personnel, and disclosed only to law enforcement personnel in furtherance of an investigation.  To help ensure timely and complete notification and investigation of all missing student situations, confidential missing student contact should be provided or updated at:

If a member of the university community has reason to believe that any student is missing they should immediately contact UConn Police at 860-486-4800.  

In missing persons cases, time is of the essence. Hence, we urge the community to contact UConn Police immediately upon suspicion that an individual is missing.  The UConn Police Department is committed to begin an investigation upon the first report.

The UConn Police department will initiate formal investigation or contact the appropriate law enforcement agency.

UConn Police will communicate and collaborate as appropriate with one or both of the following departments:

  • Dean of Students Office at (860) 486-3426
  • Residential Life Staff at (860) 486-9000

Within 24 hours of the determination that a residential student is a missing person, UConn Police will:

  • Notify the local law enforcement agency with jurisdiction, if other than UConn Police;
  • Notify the student’s designated missing person contact;
  • If the student is under the age of 18 years and is not emancipated, notify the student’s custodial parent or guardian

However, if the student is under 18 and is not an emancipated individual, UConn Police will notify the student parent or guardian as well as any other designated missing person contact.


Credit Hour

Title: Credit Hour
Policy Owner: Office of the Provost
Applies to: Students
Campus Applicability:
Effective Date: August 15, 2012
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website:

The University of Connecticut, as mandated by the U.S. Department of Education and the New England Association of Schools and Colleges, and following Federal regulation, defines a credit hour as an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutional established equivalence that reasonably approximates not less than –

(1) One hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for one semester or the equivalent number of hours of instructional and out of class work for shorter sessions (e.g. summer); or

(2) At least an equivalent amount of work as required in paragraph (1) of this definition for other academic activities as established by the institution including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

Instruction and out of class work increase commensurately, for courses consisting of two, three, four, five or more credit hours.


Policy Created: August 15, 2012

Parking and Vehicles on the Grounds of the University of Connecticut, Rules and Regulations for the Control of

Title: Rules and Regulations for Control of Parking and Vehicles on the Grounds of the University of Connecticut
Policy Owner: Transportation, Logistics, and Parking Services
Applies to: Faculty, Staff, Students, Visitors
Campus Applicability:  Storrs and Regional Campuses
Effective Date: July 11, 2017
For More Information, Contact Transportation, Logistics and Parking Services
Contact Information: (860) 486- 3628
Official Website:

The complete Rules and Regulations for the Control of Parking and Vehicles on Campus (Revised July 2017) are available in PDF.

Approved by the Board of Trustees on August 8, 2012.

Revised July 11, 2017 and approved by the President’s Cabinet.

Selection of Outside Legal Counsel

Title: Selection of Outside Legal Counsel
Policy Owner: General Counsel’s Office
Applies to: Legal Counsel
Campus Applicability:  All Campuses, including UConn Health
Effective Date: January 27, 2016
For More Information, Contact General Counsel
Contact Information: (860) 486-5796
Official Website:


When state agencies and constituent units require outside legal counsel (“Outside Counsel”), it has been the general practice of the Office of the Attorney General to select, and contract with, Outside Counsel.

The University of Connecticut 2000 Act (“UConn 2000”), General Statutes §§10a-109a through 10a-109y, authorizes the University to select outside, private legal counsel, in consultation with the Attorney General, in connection with the construction, operation and maintenance of any UConn 2000 project.  The UConn 2000 Act specifies that the Board of Trustees shall determine the effective and efficient method or methods of obtaining legal services. Sections 10a-109d(a)(5) and 10a-109n(e)(4)(F). This policy defines the method approved by the Board of Trustees for the selection of Outside Counsel pursuant to statute and in other circumstances where the University may select Outside Counsel on its own behalf. Other circumstances include when the required legal services are in conjunction with labor relations matters.


This policy applies to the University’s selection of Outside Counsel in connection with any UConn 2000 project and in other situations where the University has the ability to select Outside Counsel.


It is the policy of the University of Connecticut that when the University seeks Outside Counsel,  the determination of whether to engage Outside Counsel and the selection of counsel shall be made by the University’s Vice President and General Counsel in consultation with the Executive Vice President and Chief Financial Officer or their respective successors in function.

The process for the selection of Outside Counsel shall be consistent with applicable statutory requirements for the procurement of professional services. Cost of services shall be considered as one of the criteria, but cost shall not be the sole consideration.


Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

Policy Created: July 1995*

Policy Revised: August 8, 2012*

January 27, 2016*

*Approved by the Board of Trustees

Human Embryonic Stem Cell Research Approval

Title: Human Embryonic Stem Cell Research Approval
Policy Owner: Office of the Vice President for Research
Applies to: Faculty, Researchers
Campus Applicability:  All Campuses
Effective Date: March 28, 2012
For More Information, Contact Stem Cell Office
Contact Information: (860) 486-1725
Official Website:


To ensure that proposals for human embryonic stem cell (hESC) research and selected types of human induced pluripotent stem cell research are approved by the Institution’s Stem Cell Research Oversight (SCRO) Committee.

The University of Connecticut established an Embryonic Stem Cell Research Oversight Committee (ESCRO) Committee in 2006.  Its name was changed to the Stem Cell Research Oversight Committee  (SCRO) in December 2009 to reflect the expansion of its mandate to other types of pluripotent cells.

The role of the University of Connecticut’s Stem Cell Research Oversight Committee (SCRO) is to ensure that human stem cell research is well-justified and that inappropriate and unethical research is not conducted.  Its mandate is to provide oversight of ethical issues related to the derivation and research use of human pluripotent stem cell lines at all schools, colleges, campuses, and research arms of the University of Connecticut.

From a legal perspective, the review and approval of human embryonic stem cell (hESC) research by a SCRO committee or its equivalent is required by the State of Connecticut.  SCRO review and approval of hESC research and some types of other pluripotent stem cell research is also required by the University of Connecticut’s institutional policy.  SCRO oversight facilitates the collaboration between researchers across institutions by adopting what are becoming nationally and internationally accepted standards and protects the reputation of the University of Connecticut for its conduct of ethical and responsible research.


Human Embryonic Stem Cells (hESC)

Human embryonic stem cells are pluripotent cells that are self-replicating, derived from human embryos, and are capable of developing into cells and tissues of the three primary germ layers.  Although human embryonic stem cells may be derived from embryos, such stem cells are not themselves embryos.

Human Induced Pluripotent Stem Cells (iPSC)

Human induced stem cells are a type of pluripotent stem cell that has been artificially created by reprogramming non-pluripotent human cells through techniques that do not involve oocytes or embryos, e.g. through inserting genes into a somatic cell.


All research projects in the following categories are required to obtain SCRO approval before acquiring cells or cell lines and commencing research:

  • All stem cell research involving  human embryonic stem cells; pluripotent cells, and their derivatives;
  • All stem cell research projects funded by the State of Connecticut; including those that do not use human embryonic stem cells;
  • All stem cell research involving human gametes and human embryos;
  • in vitro human induced pluripotent stem cell research  involving the generation of gametes, embryos, or other types of totipotent cells;
  • in vivo human induced pluripotent stem cell research involving implantation of human cells  into prenatal animals or into the central nervous system of post-natal animals.

Review by the SCRO Committee supplements but does not replace the usual reviews for compliance with federal, state, and local regulations (e.g. reviews by animal care committees, Institutional Review Boards, Biological Safety Committees, etc.).

The Human Stem Cell Application Form must be completed and submitted to the SCRO Committee.  The application, amendment, and annual renewal forms are available from the SCRO website (link)

Stem Cell Office contact:  Dana Howard 860-486-1725 or

Secure Web Application Development, Information Technology

Title: Secure Web Application Development, Information Technology
Policy Owner: Information Security Office
Applies to: Students, Employees, Users
Campus Applicability:  Storrs and Regionals
Effective Date: May 16, 2012
For More Information, Contact Chief Information Security Officer
Contact Information: (860) 486-8255
Official Website:

This policy is available in the Information Security Policy Manual.

Departments will ensure that development, test, and production environments are separated. Confidential Data must not be used in the development or test environments.

All applications must be tested for known security vulnerabilities (such as the OWASP Top Ten) prior to being placed in production and at regular intervals thereafter.

Production application code shall not be modified directly without following an emergency protocol that is developed by the department, approved by the Data Steward, and includes post-emergency testing procedures.

Web servers that host multiple sites may not contain Confidential Data.

All test data and accounts shall be removed prior to systems becoming active in production.

The use of industry-standard encryption for data in transit is required for applications that process, store, or transmit Confidential Data.

Authentication must always be done over encrypted connections. University enterprise Central Authentication Service (CAS), Shibboleth, or Active Directory services must perform authentication for all applications that process, store, or transmit Confidential or Protected Data.

Web application and transaction logging for applications that process, store, or transmit Confidential Data or Regulated Data must submit system-generated logs to the Information Security Office’s central logging system.

Departments implementing applications must retain records of security testing performed in accordance with this policy.

Policy Created: May 16, 2012