Faculty

Posting Policy

Posted on by
Title: Posting Policy
Policy Owner: Office of the Provost and Office of the Vice President for Student Life and Enrollment
Applies to: Faculty, staff, students, visitors
Campus Applicability: Storrs and regional campuses
Approval Date: June 27, 2024
Effective Date: June 28, 2024
For More Information, Contact Office of the Provost or Office of the Vice President for Student Life and Enrollment
Contact Information: provost@uconn.edu or VPSLE@uconn.edu
Official Website: https://provost.uconn.edu or https://studentlife.uconn.edu

 

PURPOSE

This Policy is intended to ensure the responsible and effective use of bulletin boards and other areas designated for the posting of Flyers, prevent littering and the defacing of or damage to University property. This Policy is not meant to supersede other existing area specific posting policies, nor is it intended to inhibit free speech or expression.  However, all Flyers must comply with established University Policies.

APPLIES TO

Storrs and Regional Campuses, not including UConn Health and UConn Law.

DEFINITIONS

Designated Posting Areas: Specific locations on campus authorized for the display of Flyers and similar materials. These areas are established to help ensure the responsible and orderly use of space for announcements and information dissemination. Designated Posting Areas are either Controlled Posting Spaces or Open Posting Spaces.

Controlled Posting Spaces: Designated posting areas managed by respective building managers and/or departmental owners. Prior approval is required to post a flyer in a controlled posting space.

Open Posting Spaces: Designated posting areas that do not require approval prior to posting.

Flyers: Posters, printed materials, and/or any other physical materials.

POLICY STATEMENT

Flyers may only be posted in Designated Posting Areas, such as bulletin boards and other designated spaces throughout the campus. Under no circumstance may Flyers be affixed in any manner on University signs, lampposts, trees, or any place that would impede ingress/egress. For safety reasons, Flyers may not be slipped under the doors of offices, classrooms, or other University spaces. Any postings in non-designated areas will be removed.

Flyers must be affixed in a manner that does not cause damage to University property. Only non-permanent methods may be used to display Flyers. Permanent or semi-permanent adhesion that may cause damage to University property must not be used. In general, only tacks on bulletin boards, and painter’s tape on non-tackable boards should be used. Individuals/organizations wishing to post Flyers should also ensure compliance with the departments/offices' policies, including those linked in the References section below.

PROCEDURES

Printed Flyers should be of a standard size (e.g. 8.5”x11”) not to exceed 11”x17”. Only one Flyer per event or notice should be posted in each Designated Posting Area. Excess Flyers and other posting materials may be removed.

Flyers should include the name of the organization/individual responsible for the posting and the date on which it was displayed.

Individuals or groups posting Flyers for events should remove them within 24 hours of the event's completion. Once the event date has passed, anyone may remove the posting.

Building managers may remove Flyers that do not have specific dated events periodically based on the date the posting is displayed (e.g. once per semester or on another schedule).

LOCATIONS

Building managers may designate Open Posting or Controlled Posting Spaces, in consultation with leadership of departments/units within the building, for the posting of Flyers that meet the standards outlined in this Policy. Classrooms are not considered Designated Posting Areas. Postings in classrooms can be used as part of instruction during class times and should be removed after the class is over.

Open Posting Spaces are areas designated for the posting of Flyers that meet the standards outlined in this Policy and do not require prior approval. Open Posting Spaces shall be clearly marked. A listing of known locations is available in the References section below.  If a space is not clearly marked as an Open Posting Space, individuals are encouraged to seek permission before posting.

Flyers must be approved prior to posting in Controlled Posting Spaces, including materials that would be placed on or in the ground in outdoor spaces. Separate posting policies, procedures or guidelines in university buildings/departments/units may have other restrictions such as size, length of posting times, and methods for affixing materials, and will follow the standards provided by this Policy.

Refer to department/unit-specific Controlled Posting Spaces guidelines prior to posting in these spaces. Flyers that have not been approved for posting in Controlled Posting Spaces may be removed. Controlled Posting Spaces shall also be clearly marked. A listing of known locations is available in the References section. Faculty office areas (e.g. doors and bulletin boards outside of their offices) and administrative spaces are at the discretion of academic departments/building managers.

In University buildings/departments/units that have separate posting policies, procedures or guidelines,  items must be posted in accordance with the standards  provided by the specific department/unit/building and this Policy.

In University buildings/departments/units that do not have a separate policy or defined Open or Controlled Spaces, postings are not allowed.

ENFORCEMENT

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 University of Connecticut Student Code.

Individuals and groups can be charged with violating the University Code of Conduct or the Student Code, specifically Part III, B. 17: “Damage or misuse of property, which includes, but is not limited to, attempted or actual damage to or misuse of University property or other personal or public property”.

Individuals, departments, units, student organizations, and off-campus businesses or groups that violate this Policy will be asked to remove Flyers immediately and will be billed for any damage to University property that occurs because of improper posting.

Flyers that do not meet the standards outlined in this Policy or posted in places not designated for display may be removed at any time.

Questions about this Policy may be directed to the Office of the Provost at provost@uconn.edu or the Office of the Vice President for Life and Enrollment at VPSLE@uconn.edu.

REFERENCES

The list of departments/units with specific posting policies includes but is not limited to the following:

POLICY HISTORY

Policy created:  06/27/2024 Approved by the Senior Policy Council and the President

Multi-Factor Authentication Policy

Posted on by
Title: Multi-Factor Authentication Policy
Policy Owner: Information Technology Services / Chief Information Security Officer 
Applies to: All employees, students
Campus Applicability:  All Campuses
Effective Date: March 29, 2023
For More Information, Contact UConn Information Security Office 
Contact Information: techsupport@uconn.edu or security@uconn.edu 
Official Website: https://security.uconn.edu/

PURPOSE 

To help prevent unauthorized access to University information systems.

DEFINITIONS  

DUO: A University–approved Multi-Factor Authentication (MFA) application That provides an added layer of protection to help prevent unauthorized access to university information systems. DUO can be loaded on individual devices including smartphones and tablets. It can also provide multi-factor authentication through the sending of SMS codes directly to phones and through the use of pre-generated codes.

Fob: A small hardware device that serves as a second authentication mechanism either in place of in addition to the DUO mobile app.

University Information System: Devices and/or components managed by the University for collecting, storing, and processing data and for providing information, knowledge, and digital products. For purposes of this policy, information technology devices and components managed exclusively by UConn Health are not considered University Information Systems.

 Multi-Factor Authentication (MFA): MFA is a method of system access control in which a user is granted access only after successfully providing at least two pieces of authentication, usually including knowledge (something the user knows such as a password), possession (something the user has such as a token generator), or inherence (something the user is such as the use of biometrics).

POLICY STATEMENT  

Users of University Information Systems must adhere to Multi-Factor Authentication requirements, where available, to ensure authorized access to University Information Systems and protected or confidential data.

PROCEDURES

User Requirements

  1. Users must maintain a device that can receive DUO authentication requests in a secure manner via the DUO mobile app or another mechanism, such as SMS, phone, or token.
  2. When an attempt is made to access a DUO enabled system or application, the system will challenge the user by requesting a second factor of authentication which may include an acknowledgement of a push notification via the DUO app, a 6-digit code via SMS, or a Fob.
  3. If users receive a DUO notification when not conducting a recent authentication, the authentication should be denied and reported to the Technology Support Center

Frequency of User Challenges

The frequency with which a user may be challenged depends both on policy and use.

  • Policy based – depending on information being accessed, more frequent authentications may be required.
  • Usage based – While user challenges may be “remembered” for a period of time, use of other hardware, browsers, or other behaviors may trigger additional verification using a second factor.

Lost or Stolen Devices

If a user’s registered device is lost, stolen, or the user has reason to suspect their UConn NetID has been compromised, the user must contact the Technology Support Center immediately. As a precaution, they should change their NetID password at netid.uconn.edu

Off-Hours and Emergency Access to systems and applications

UConn Information Technology Services will maintain internal procedures for processing emergency access requests if issues arise with the multi-factor authentication process. Users should contact the Support Desk for additional information.

Use of Automated Systems

Automated systems that intend to interfere with the approval component of multi-factor authentication are hereby prohibited.

ENFORCEMENT 

Users may not attempt to circumvent login procedures, including DUO multi-factor authentication, on any computer system or otherwise attempt to gain unauthorized access. Attempts to circumvent login procedures may subject individuals to disciplinary action. Financial losses incurred due to the use of DUO multi-factor circumvention techniques are the responsibility of the user, and the University may seek financial restitution from users who violate this policy.

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.

EXCEPTIONS

ITS will review and document any requests for exceptions to this standard. ITS will also have available solutions for the intermittent failure of various second factors, which may include the allowance of temporary access codes upon verification of an individual’s identity.

Questions about this policy or suspected violations may be reported to any of the following:

Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357)

Information Security Office – https://security.uconn.edu

POLICY HISTORY 

Policy created:  March 29, 2023 (Approved by Senior Policy Council)

 

 

Academic Affairs Policies and Protocols, Policy on

Posted on by
Title: Academic Affairs Policies and Protocols, Policy On
Policy Owner: Office of the Provost
Applies to: All units that report to the Provost Office
Campus Applicability: UConn (Storrs & Regional Campuses) and UConn Health
Effective Date: June 13, 2022
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037, provost@uconn.edu
Official Website:  http://provost.uconn.edu/

BACKGROUND

The policy bolsters the University Policy on Policies, by setting standards for Academic Affairs units (i.e., school/college, campus, department, division, and other units therein) to develop policies. The aim is to ensure that:

  • each Academic Affairs unit has an established and documented process for developing, approving, revising, promulgating, decommissioning, and archiving policies.
  • the format and presentation of policies is consistent;
  • conflicts between policies are minimized;
  • all policies required by the UConn-AAUP Collective Bargaining Agreement or the Provost’s Office are up to date and represent best practices;
  • a complete set of Academic Affairs policies exists; is reviewed regularly, and is accessible to the UConn, unit-specific, or campus-specific community;
  • policies are archived; and
  • practices used in all Academic Affairs units and UConn campuses are transparent.

PURPOSE

To establish standards for the development, approval, revision, decommissioning of Academic Affairs policies and protocols administered by units (e.g., schools/colleges, regional campuses, department, divisions, centers, and institutes) that report to the Provost Office.

DEFINITIONS

Policy Owner: The unit, unit head (e.g., Dean, Campus Director), and/or designee (e.g., Associate Dean, Department Head, director) responsible for authoring, implementing, maintaining and monitoring a policy. This may include more than one units. However, generally, it should not exceed two.

Academic Affairs Unit Policy: An Academic Affairs unit policy guides the decisions and actions of a unit that reports to the Provost Office. It may supplement a University Policy. It outlines requirements and restrictions and establish standards, rights, and responsibilities that generally apply to the members under its specific charge (e.g., school/college, campus, department, or division/unit). These policies meet the following criteria:

  • The unit head has sanctioned it;
  • It has broad application within the unit.
  • It is a governing principle for both established and future activities of the unit;
  • It references, adheres to, and does not conflict with policies established by the University or an upper-administrative level; and
  • It is published in an official university venue that is accessible to the members of the unit as well as members of upper-level administration.

Unit policies are developed in accordance with the University Policy Template.

Policy/Protocol Promulgation: To publish or officially announce the adoption of a particular policy or protocol to the community. A policy is promulgated by publication to the official venue for posting approved policies.

Protocol: Establishes standards methods for implementing approved policies.  If a policy is “what” the institution or unit does, its protocols are “how” it carries out a policy’s requirements.  Three types of protocols are defined below.

  • Guideline: Recommended guidance or additional information used to support policies and procedures, industry best practice, or intended to educate the workforce on how to achieve a desired outcome.
  • Process: A high-level overview that provides a road map for how a task will be accomplished.
  • Procedures: Operational processes established for the implementation of policies. If a policy is “what” the institution does, its procedures are “how” it carries out the requirements of a policy. Non-compliance with, or violation of, procedures may result in disciplinary action. Procedures
    • outline required actions by objective and/or job function;
    • state clearly and succinctly the step-by-step instructions that must be followed to implement policy effectively;
    • specify the structure to enforce the policy.

Revision, Editorial: Includes modifications related to spelling, grammar, format, and updates to hyperlinks or URLs, contact information, references, titles of individuals and organizations.

Revision, Non-substantive: Includes modifications intended to enhance clarity without changing the intent of the policy, such as adding or modifying definitions, rearranging or re-wording sentences without changing their meaning or the policy’s requirements for compliance.

Revision, Substantive: Includes significant modifications to the nature and/or scope of the policy that affect its requirements, principles, or intent.

Stakeholders: Member of the unit with the expertise in the subject matter of the policy, or whose operations will be significantly affected by the policy.

POLICY STATEMENT

All Academic Affairs units that report to the Provost Office shall establish a process to develop, maintain record of, revise, decommission, and archive unit-specific policies and protocols to guide the conduct of the unit and to promulgate policies to appropriate stakeholders. All policies must be in writing, utilizing the University’s Policy Template, and must be posted on the official venue for posting approved policies. All approved unit-specific policies are in effect until they are officially revised or decommissioned, and archived.

In rare circumstances, the Units may determine that it is appropriate to make exceptions to a policy on a case-by-case basis, in which event the Unit is not required to make the same exception again. However, records of exceptions, including their justification, must be maintained.

All concerns or questions regarding consistency of unit-specific policies with university-wide academic policies or conflicts between existing policies should be directed to the Office of University Compliance for clarification or resolution. Until such time that identified conflicts are resolved, the upper-level policy will govern.

ENFORCEMENT

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 University of Connecticut Student Code.

PROCEDURES/FORMS

Guideline and Provost’s Office Procedures for the Policy on Academic Affairs Policies and Protocols

REFERENCES

University Policy on Policies

Policy Template

POLICY HISTORY

Policy created:  June 13, 2022 [Approved by President’s Senior Policy Council]

Student Athlete Name, Image, Likeness, Policy On

Posted on by
Title: Student-Athlete Name, Image, and Likeness, Policy On
Policy Owner: Athletics
Applies to: All Student-Athletes and University Employees
Campus Applicability: All UConn campuses, except UConn Health
Approval Date: March 18, 2025
Effective Date: March 19, 2025
For More Information, Contact Director of Athletics
Contact Information: (860) 486-2725
Official Website: https://uconnhuskies.com/sports/2021/7/14/uconn-nil-information

PURPOSE

To establish a policy pursuant to which University of Connecticut (“University”) Student-Athletes are permitted by the University to (1) earn Compensation through an Endorsement Contract, Revenue Sharing Agreements, or employment in an activity unrelated to an Intercollegiate Athletic Program; and (2) obtain legal or professional representation of an attorney or Sports Agent through a written agreement, provided that in each case, the Student-Athlete complies with the terms and conditions of this policy and applicable law.

DEFINITIONS

Athletics Booster: a person who directly contributes to a University athletic program.

Compensation: the receipt, whether directly or indirectly, of any cryptocurrency, money, goods, services, other items of value, in kind contributions and any other form of payment or remuneration.

Endorsement Contract: a written agreement under which a Student-Athlete is employed or receives Compensation for the use by another party of such Student-Athlete's person, name, image or likeness in the promotion of any product, service or event.

Intercollegiate Athletic Program: a program at the University for sports played at the collegiate level for which eligibility requirements for participation by a Student-Athlete are established by a national association for the promotion or regulation of college athletics.

NCAA: the National Collegiate Athletic Association or its successor.

Official Team Activities: all games, practices, exhibitions, scrimmages, team appearances, team photograph sessions, sports camps sponsored by the University and other team-organized activities, including, but not limited to, photograph sessions, news media interviews, and other related activities as specified by the University.

Prohibited Endorsements: receipt of Compensation by, or employment of, a Student-Athlete for use of the Student-Athlete's person, name, image or likeness (“NIL”) in association with any product, category of companies, brands, or types of Endorsement Contracts that are: (1) prohibited by law; (2) prohibited by this policy; or (3) prohibited under the applicable University procedures adopted in accordance with this policy.

Revenue Sharing Agreement: an agreement between the University or an entity acting on the University’s behalf, and a student athlete through which a student athlete shares a portion of the University’s revenue as Compensation.

Sports Agent: a duly licensed person who negotiates or solicits a contract on behalf of a Student-Athlete in accordance with the Sports Agent Responsibility and Trust Act, 15 USC 7801, et seq., as amended from time to time.

Student-Athlete: a student who attends or has agreed to attend the University and participates or has agreed to participate in a University Intercollegiate Athletic Program.

University Marks: the name, logo, trademarks, mascot, unique colors, copyrights and other intellectual property or defining insignia of the University.

POLICY STATEMENT

The University shall permit its Student-Athletes to (1) obtain legal or professional representation of an attorney or Sports Agent through a written agreement, provided that the Student-Athlete complies with this policy and applicable law; (2) earn Compensation through employment in an activity unrelated to an Intercollegiate Athletic Program; (3) earn Compensation through an Endorsement Contract with a third party; (4) earn Compensation through an Endorsement Contract with the University for the use of  the Student-Athlete's person, name, image or likeness in the promotion of any product, service or event; and (5) earn Compensation through a Revenue Sharing Agreement with the University.

1. Agreements for Representation by a Sports Agent or an Attorney

  1. A Student-Athlete may only enter into an agreement for representation with a Sports Agent if the Student-Athlete submits a copy of the agreement to the University.
  2. A Student-Athlete may only enter into an agreement for representation with an attorney if the Student-Athlete submits a copy of the agreement to the University

2. Agreements for Employment Activities and Endorsement Contracts with Third Parties

    1. A Student-Athlete may receive Compensation for employment in an activity unrelated to any Intercollegiate Athletic Program, provided the Student-Athlete signs a written agreement for the employment and submits a copy to the University before performing any employment activities or services.
    2. A Student-Athlete may only enter into an Endorsement Contract with a third party if:
      1. the Student-Athlete submits a copy of the contract to the University prior to the Student-Athlete performing any activity or service under the contract;
      2. the contract, or any portion thereof, does not conflict with the provisions of any agreement to which the University is a party. If a potential conflict is identified, the University shall disclose to the Student-Athlete or the Student-Athlete's attorney or Sports Agent the provisions of the University agreement that are in conflict; and
      3. the Student-Athlete is not required to participate or engage in any activity prohibited by Section IV of this policy.

    3. Endorsement Contracts and Revenue Sharing Agreements with the University

    A Student-Athlete may only enter a Revenue Sharing Agreement and/or Endorsement Contract with the University if:

    1. the Endorsement Contract is limited to the use of the Student-Athlete's person, name, image or likeness in the promotion of any product, service or event;
    2. the Student-Athlete is an independent contractor; and
    3. the Student-Athlete is not required to participate or engage in any activity prohibited by Section IV of this policy.

    4. Prohibitions

    1. No state funds appropriated to the University may be used to compensate a student athlete for an Endorsement Contract or a Revenue Sharing Agreement.
    2. Use of Marks. Student-Athletes are prohibited from using or consenting to the use of any University Marks when performing any services or activity associated with an Endorsement Contract or employment activity without prior written permission from the University or its authorized designee.
    3. University Employees. University employees are prohibited, in their individual capacity, from entering into an Endorsement Contract or a Revenue Sharing Agreement with any Student-Athlete or otherwise providing Compensation to a Student-Athlete in connection with a Student-Athlete’s participation in an Intercollegiate Athletic Program.
    4.  Student-Athletes.
      1. Student-Athletes are prohibited from performing any service or activity associated with an Endorsement Contract or employment activity that interferes with any official team activities or academic obligations.
      2. Student-Athletes are prohibited from receiving Compensation from entering an Endorsement Contract with, and/or otherwise engaging in an employment activity with companies, brands, products, conduct, and/or entertainment prohibited under University procedures adopted in accordance with this policy.

              PROCEDURES

              The President or the President’s designee may adopt procedures concerning the implementation of this policy.

              ENFORCEMENT
              Violations of this Policy or associated procedures may result in appropriate disciplinary measures in accordance with state law, University Laws and By-Laws, and Division of Athletics Student Athlete Handbook.

              POLICY HISTORY

              Policy created effective June 30, 2021 [Approved by the Board of Trustees]

              Revisions:
              May 2, 2022
              March 18, 2025 [Approved by the President’s Senior Policy Council]

              Recruitment of Students, Policy On

              Posted on by
              Title:  Recruitment of Students, Policy On 
              Policy Owner: The Division of Enrollment Planning & Management 
              Applies to: University Employees, Volunteers, Trainees and Others 
              Campus Applicability: All Campuses 
              Effective Date: August 23, 2021
              For More Information, Contact Office of the Vice President for Enrollment Planning & Management 
              Contact Information: (860) 486-1463 
              Official Website: https://epm.uconn.edu/

              PURPOSE

              To ensure compliance with federal laws and regulations regarding ethical recruitment and enrollment activities conducted at the University. Specifically, Section 487(a)(20) of the Higher Education Act (HEA) and its implementing regulations at 34 C.F.R. 668.14, as well as the University’s Memorandum of Understanding with the Department of Defense.

              APPLIES TO

              Employees, volunteers, trainees, and other persons whose conduct, in the performance of work for UConn, is under the direct control of UConn, whether or not they are paid by UConn. 

              DEFINITIONS

              Commission, Bonus, Incentives means a sum of money or something of value, other than a fixed salary or wages, paid to or given to a person or an entity for services rendered.  

              Securing enrollments or the award of financial aid means activities that a person or entity engages in at any point in time through completion of an educational program for the purpose of the admission or matriculation of students for any period of time or the award of financial aid to students.

              These activities include contact in any form with a prospective student, such as, but not limited to – contact through preadmission or advising activities, scheduling an appointment to visit the enrollment office or any other office of the institution, attendance at such an appointment, or involvement in a prospective student’s signing of an enrollment agreement or financial aid application.

              These activities do not include making a payment to a third party for the provision of student contact information for prospective students provided that such payment is not based on: (1) any additional conduct or action by the third party or the prospective students, such as participation in preadmission or advising activities, scheduling an appointment to visit the enrollment office or any other office of the institution or attendance at such an appointment, or the signing, or being involved in the signing, of a prospective student’s enrollment agreement or financial aid application; or (2) the number of students (calculated at any point in time of an educational program) who apply for enrollment, are awarded financial aid, or are enrolled for any period of time, including through completion of an educational program. 

              “Entity or person engaged in any student recruitment or admission activity or in making decisions about the award of financial aid” means (1) with respect to an entity engaged in any student recruitment or admission activity or in making decisions about the award of financial aid, any institution or organization that undertakes the recruiting or the admitting of students or that makes decisions about and awards Title IV, HEA program funds; and (2) with respect to a person engaged in any student recruitment or admission activity or in making decisions about the award of financial aid, any employee who undertakes recruiting or admitting of students or who makes decisions about and awards Title IV, HEA program funds, and any higher level employee with responsibility for recruitment or admission of students, or making decisions about awarding Title IV, HEA program funds. 

              Enrollment means the admission or matriculation of a student into an eligible institution. 

              Inducement means any gratuity, favor, discount, entertainment, hospitality, loan, transportation, lodging, meals, or other item have a monetary value or more than a de minimis amount to any individual, entity, or its agents including third party lead generators or marketing forms. 

              Service Member means a current or former member of the uniformed services which includes (a) the armed forces; (b) the commissioned corps of the National Oceanic and Atmospheric; and (c) the commissioned corps of the Public Health Service. 

              POLICY STATEMENT

              The University of Connecticut prohibits the award of any commission, bonus or other incentive payment based in any part, directly or indirectly, upon success in securing enrollments or the awarding of financial aid, to any person or entity who is engaged in any student recruitment, admission activities, or making decisions regarding the awarding of financial assistance.   In accordance with the HEA, this restriction does not apply to the recruitment of foreign students residing in foreign countries who are not eligible to receive Federal student assistance. 

              In addition, in accordance with the Department of Defense Memorandum of Understanding, the University will refrain from high-pressure recruitment tactics aimed at Service Members, which includes making multiple unsolicited contacts (3 or more) including contacts by phone, email, or in-person, and engaging in same-day recruitment and registration for the purpose of securing Service Member enrollments. 

              ENFORCEMENT
              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.

              PROCEDURES/FORMS
              Contact the Division of Enrollment Planning and Management with questions.  

              POLICY HISTORY

              Policy created effective: August 23, 2021 [Approved by President’s Senior Team]

              Revisions:  November 11, 2021 [Approved by the President]

               

              Mobile and Remote Device Security Policy

              Posted on by
              Title: Mobile and Remote Device Security, Information Technology 
              Policy Owner: Information Technology Services / Chief Information Security Officer 
              Applies to: All faculty, staff, student employees, and volunteers   
              Campus Applicability: All campuses except UConn Health 
              Effective Date: August 30, 2021
              For More Information, Contact UConn Information Security Office 
              Contact Information: techsupport@uconn.edu or security@uconn.edu 
              Official Website: https://security.uconn.edu/

              PURPOSE 

              To ensure data and information systems security by establishing requirements for mobile and remote devices.  Mobile and remote devices are important tools for the University, and their use is supported to advance the mission of the university. Mobile and remote devices also represent a significant risk to information and data security. If appropriate security measures and procedures are not applied, mobile and remote devices can serve as a conduit for unauthorized access to University data and IT resources that can subsequently lead to data leakage and a path for compromise of other systems. 

              APPLIES TO 

              This policy applies to all University faculty, staff, student employees, and volunteers who use mobile or remote devices to access any non-public IT resources owned or managed by the University. 

              DEFINITIONS 

              IT Resources: Includes systems and equipment, software, and networks. Systems and equipment include but are not limited to computers, hard drives, printers, scanners, video and audio recorders, cameras, photocopiers, and other related devices. Software includes but is not limited to computer software, including open-source and purchased software, and all cloud-based software, including infrastructure-based cloud computing and software as a service. Networks include but are not limited to all voice, video, and data systems, including both wired and wireless network access across the institution. 

              Mobile Electronic Device: Includes telecommunication and portable computing devices which can execute programs or store data, including but not limited to laptops, tablet computers, smartphones, and external storage devices. Generally, a device capable of using the services provided by a public/private cellular, wireless, or satellite network. 

              Remote Device: Personal computer used off-site 

              POLICY STATEMENT  

              University of Connecticut faculty, staff, student employees, and volunteers who use mobile or remote devices are responsible for any institutional data that is stored, processed, and/or transmitted via a mobile or remote device and for following the security requirements set forth in this policy. 

              To adequately protect the data and information systems of the University, all individuals covered under this policy are expected to meet the following requirements: 

              All users of a mobile electronic device used to access non-public university systems must take the following measures to secure the device: 

              • Configure the device to require a password (minimum of 10 characters), biometric identifier, PIN (minimum of 6 characters), or swipe gesture (minimum of 6 swipes) to be entered before access to the device is granted. Device must automatically lock and require one of the authentication methods after no more than 5 minutes of idle time. 
              • Keep devices on currently supported versions of the operating system and remain current with published patches. 
              • Enable the device’s remote wipe feature to permit a lost or stolen device to be securely erased. 
              • Securely store electronic devices at all times to minimize loss via theft or accidental misplacement. 

                Wherever practical, elements of these requirements will be enforced via centrally administered technology controls.  

                STORAGE OF CONFIDENTIAL DATA 

                In general, confidential data should not be stored on mobile devices, including laptops. However, in certain instances and depending on job responsibilities, this may be unavoidable. In these instances, confidential data must be stored on university-owned devices ONLY with the following requirements: 

                • Except when being actively used, confidential information must at all times be encrypted on any device through a mechanism approved by the University. Alternatively, whole drive encryption software may be deployed to meet this requirement. 
                • Mobile devices must have university-supported software enabled and running to identify, protect, and respond to any threats to the data or operating systems of the devices. 
                • Devices must have Mobile Device Management software installed to facilitate device protection, including remote wipe and, if possible, device location technology for recovery. 

                DEVICE DECOMISSION OR SEPARATION FROM UNIVERSITY 

                When mobile devices, specifically personally owned devices that may have had access to University resources or data, are no longer used, and donated, or given to anyone, the device owner is responsible for ensuring that any University information is securely deleted from the device, including University-related e-mails/accounts, user ID and password, or other cached credentials used to access University systems. 

                In the event of separation from the University, it is the employee’s responsibility to delete any University-related e-mail accounts or University licensed software that may have been installed on personal devices or computers. 

                ENFORCEMENT 

                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. 

                Questions about this policy or suspected violations may be reported to any of the following: 

                Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

                Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

                Information Security Office – https://security.uconn.edu 

                 

                POLICY HISTORY 

                Policy created:  August 30, 2021 [Approved by President’s Senior Team] 

                System and Application Security Policy

                Posted on by
                Title: System and Application Security Policy 
                Policy Owner: Information Technology Services / Chief Information Security Officer 
                Applies to: All students, faculty, and staff  
                Campus Applicability: All campuses except UConn Health 
                Approval Date: August 30, 2023
                Effective Date: August 31, 2023
                For More Information, Contact: UConn Information Security Office 
                Contact Information: techsupport@uconn.edu or security@uconn.edu
                Official Website: https://security.uconn.edu/

                PURPOSE 

                To ensure the security of university data and systems by establishing requirements for the proper maintenance and oversight of systems and applications used by university constituents.

                APPLIES TO 

                This policy applies to all individuals responsible for operating or overseeing any University system or application, whether on premise or in the cloud.

                DEFINITIONS  

                Academic / Research System: A system whose primary responsibility relates to individual academic work or research

                Administrative System: Any system that is used in support of the operation of the university excluding individual Academic / Research Systems.

                Client Network: A client network is a computer network where individual machines are connected. Client networks consume services and do not offer services to the general population

                ITS: Information Technology Services

                IT Professional: An individual (staff) who is trained and skilled in using technology to solve business problems coupled with assigned job duties in support of technology at the university. This must be a defined responsibility within the position job description and may not fall under “other duties as assigned.” Appropriate training, support, and budget must also be available in support of the IT Professional role.

                Local Network: The local network is those computers logically located in the same subnet

                SaaS: Cloud-based service that is delivered via the web based on either a monthly or annual subscription

                PaaS:  Cloud-based service that provides a platform allowing for the development of software using an established framework to improve development time and management of cloud services

                PII (Personally Identifiable Information):  Information that either singularly or in conjunction with other data elements could reasonably lead to the identification of specific individuals

                Public Availability: Services offered publicly include services offered outside of the local network

                Regulated Data: Any data that has regulations around its protection prescribed either by law or contract is automatically considered administrative data. Examples include: Personally Identifiable Information (PII), Payment Card Information (PCI), Personal Health Information (PHI) and FERPA (Family Educational Rights and Privacy Act)

                System Owner: The individual who is responsible for the planning and operation of the service. All systems must have a designated system owner.

                POLICY STATEMENT  

                The proper management, maintenance and support of systems and applications is critical to protecting the data they store or process from a confidentiality, integrity, and availability perspective.

                Basic Requirements (all systems including academic, administrative and research)

                System Ownership

                All systems including cloud-based systems supporting any aspect of the University must have an identified owner and responsible party for ensuring the controls specified in this policy.

                All software and services used to process University information are subject to an Information Security review and sign off prior to their purchase or development. Information Security reviews will evaluate specific risks and controls available and necessary based on the information being processed. The system owner will be responsible for the deployment of the agreed upon security controls prior to enabling the production capability of the system or application.

                System Access

                Access to information in the possession of or under the control of the University must be provided on a need-to-know basis. Information must be disclosed only to individuals who have a legitimate and approved need for the information. For most applications, this requires the use of proper authentication methodologies and the use of Single Sign On (SSO) is encouraged.

                Information may only be used for its intended purpose, and other uses of university information without the approval of the data owner is prohibited.

                Patching and Maintenance

                All system owners must ensure the timely implementation of operating systems and application patches to provide for the confidentiality, integrity, and availability of the systems or data. The ongoing maintenance of applications and the application of software updates is an activity that must be minimally scheduled on a quarterly basis.

                System and Application Lifecycle Management

                System owners are responsible for the planning of and budgeting for system maintenance and obsolescence. Any system or application that is no longer supported by the vendor or is replaced by newer technology should be decommissioned as soon as possible.  The decommissioning process must include the proper retirement of any physical hardware or virtual images and the proper destruction of any media (e.g., hard drives, tapes, etc.) that may have data. Cloud services that are decommissioned should ensure the proper handling of any data (return and/or destruction) in the cloud vendor’s possession as part of the contract cancellation.

                Cloud based systems

                Software as a Service / Platform as a Service

                While patching and maintenance of Cloud-based SaaS and PaaS systems is typically handled by the vendor, identified individuals are responsible for proper security configurations and user management associated with providing the service. A Vendor Risk Management review is necessary for all newly procured services.

                Infrastructure as a Service (IASS)

                IAAS provides a significant amount of flexibility in the configuration and use of the platform. This requires additional expertise that requires management by an IT Professional and where applicable must meet the same requirements as Administrative Systems.

                Administrative Systems

                System and Application Security

                Administrative systems due to their complexity must be managed by an IT Professional.

                Administrative systems will be required to adhere to all regulatory requirements and meet security controls / standards as set forth by the Information Security Office based on institutional requirements.

                Encryption

                All systems housing administrative data are expected to have data encrypted in transit and at rest to protect data. Where available, encryption keys should reside outside of the application.

                User Management

                University of Connecticut Information Technology Services (ITS) provides centralized user identity and access management that supports identity validation and access management (IAM) using a NetID and password providing for single sign on (SSO) across multiple systems. Systems and applications that rely on the University IAM platform for authenticating individual access rights can forgo the need for user management outside that of assigning any roles within the system or application, as necessary. The use of SSO for all systems is highly recommended.

                Systems and applications that do not use the central IAM solution must have a written plan and designated individual responsible for the creation, modification, and deletion of user IDs. User IDs, including student accounts, must be reviewed when faculty, staff, or students separate from the University at least annually. This includes a process for ensuring the secure creation of passwords and a secure password reset process for validating an individual’s identity prior to resetting the password.

                Systems where individuals have access to a significant amount of the PII of other constituents, including but not limited to students, faculty, staff, alumni, and vendors, or significant amounts of regulated data require two-factor authentication wherever possible.

                Software Maintenance

                Only necessary software should be loaded on systems, and old versions of software removed. The use of web browsers and other individual productivity tools should be limited to the management of the system only.

                Auditing of Systems and Application Logs

                System and application logs must be reviewed for inappropriate access on a regular basis (at least monthly) or via automated systems capable of detecting misuse through the analysis of frequent password failures, geographic anomalies, or inappropriate access attempts. ITS maintains a centralized logging and reporting platform, which can assist in the analysis of large amounts of data often associated with system and application logs. All administrative systems must log to the centralized logging and reporting platform events related to login activity and security event data.

                Mandatory Reporting

                All suspected policy violations, system intrusions, and other conditions that might jeopardize University information or information systems must be immediately reported to the Information Security Office.

                ENFORCEMENT 

                Systems and applications that do not follow the standards set forth in this policy may be administratively shut down or have access restricted. Systems maintained at the departmental or individual level may incur costs in association with enabling the proper protections or in the event of data exposure.

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

                PROCEDURES/FORMS 

                Questions about this policy or suspected violations may be reported to any of the following: 

                Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) or UConn Reportline (1-888-685-2637)

                Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

                Information Security Office – https://security.uconn.edu 

                POLICY HISTORY 

                Policy created: August 30, 2021 (Approved by President’s Senior Team)

                Revisions: August 30, 2023 (Approved by the Senior Policy Council and the President)

                 

                Network Access Policy

                Posted on by
                Title: Network Access Policy, Information Technology
                Policy Owner: Information Technology Services / Chief Information Security Officer 
                Applies to: All students, faculty, staff, volunteers, and contractors  
                Campus Applicability: All campuses except UConn Health 
                Effective Date: August 30, 2021
                For More Information, Contact UConn Information Security Office 
                Contact Information: techsupport@uconn.edu or security@uconn.edu 
                Official Website: https://security.uconn.edu

                PURPOSE 

                The University invests significantly in maintaining a secure network that meets the academic, research, residential, and administrative needs of the institution. To ensure compliance with applicable Federal and State laws and regulations, and to protect the campus network and the ability of the University community to use it, certain security, performance, and reliability requirements must govern the operation of these networks. 

                APPLIES TO 

                This policy applies to all University faculty, staff, students, student employees, volunteers, and contractors who have access to university networks. 

                DEFINITIONS  

                University Network: The university network is comprised of the network hardware and infrastructure and the services to support them, from the data jack or wireless access point to the University’s Internet Service Provider’s (ISP) connection. The university network begins at the connection to the network (wired or wireless) and ends where we connect to the Internet. 

                Wired Network:  The wired network consists of the physical cabling, infrastructure, and management systems that provide physical network access via an ethernet or fiber optic cable. 

                Wireless Network:  The wireless network consists of the access points (connected to the wired network), wireless spectrum, and management systems that provide services via the UConn provided wireless networks, including UConn Secure, Guest, EDUROAM, and other specialty networks. 

                POLICY STATEMENT  

                The University network (wired & wireless) is an essential resource for the University of Connecticut students, faculty, staff, and guests. The University network provides a variety of critical services that meet the academic, administrative, research and residential needs of the University. Due to the complex nature of the University’s network, Information Technology Services (ITS) is responsible for the overall design, installation, coordination and operation of the University’s network environment. 

                Wired Networks 

                • The wiring and electronic components of the network are deemed part of the basic infrastructure and utility services of the University. Installation and maintenance of that network are to be considered part of the “up front” basic required building and renovation costs and are not considered discretionary options in construction and renovation design. 
                • Standards for the network wiring, electrical components, and their enclosures are defined by Information Technology Services (ITS), subject to Building and Grounds (B&G) oversight and are considered part of the University’s “building code” to which installations must conform. 
                • Upgrades to our campus network will be done as part of a university-wide Network Master Plan.  This Network Master Plan will be coordinated with the University’s Building Master. 
                • Units that would like to use their own funding to install wired/wireless technology or change the programmatic function or use of a room to newly include a wired/wireless activity must work directly with ITS Network Engineering for design services and standards requirements. ITS Network Engineering will thereby ensure that all changes to the wired network conform to applicable standards. 
                • Units choosing to install and establish their own security using local firewalls and/or VPNs must give ITS Network Engineering and Information Security access to/through these devices into the active network segments. This will give Network Engineering the ability to see beyond the secure points of the network for diagnosing problems potentially affecting the overall network. 
                • Units wishing to design, install and maintain their own network must have their designs reviewed by ITS Network Engineering. All installations must conform to the standards set forth in the ITS Design Guide and Standards. Before equipment is purchased, the requesting entity must submit technical specifications of the equipment to be used in the project, along with the logical and physical design maps, for ITS approval to ensure network compatibility and service conformance. ITS Network Engineering will provide the department with an approval letter, which can be submitted to Purchasing with the purchase request. 

                  Wireless Networks 

                  • The addition of new wireless access points on the University network must be coordinated and approved by ITS.  Wireless performance is impacted by the architectural features, building materials, and furnishings of a contemporary workspace.  Construction and renovation projects must be coordinated with ITS and include funding for additions or adjustments required to optimize performance and serviceability of impacted wireless access points and systems. 
                  • On an exception basis, departments and individual faculty may install and manage wireless access points for specific programmatic needs. These locally administered wireless access points must be registered and coordinated with ITS prior to deployment to prevent radio frequency (RF) interference on either wireless network.  At least one individual in the requesting department must be designated as the official contact for the access point.  The official contact is responsible for the data and network traffic that traverses through the access point and appropriate access control and security configuration, as well as the regular maintenance, software updates, and replacement. 
                  • Any devices either not part of or that cause significant RF interference with the University wireless network will be considered a “rogue” access point or device.  ITS will pursue all reasonable efforts to contact the owner of the rogue device, and if necessary, may disable or disconnect them from the University network. This includes devices and equipment that operate in the frequency ranges occupied by the University Wi-Fi network. 

                  ENFORCEMENT 

                  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.  

                  Questions about this policy or suspected violations may be reported to any of the following: 

                  Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

                  Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

                  Information Technology Services CIO – https://cio.uconn.edu  

                   

                  POLICY HISTORY 

                  Policy created:  This policy replaces the Wireless Network Policy (05/15/2006) and Physical Network Access Policy (11/18/2008). Approved by President’s Senior Team 8/30/2021. 

                   

                  Firewall Policy

                  Posted on by
                  Title: Firewall Policy 
                  Policy Owner: Information Technology Services / Chief Information Security Officer 
                  Applies to: All students, faculty, and staff responsible for configuring firewalls 
                  Campus Applicability: All campuses except UConn Health 
                  Effective Date: August 30, 2021
                  For More Information, Contact UConn Information Security Office 
                  Contact Information: techsupport@uconn.edu or security@uconn.edu 
                  Official Website: https://security.uconn.edu/

                  PURPOSE 

                  To ensure a common set of firewall configurations across the organization to maximize their protection and detection capabilities in support of the security of the University. Firewalls provide a valuable protection and detection capability for the organization when properly configured, managed, and monitored.  

                  APPLIES TO 

                  This policy applies to all University faculty, staff, students, student employees, volunteers, and contractors who have responsibility for controlling or configuring firewalls. 

                  DEFINITIONS 

                  EOL: End of Life 

                  EOS: End of Support 

                  IANA: Internet Assigned Numbers Authority (iana.org)  

                  POLICY STATEMENT  

                  The University operates in a highly flexible and adaptive security environment to meet its academic, research, and administrative missions. While the ability to adapt to meet the ever-changing needs of the University is important, oversight and reporting of firewall activities are critical to the successful protection and operation of the University environment. The following firewall requirements must be met: 

                  Firewall Configuration Standards 

                  • All firewalls must be properly maintained from a hardware and software perspective. This includes proper lifecycle planning for EOL and EOS software/hardware and regular review (at least annually) of firewall rulesets. 
                  • All dedicated firewalls used in production must follow the University firewall management standard, which includes the ability to review currently configured firewall rules across the organization, identification of shadow or redundant rules and rules in conflict, and standardization of device/object names.  
                  • Firewall rulesets and configurations must be backed up frequently to alternate storage (not on the same device). Multiple generations must be captured and retained in order to preserve the integrity of the data, should restoration be required. Access to rulesets, configurations and backup media must be restricted to those responsible for administration and review. 

                  Firewall Rules 

                  Firewall rules specify (either allow or deny) the flow of traffic through the firewall device. Firewall rules are typically written based on a source object (IP address/range, DNS Name, or group), destination object (IP address/range, DNS Name, or group), Port/Protocol and action. 

                  • All firewall implementations should adopt the principal of “least privilege” and deny all inbound traffic by default. The ruleset should be opened incrementally to only allow permissible traffic. 
                  • Outbound traffic should be enumerated for data stores, applications, or services 
                  • Overtly broad rules may be allowed for specific groups of individuals (not systems). Approval must be granted by the Chief Information Security Officer or their designee. 
                  • The use of overly permissive firewall rules is prohibited (i.e., ANY/ANY/ALL rules). 
                  • Protocols defined in services and in the firewall must utilize Service Name and Protocol/Port information as assigned by IANA, unless there is a technical reason to do otherwise other than “security through obscurity” and must be commented appropriately in the ruleset.  

                    Firewall Logging 

                    Firewall log integrity is paramount to understanding potential threats to the network. Firewall devices must log the following data to a system outside of the physical firewall itself and must be regularly reviewed at least monthly or programmatically through automated means. Firewall logs may be forwarded to the ISO SIEM for retention and analysis. 

                    The following items must be logged as part of the operation of the firewall: 

                    • All changes to firewall configuration parameters, enabled services, and permitted connectivity 
                    • Any suspicious activity that might be an indicator of either unauthorized usage or an attempt to compromise security measures 

                    ENFORCEMENT 

                    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.  

                    Questions about this policy or suspected violations may be reported to any of the following: 

                    Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

                    Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

                    Information Security Office – https://security.uconn.edu 

                     

                    POLICY HISTORY 

                    Policy created: August 30, 2021 [Approved by President’s Senior Team]

                    Travel and Entertainment Policy

                    Posted on by
                    Title: Travel and Entertainment Policy
                    Policy Owner: Executive Vice President for Finance and Chief Financial Officer
                    Applies to: University Workforce Members, Students, and Guests
                    Campus Applicability: All UConn Campuses, except UConn Health
                    Approval Date: November 19, 2025
                    Effective Date: February 1, 2026
                    For More Information, Contact: Associate Vice President for Financial Operations and Controller
                    Contact Information: travel@uconn.edu
                    Official Website: https://travel.uconn.edu/

                    BACKGROUND
                    PURPOSE
                    APPLIES TO
                    DEFINITIONS
                    POLICY STATEMENT

                    ENFORCEMENT
                    PROCEDURES/APPENDICES
                    REFERENCES
                    POLICY HISTORY

                    BACKGROUND

                    The University of Connecticut (University) recognizes and supports the need of members of its community to travel for conferences, events, and other purposes in support of and consistent with the University’s mission. The University may also find it important to host guests for similar purposes. This policy addresses the most common aspects of University Business Travel and entertainment.

                    PURPOSE

                    To establish rules that balance the University’s Business Travel and entertainment needs with the responsible stewardship of public resources, and to make employees and approvers aware of their respective obligations in incurring, seeking reimbursement for and approving travel and/or entertainment expenses.

                    APPLIES TO

                    University Workforce Members, students and guests, including but not limited to recruits and job candidates.

                    DEFINITIONS

                    Approver: An individual designated to review and/or authorize Business Travel and associated expenses, in compliance with University policies and procedures. See Appendix 1 Roles and Responsibilities for further details.

                    Business Expense (“Travel Expenses”)

                    Business Expenses (“Travel Expenses”) meet the following criteria:

                    • Reasonable Expenses: Costs that a prudent person would incur under similar circumstances. They should not be excessive or extravagant and must reflect fair market value.
                    • Necessary Expenses: Costs essential to conducting official University business. They must directly support the University’s objectives and be indispensable for the completion of a specific task or duty.
                    • Appropriate Expenses: Costs suitable and fitting for the context of the business activity. They should align with the University’s mission and adhere to its policies and ethical standards.

                    Business Travel: Travel or entertainment undertaken for activities directly related to official University business.

                    Local Lodging: Defined as accommodations less than 75 miles from the closer of home or work.

                    Long-Term Business Travel: Travel lasting 30 or more consecutive days in length in a single location.

                    Official Duty Station: An employee’s primary work site or post of duty. For employees with multiple work sites or posts of duty, the Official Duty Station is the location where the employee is expected to perform the majority of their work. The Official Duty Station does not include a remote work site.

                    Reimbursement: The repayment of allowable, properly documented out-of-pocket or Travel Card expenses associated with approved Business Travel.

                    Travel Card: A University-issued credit card used to pay for authorized travel-related expenses incurred during official University business.

                    Traveler: Anyone traveling on behalf of the University including University Workforce Members, students, guests, recruits and job candidates.

                    Senior Institutional Official: The appropriate University officer, including the President, Provost, or the Executive Vice President for Finance and Chief Financial Officer, who has authority and responsibility for the area or activity to which the policy applies.

                    University Workforce Members: Employees, volunteers, trainees, and other persons whose conduct, in the performance of work for the University, is under the direct control of the University, whether or not they are paid by the University.

                    POLICY STATEMENT

                    The University reimburses Travel Expenses incurred for official University business when properly authorized and documented pursuant to applicable University policies and procedures, the rules applicable to accountable plans under the Treasury Regulations and, for certain independent contractors, the rules applicable under the Internal Revenue Code. All such expenses must comply with the requirements outlined in this policy and the associated Travel and Entertainment Procedures (“Procedures”).

                    Workforce members may be subject to additional or differing travel and entertainment requirements under a collective bargaining agreement (CBA) or provisions in their employment agreement. In the event of a conflict between this policy and an applicable CBA or employment agreement, the CBA or employment agreement shall control.

                    PRE-TRIP

                    Pre-Approval

                    Travel requiring airfare or lodging must be pre-approved prior to the start of the trip. Airfare and Lodging expenses incurred without prior approval may not be reimbursed. Please see Procedures for more information on required levels of approval. Approvers must verify that the requested travel meets the criteria of Business Travel, as defined.

                    All travel related to conferences (i.e., seminars, workshops, retreats, conventions, etc.) must have supporting evidence of the description of the conference, its location and the dates attached to the Concur Request and Expense report relating to the conference.

                    The decision to reimburse a Traveler for expenses that required pre-approval but was not obtained will be at the sole discretion of Senior Institutional Officials.

                    Travel Advances

                    • Advances are only provided for international travel or special cases where a credit card cannot be used, subject to eligibility.
                    • Advance requests are limited to 75% of estimated expenses and must exceed $500.

                    International Travel

                    While the University supports international travel to strengthen the University’s partnerships in education and research, certain federal regulations must be followed and steps taken to support a compliant trip. Requirements include, but are not limited to, obtaining prior approval for any Business Travel to a sanctioned country. Failure to obtain prior authorization for activities subject to export control or sanction regulations may result in serious personal liability and dis-allowance of charges by the University.

                    ELIGIBLE BUSINESS EXPENSES

                    The following Travel Expenses are eligible for reimbursement or to be incurred on a Travel Card. Unless otherwise stated, Travelers must select the lowest price that meets the Business Travel needs. Refer to the Procedures for additional details.

                    General Trip Requirements

                    Eligible reimbursements will only be made to the Traveler who incurred the expense(s).

                    Expenses paid with credits received from rebates, points, vouchers, etc., are not eligible for Reimbursement regardless of how the credits were earned.

                    Receipts are required for expenses exceeding:

                    • $50 when using a University Issued Travel Card.
                    • $25 when using personal funds (out of pocket expense)

                    Travelers may incur reimbursable expenses before and after actual business dates, defined as travel days.  The eligibility of allowable expenses depends on the one-way flight time excluding layovers.

                    Preceding business start date:

                    • If the duration of the departure flight is less than (8) hours, Travelers may claim expenses the day immediately preceding the start of University business.
                    • If the duration of the departure flight exceeds eight (8) hours, Travelers may claim travel-related expenses (e.g., meal per diem, parking, etc.) for up to three (3) days immediately preceding the start of official University business. However, reimbursement will be limited to a maximum of two (2) nights of lodging at the business location.

                    After the conclusion of business, Travelers may claim related expenses for one (1) travel day following the conclusion of University business.

                    Long-Term Business Travel

                    Long-Term Business Travel requests must include a detailed description that explains its necessity to conduct University business.

                    • Travelers may choose cost-effective, self-catering accommodations (i.e., kitchen included) in lieu of standard lodging. Self-catering accommodations are limited to studio or one-bedroom units with costs that do not exceed 50% of federal per diem and is comparable to standard lodging in the area.
                    • The University provides meal per diems for Long-Term Travel for a maximum of 30 days at 50% of federal per diem. Requests for exceptions must detail applicable extenuating circumstances and be submitted by the Traveler in Concur at least 10 days prior to the trip.

                    Accompanying Individuals

                    • In rare circumstances, the Travel Expenses of a spouse, partner, immediate family member or dependent (“accompanying individual”) may be eligible for reimbursement if the presence of the accompanying individual serves an essential business function.
                    • The accompanying individual must have a defined, documented, and pre-approved official role that is essential to University business. A detailed justification specifying the official role of the accompanying individual and supporting documentation, such as event programs or correspondence verifying their official role, must be submitted for approval to a Senior Institutional Official prior to travel.
                    • Expenses incurred without the required documentation or prior approval will not be reimbursed, and the Traveler may be held personally responsible for such expenses.

                    Combined Business and Personal Travel

                    Travelers may combine personal travel with approved Business Travel subject to the following requirements and only when authorized in advance by an Approver.

                    1. When weekends, holidays, or necessary standby days fall between Business Travel days, the University may reimburse lodging and meal expenses only if the Traveler demonstrates cost savings to the University. The determination of cost-savings is made by the University, not the Traveler.
                    2. Travelers who choose to arrive early or extend their stay for non-business reasons are responsible for all expenses incurred for personal days, including additional airfare expenses due to an additional flight leg or different airport from the business location related to personal travel.

                    Travelers must clearly document personal travel and separate eligible Travel Expenses from personal expenses.

                    Transportation

                    Air Travel

                    University Workforce Members and students should purchase the lowest commercial airfare available but may also make reasonable allowances for practicality and preferences such as safety, scheduling and any need for special accommodations. First class air travel and seat upgrades such as Comfort or Economy Plus are not reimbursable. If free seat selection is not available at time of booking, then Reimbursement for seat selection fees up to $50 per leg is allowed. Baggage fees for up to two checked bags are reimbursable. Overweight baggage fees are not allowed.

                    • Employees and students must use Concur or the University’s preferred travel agency to book airfare when arranging travel for themselves, guests, or suppliers.
                    • Guests and suppliers are strongly encouraged to have the University book their travel through Concur or the University’s preferred agency.
                    • Travelers are required to park at airport economy lots. Central garage parking is not permitted.

                    Airfare Class

                    Business class is not allowed. Economy upgrades (i.e., Economy Plus, Comfort plus, etc.) are allowed for international flights where the total flight duration one way, excluding layovers, exceeds eight hours.

                    Sponsored Program Air Travel

                    Sponsors have specific rules for the reimbursement of airfare, including:

                    Upgraded class airfare (i.e., Economy Plus, Comfort Plus, etc.) may not be charged to a federal sponsored award even in the case of international flights, and the cost in excess of the basic least expensive airfare, for purposes herein referred to as “coach fare,” must be charged to an account other than the federal grant/contract, except when traveling coach would: (1) require circuitous routing; (2) require travel during unreasonable hours; (3) excessively prolong travel; (4) result in additional costs that would offset the transportation savings; or (5) offer accommodations not adequate for the Traveler’s medical needs. The Traveler is responsible for documenting the foregoing exceptions.

                    Note that the “Fly America Act,”49 U.S.C. 40118, requires all Travelers to use United States air carriers for all air travel and cargo transportation services supported by Federal funds.  One exception to this requirement is transportation provided under a bilateral or multilateral “Open Skies” air transport agreement, to which the United States government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.

                    Ground Travel

                    Personal Vehicles

                    Mileage Reimbursement is based on the standard IRS rate and excludes normal commutes between the Traveler’s home and their Official Duty Station when traveling during the work week.

                    • Travelers will not receive Reimbursement for travel from their home to their Official Duty Stations or commuting expenses between local Storrs Campuses
                    • Travelers will be reimbursed for travel between regional campuses, less their normal commute to their Official Duty Station. This does not include employees that have more than one Official Duty Station e.g., employees that are required to work at UConn and UConn Health.
                    • Tolls and parking fees are reimbursable.

                    Rental Cars

                    • Employees and students must use Concur or the University’s preferred travel agency to book rental cars when arranging travel for themselves, guests, or suppliers
                    • Guests and suppliers are strongly encouraged to have the University book their travel through Concur or the University’s preferred agency
                    • Travelers must reserve an appropriately sized class of vehicle for the number of passengers.
                    • Prepaid fuel is not reimbursable. Post paid fuel service (i.e., charged after rental) is reimbursable if using the University’s preferred rental car supplier.
                    • Additional insurance and upgrades (e.g., GPS, roadside assistance) are not reimbursable.
                      • If there are no cars available from UConn’s preferred car rental agency, then additional insurance is reimbursable.

                    Alternative Transportation

                    • Rideshare services, or public transit are allowable if the cost is the same or less than mileage and parking fees associated with a rental car or personal vehicle.

                    Livery Service

                    Livery service is permitted if using University-preferred livery suppliers on flights departing from the following airport locations:

                    • Boston
                    • New York
                    • New Jersey
                    • Bradley International Airport – guests only

                    Costs charged to a sponsored award must not exceed costs that would have been incurred with the use of a personal vehicle (i.e., mileage and parking).

                    State-owned Vehicles

                    • If a University workforce member or department has a state-owned or state-funded (i.e., an automobile allowance/stipend) vehicle, the University Workforce member or department must use the vehicle for Business Travel whenever possible.

                    Rail Travel

                    • Business class is allowed for journeys over four (4) hours excluding layovers.
                    • First-class rail travel is not reimbursable.

                    Lodging

                    Lodging expenses cannot exceed the federal per diem lodging rate by more than 50% percent (excluding taxes). Conference hotel rates are allowed to exceed the federal per diem lodging rate by more than fifty percent (excluding taxes) for rooms booked at the conference hotel.

                    Lodging is limited to one bedroom per Traveler on University business.

                    Travelers will not be reimbursed for lodging costs prior to the day of departure or after return. Local Lodging is not allowed, unless it is needed for a conference.

                    Meals

                    For individual meals only meal per diem amounts will be reimbursed; actual meal costs will not be reimbursed.

                    • If a meal was provided, the corresponding meal per diem must be deducted by the Traveler.
                    • The first and last days of travel are reimbursed at 75% of the daily meal per diem rate

                    For business meals, alcohol restrictions and additional requirements, please see the separate Payment of Meals Policy.

                    Gratuities and Miscellaneous

                    Gratuities are reimbursable at a rate not to exceed 20% of the cost.

                    Travelers may receive reimbursement for miscellaneous business services/charges while traveling on University business. E.g., Internet access, use of a computer, and other similar business services.

                    Single-Day Travel

                    Travelers are eligible for meal per diems if they are away from their home and Official Duty Station for more than ten hours without an overnight stay.  The per diem cannot exceed 75% of the U.S. General Services Administration (GSA) per diem rate in effect for the destination of travel. Such Reimbursements will be treated as taxable income to the University Workforce Member or student.

                    INTERNATIONAL TRAVEL

                    Reimbursements for international travel are based on actual exchange rates documented by receipts or credit card statements.

                    Passport and visa fees are reimbursable when required for Business Travel and when permitted by the funding source as in the case of a sponsored project. Travel Expenses to obtain or renew a passport or to obtain a visa are not reimbursable.

                    International Medical and Emergency Evacuation Expenses:

                    • Medical and emergency evacuation insurance are covered by the University’s contracted supplier for travel during Business Travel dates. Any additional insurance purchased is not reimbursable.
                    • Costs relating to required vaccinations, prescriptions, medical co-pays for Business Travel are reimbursable.

                    EXPENSE REPORTING

                    Expense reports must be submitted within 30 days of the Business Travel end-date using Concur.

                    Prohibited Business Travel Expenses

                    The following list is not exhaustive. Consult the Travel and Entertainment Procedures and/or with Travel Services for further information.

                    1. Normal commute mileage
                    2. Personal items (e.g. toiletries, souvenirs)
                    3. Alcohol
                    4. Fines (e.g., parking traffic violations)
                    5. Expenses paid with credits
                    6. Accompanying individuals without a legitimate business purpose
                    7. Expenses without documentation, unless below the thresholds above
                    8. Trip insurance

                    Sponsored Program Expenses

                    Travelers using sponsored program funds for University Travel Expenses are required to educate themselves or consult with Sponsored Program Services on the sponsor-specific travel requirements.  Travelers may be subject to more restrictive rules than those paid from non-sponsored University funds and are required to follow the most restrictive rules of the sponsor and the University. The University is not obligated to cover expenses that are not allowable on sponsored programs or denied by the sponsor. Some sponsors, particularly federal granting agencies, may not allow certain expenses that the University typically does. If the expenses meet all conditions of this policy and the associated travel regulations, the University may cover them from non-sponsored funding.

                    Travelers who work on sponsored projects may be required to disclose University travel costs paid for or reimbursed by an entity other than the University. Refer to the definition of Significant Financial Interests in the Financial Conflicts of Interest in Research Policy.

                    EXCEPTIONS TO POLICY

                    Exceptions to policy must demonstrate cost savings and/or business necessity and be pre-approved by Travel Services, Accounts Payable, or a Senior Institutional Official.  Exceptions that involve funding from a federal granting agency must also be approved by Sponsored Program Services.

                    Extenuating circumstances where an exception to policy occurred during travel and could not have been foreseen must be approved post-trip by Travel Services in Procurement, Accounts Payable, or a Senior Institutional Official.

                    Individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy through the University’s Department of Human Resources.

                    ENFORCEMENT

                    Travelers who do not comply with this policy or its associated procedures may be personally responsible for expenses incurred. Violations of this policy or its associated procedures may also 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 University of Connecticut Student Code.

                    PROCEDURES/APPENDICES

                    Travel and Entertainment Procedures
                    Appendix 1 Roles and Responsibilities

                    REFERENCES

                    Export Control and Economic Sanctions Policy
                    Financial Conflicts of Interest in Research Policy
                    Fly America Act
                    Payment of Meals Policy
                    University’s Export Control website
                    University Travel Cards | Travel Services

                    POLICY HISTORY

                    Policy created:

                    Revisions:

                    11/19/2025 (Approved by Senior Policy Council and President)
                    06/30/2021 (Minor revisions, Approved by Board of Trustees)
                    4/29/2020 (Approved by Board of Trustees)
                    12/1/2017 (Approved by Board of Trustees)
                    7/1/2015 (Approved by Board of Trustees)
                    11/1/2012 (Approved by Board of Trustees)
                    3/24/2008 (Approved by Board of Trustees)