Author: Fearney, Kimberly

University Library Copyright Policies

Title: University Library Copyright Policies
Policy Owner: University Library Copyright Project Team
Applies to: Faculty, Staff, Others
Campus Applicability: Storrs and Regional Campuses
Effective Date: May 29, 2007
For More Information, Contact University Libraries
Contact Information: 860-486-2518
Official Website:

Background and Reasons for the Policy

The University of Connecticut Libraries provide high quality collections and information services in support of the University’s research and educational missions. In its endeavors, the University Libraries are committed to compliance with intellectual property law and the preservation of the rights of copyright owners and users of copyrighted materials. The University Libraries also seek to ensure that members of the university community know their rights and responsibilities under the provisions of the U.S. copyright law (17 U.S.C. Section 107), and are able to apply them regarding their use of copyrighted works.

Purpose of the Policy

These policies define the parameters of service provided by the University of Connecticut Libraries with regard to compliance with U.S. copyright law, the doctrine of fair use, and related exceptions in the law for library services.

Expected Institutional Outcomes

These policies provide basic information and guidance regarding the use of copyrighted material by University of Connecticut Libraries staff and users of library services. They answer many common questions regarding the use of copyrighted materials and provide contacts and resources for more information.

Policy Statement

These policies are maintained and updated on the University of Connecticut Libraries web site at


Drafted by the Copyright Project Team 2/19/07 at the suggestion of:

  • Denielle M. Burl, Esq., University Legal Specialist; and
  • Rachel Rubin, Director of Compliance, Office of Audit, Compliance & Ethics

Undergraduate Earned Credits Semester Standing

Title: Undergraduate Earned Credits Semester Standing
Policy Owner: University Senate
Applies to: Students
Campus Applicability:
Effective Date: November 1, 2002
For More Information, Contact Office of the Registrar
Contact Information: (860) 486-3331
Official Website:

The University of Connecticut charts a student’s educational progress by semester standing based on earned credits rather than the traditional designations of freshman, sophomore, junior, senior. However, semester standing may be related to these traditional terms as indicated below.

Standing is based on earned credits, not on numbers of semesters attended. Courses in progress are not counted. Standing is advanced after minimum credits indicated below have been earned.

Traditional Semester Standing Earned Credits
Freshman 1



0 – 11


12 – 23

Sophomore 3



24 – 39


40 – 53

Junior 5



54 – 69


70 – 85

Senior 7







86 – 99




117 – 133(Pharmacy)


134+ (Pharmacy)

Please contact the Registrar’s Office at 486-3331 with any questions.

UConn Degrees Earned by Faculty

Title: UConn Degrees Earned by Faculty
Policy Owner: Graduate Faculty Council
Applies to: Faculty
Campus Applicability:
Effective Date: October 28, 1987
For More Information, Contact The Graduate School
Contact Information: (860) 486-3617
Official Website:


University of Connecticut faculty members who hold tenure or a rank higher than instructor leading to tenure ordinarily may not earn a graduate degree at this institution. Exceptions to this policy may be made by the dean of the Graduate School with the advice of the Executive Committee, who must be satisfied that the intended program is in the best interests of the University.

Surplus Property Policy and Procedures

Title: Surplus Property Policy and Procedures
Policy Owner: University Business Services, Surplus Department
Applies to: Faculty, Staff
Campus Applicability: All campuses except UConn Health
Effective Date: June 7, 2021
For More Information, Contact UConn Surplus Department
Contact Information: (860) 486-3094
Official Website:


To establish the authority of the Surplus Department to administer the University’s property distribution program for the disposition of assets deemed surplus to operating needs in accordance with Federal Uniform Guidance regulations and Connecticut State statutes. This includes the authority to establish and maintain processes and procedures for the proper inventory control of the University’s tagged assets.


Faculty and staff of the University of Connecticut, Storrs and Regional Campuses. This policy does not apply to the deaccession of objects held by University Collections.


Proper disposition of State of Connecticut assets is required pursuant to Section 4a-57a of the Connecticut General Statutes. The University of Connecticut has the authority to disposition surplus, unused and/or unserviceable equipment and supplies in compliance with C.G.S. 4a-57a. The University of Connecticut Surplus Department (“the Surplus Department”) is responsible for administering the University’s Surplus Program and is authorized to make the determination regarding the disposition of items that are no longer utilized by University departments.

Effective July 1, 2018, Uniform Guidance (2 CFR §200) regulations apply to both the purchase and disposal of assets purchased by Principal Investigators (“PI’s”) using federal grant funds. Pursuant to the Guidelines for Surplus & Equipment Share Opportunities, the terms and conditions of grants may set forth specific requirements for the acquisition of equipment . Further, 2 CFR OMB part 200 Uniform Guidance 200.318 lays out the requirements for equipment purchases with federal funds. The rationale for these regulations is that shared use of existing equipment promotes availability of equipment on university campuses, reduces unnecessary duplication of equipment, and frees up federal funds to further the aims and objectives of the award. For more information, download Guidelines for Surplus & Equipment Share Opportunities.


Assets: Items or equipment that are deemed either Capital, Controllable, or Non-controllable and owned by the University. Assets can be tangible including cash, investments, etc.

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with a unit acquisition cost of $5,000 or greater. Equipment is capitalized and depreciated on the University’s financial statements. Capital equipment includes, but is not limited to, lab and scientific equipment, furniture, tools and machinery, office and IT equipment, motor vehicles and boats, musical instruments, audio-visual equipment, athletic/fitness equipment and artwork.

Controllable Property Assets: Have a unit acquisition cost under $5,000 and are sensitive, portable, and theft-prone nature. This includes ALL computers (desktops, laptops, iPads, and Notebooks) and cell phones and may also include other types of equipment such as audiovisual equipment, televisions, projectors, communication equipment, data processing equipment, computer peripherals, scanners, and cameras.

Non-Controllable Assets: Non-electronic and electronic items with a cost under $5,000 that are not tagged or tracked as controllable property. When a department is ready to surplus non-controllable assets, which may include items such as office chairs or desks, they must enter the items into the asset tracking software to be processed by the Surplus Department.


The Surplus Department shall make determinations regarding the best disposition of items based on condition and whether the item(s) may be reissued to another department, transferred to another state agency, placed in the Public Surplus Store, or donated to a nonprofit organization. Under no circumstances shall University property be discarded without proper disposition through the University’s inventory control and disposition software program.

The disposition of items acquired with grant funds must be performed in accordance with applicable federal regulations, sponsor requirements, and University policies. The Principal Investigator (PI) is responsible for assuring compliance with the specific requirements set forth by the sponsoring agency, federal regulations, and university policies.

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

The Surplus Department uses the Asset Panda software program to streamline the surplus process and track all the University’s tagged assets. Departments declaring items as surplus must move the items from “active” to surplus within the Asset Panda Software. Items that are not in the Asset Panda Software require the departments to add the surplus items into the software prior to submission as surplus. The Asset Panda software then transmits the information to the Surplus Department for review and processing.

University departments shall comply with the following procedures in order to properly send items to the Surplus Department (by category):

• COMPUTERS: CERTIFICATION OF DATA INACCESSIBILITY: Due to increased vulnerability to the potential misuse of personal information stored electronically, before sending computers/electronic media to Surplus, all stored electronic data must be permanently destroyed. Departments must complete a Certification of Data Inaccessibility Form stating this process has been completed. The completion of the certification form is necessary to comply with confidentiality and copyright laws. Both steps must be completed before the Surplus Department can remove computers/electronic media.

Employees/Departments may not purchase computers/laptops/electronics directly from university departments. This includes cell phones and wireless devices. All computers/laptops/electronics must be processed through Surplus when an individual/department no longer needs the item.

• REFRIGERATION UNITS: Before sending refrigeration units to the Surplus Department, departments must enter a work order with Facilities Operations for removing refrigerants from the unit(s). The removal is required per state and federal environmental regulations and ensures the safety of ground water and the ozone. Departments must forward proof of the work order number with the entered item before the Surplus Department will schedule pickup.

• MOTORS: Before sending motors to the Surplus Department, departments must submit a work order to Facilities Operations for removing oils from the motors. The removal is required per state and federal environmental regulations and ensures the safety of ground water. Departments must forward proof of the completed removal with the entered item before the Surplus Department will schedule pickup.

The Surplus Department will attempt to remove those items intended for transfer to the Surplus Department items within two (2) weeks from the receipt of the Asset Panda entry. Departments wishing to remove their own items for Surplus must schedule an appointment with the Surplus Department. Under no circumstances can any item of property belonging to the University of Connecticut be scrapped or destroyed without approval by the Associate Director of Supply Chain or the Manager of the Surplus Department.

The Surplus Department will determine whether those item(s) sent to them will be recycled or made available to faculty, staff, or other state agencies through the surplus program.
Most items made available for use by other University departments may be inspected at the Surplus Showroom, located at 6 Ahern Lane, Mansfield Depot, CT. Showroom hours are posted on the Surplus Department website. Employee identification must be shown in order to obtain surplus items.
University departments may obtain surplus property and must provide their 7-digit Kuali (KFS) number for the items to be transferred to their respective department. The Surplus Department will deliver transferred items, if necessary, to University departments within two (2) weeks from the transfer date.
After 30 days, surplus items not transferred to other departments are eligible for alternate disposition methods as determined by the Surplus Department:

A. Public Sale Items: May be offered for public sale through the auction process or at a storefront location.
B. Other State Agencies: Representatives from other agencies of the State of Connecticut may visit the Surplus Property Showroom or the storefront location to obtain University surplus items. Payment can be made with a State of Connecticut Transfer Invoice, Form CO-608. Other State agencies are responsible for transportation of transferred property.
C. Scrap Items: May be scrapped, either through the existing University recycling program, or by other processes. Items designated as scrap may not be given away to any University employee or to any other interested party.


Code of Federal Regulations Title 2, Subtitle A, Chapter II, Part 200
Connecticut General Statutes § 4a-57a. (Distribution of surplus state property)
Surplus Department Contact & Showroom Hours
University Policy: Sponsored Award Closeout
University Guidelines for Surplus & Equipment Share Opportunities
Asset Panda Request and Training


Policy created effective: 2004
Revisions: 2014; June 7, 2021 [Approved by President’s Cabinet]; editorial revisions July 26, 2021


Smoking Policy

Title: Smoking Policy
Policy Owner: Department of Human Resources; the Office of Faculty & Staff Labor Relations; the Division of Environmental Health and Safety
Applies to: Faculty, Staff, Students, Others
Campus Applicability:  All Campuses except UConn Health
Effective Date: June 7, 2016
For More Information, Contact Department of Human Resources or the Office of Faculty & Staff Labor Relations
Contact Information: (860) 486-5684 or 8478
Official Website: or

Reason for the Policy

The University of Connecticut recognizes that tobacco use is a leading cause of preventable illness, disease and death in the United States and that exposure to second-hand smoke also contributes significantly to preventable illness, disease and death.  This policy is in keeping with the University’s goal to provide a safe and healthy working and learning environment and it ensures compliance with Connecticut General Statute 31-40q(d) and 19a-342.

Policy Statement

Smoking is prohibited:

  1. In all University owned or leased buildings, facilities and vehicles.
  2. Within 25 feet of all campus buildings, including residence halls[1].

Signage communicating this policy must be posted within 10 feet of all building entries.


For the purposes of this policy, “smoking” includes all tobacco-derived or containing products, including and not limited to, cigarettes, electronic cigarettes, cigars, pipes and similar products.


All University employees, students, visitors, guests and contractors are required to comply with this policy.  Organizers of public events, such as conferences, meetings, public lectures, social events, and cultural events using campus facilities will be mindful of this Policy and encourage compliance.

Individuals in management or supervisory roles are responsible for communicating the policy to their employees and enforcing the policy in their respective area(s).  Those rare instances where an individual refuses to comply with this policy after being warned by the appropriate University officials should be handled in accordance with the status of the individual involved as follows:

  • Students should be referred to the Office of Community Standards for appropriate action. Please contact the Office of Community Standards at 860-486-8402 with questions.
  • Employees should be dealt with by the appropriate supervisor through the application of progressive discipline in accordance with the applicable collective bargaining agreement.  Please contact the Office of Faculty & Staff Labor Relations, 860-486-5684 with questions concerning how to deal with employee violations of this policy.
  • Contractors should be referred to their respective employers, Project Managers and/or Procurement for appropriate action. Contact Procurement Services at 860-486-2619 with questions.

No person who makes a complaint of a violation of this policy or who furnishes information concerning a violation of this policy shall be retaliated against in any manner.


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

[1] For all new construction/major renovation buildings that will be registered for Leadership in Energy & Environmental Design (LEED) certification, smoking is prohibited in the building AND outside of the building except in designated exterior smoking areas. Those designated areas must be located at least 25 feet away from building openings (entries, windows, air intakes). For more information on the University’s commitment to sustainable design and construction, visit

Academic Program Approval Process

Title: Academic Program Approval Process
Policy Owner: Office of the Provost
Applies to: Faculty, Staff
Campus Applicability: Storrs, Regionals and UConn Health
Effective Date: May 23, 2016
For More Information, Contact The Office of the Provost
Contact Information: (860) 486-4037
Official Website:


The Provost’s Office provides the following process for the approval of a new academic program:

  1. Academic Department (or Non-Departmentalized School) institutes program proposal;
    • The Department must identify an appropriate CIP-code. (It is recommended that departments consult with the Provost’s Office, who will confirm that the code is appropriate for federal reporting and the Student and Exchange Visitor Information System (SEVIS) with the Office of Institutional Research and Effectiveness (OIRE) and International Student and Scholar Services (ISSS), respectively.)
  2. Department and School/College approves program proposal (attach applicable Course and Curriculum Committee minutes);
    • Interdisciplinary programs often require broader approvals.
      1. Indications of support from participating departments are needed (a faculty vote or department head approval).
      2. School and College C&C approval is needed for all new courses proposed as part of a new interdisciplinary program.
      3. A School or College serves as the “academic home” for interdisciplinary programs involving programs within that School or College. Approval by the School or College C&C is needed for interdisciplinary programs within that School or College.
      4. The Graduate School serves as the “academic home” for interdisciplinary graduate programs that cross Schools and Colleges. School and College C&C approval is needed for all new courses proposed as part of such a program, but School and College C&C approval is not needed for the entire program.
  3. Dean of School/College discusses priorities, enrollment, funding, library resources, and other operational and programmatic issues with the Provost’s Office;
  4. Based on the discussion with the Provost’s Office, a complete program proposal is developed;
    • Graduate programs and certificates should be reviewed by the Center for Excellence in Teaching in Learning to ensure that market and audience demand analysis is performed and modality of program (in-person/online/hybrid) is appropriate.
  5. Proposal forwarded to either the Graduate School for a graduate program or the Provost’s Office for an undergraduate program (attach applicable minutes);
    • Before seeking approvals at this level, The Graduate School will share graduate program proposals with the University Libraries, and the Provost’s Office will share undergraduate proposals with the University Libraries.
    • New undergraduate majors will be sent to the Undergraduate Education Review Committee by the Provost’s Office.
  6. Approved program forwarded to the Council of Deans and then placed on the UConn Board of Trustees (BOT) agenda;
  7. Academic Affairs Committee of the UConn Board of Trustees considers the new program proposal;
  8. Board of Trustees considers the new program proposal (attach signed BOT resolution);
  9. Provost’s Office informs Office of Higher Education of new program. The Office of Higher Education adds the new program to UConn’s program inventory.
  10. Provost’s Office provides final program information, including OHE inventory number and CIP-code, with the Graduate School, Registrar, OIRE, Bursar, Financial Aid, ISSS, CETL, University Libraries, and the applicable academic units.

Forms & Templates

As of July 1, 2013, the University of Connecticut no longer seeks approval from the Office of Higher Education or the Board of Regents for new or modified academic programs. Instead, after Board of Trustees approval, the University will inform the Office of Higher Education of any new or modified programs, and the State program inventory will be updated accordingly.

Catalog Processing Forms

When creating, changing, or merging a department name, interdisciplinary minor, or a subject area, the following forms should be used:

If a school or college is considering creating an entirely new department (or merging or dividing existing departments), please contact the Provost’s Office for instructions.

Contact Information

Please contact Sarah Croucher ( / 860.486.5630) in the Provost’s Office  with any questions.

Policy History


January 7, 2019

May 23, 2016

October 24, 2014
January 10, 2014 (Substantial revisions based on 2013 legislative change described above)
July 13, 2012
April 2010
June 12, 2008
January 17, 2006
February 25, 2003