Registered and Trustee Student Organizations, Policy on

March 9, 2026

Title: Policy on Registered and Trustee Student Organizations
Policy Owner: Division of Student Life & Enrollment
Applies to: All University Workforce Members, Students, Guests and other Third Parties that engage with student organizations
Campus Applicability: All UConn Campuses
Approval Date: March 4, 2026
Effective Date: March 9, 2026
For More Information, Contact: Associate Vice President for Student Life
Contact Information: solid@uconn.edu or studentactivities@uconn.edu
Official Website: https://studentlife.uconn.edu/ 

BACKGROUND

The University of Connecticut recognizes the longstanding role of student organizations in fostering student engagement, leadership development, and community building across all campuses. Student organizations operate in a variety of forms, funding structures, and engage regularly with University resources, employees, and third parties.

This policy formalizes the University’s definitions, oversight, and relationship with Registered Student Organizations and Trustee Student Organizations.

PURPOSE

To establish a clear and consistent framework as it relates to the University’s working relationship with student organizations across its campuses.

APPLIES TO

All students, workforce members, and third parties that engage with student organizations.

DEFINITIONS

Registered Student Organization (RSO): A student-run entity voluntarily formed by University of Connecticut students, with a common interest, for a lawful purpose, and registered with their respective campus-based Student Activities office.

Trustee Student Organization (TSO): A Registered Student Organization formally recognized by the University’s Board of Trustees and separately funded through student-fees in accordance with Connecticut General Statutes.  TSOs are student-governed and student-managed with operational and editorial autonomy (where applicable).

Advisor: A full-time University employee, including faculty and staff, or a graduate assistant where permitted, who is officially designated through the student organization registration process or assigned as part of their University role to provide guidance and support to a RSO or TSO.

The following individuals are not eligible to serve as an Advisor for UConn Campuses:

  • Part-time employees
  • Special payroll employees
  • Student employees (except approved graduate students holding an assistantship)
  • Volunteers, alumni, contractors, or external affiliates

Only external affiliates may serve as Advisors for RSO’s at UConn Health as may be permitted by UConn Health’s specific policies or processes.

POLICY STATEMENT

Formation and Registration

The University recognizes the right of students to form voluntary organizations for any lawful purpose. Student organizations that wish to receive access to University resources and services must register with their campus-based Student Activities office. To register, a student organization must meet all minimum requirements established by the University’s Blueprints manual and, when applicable, their campus-based Student Activities office.

RSOs shall be designated into a Tier-system in accordance with University guidance and oversight from the Division of Student Life & Enrollment. TSOs shall be established in accordance with the Student Service and Activity Fee Advisory Committee (SASFAC) process.

University Oversight and Organizational Autonomy

RSOs at the University are independent entities. The University assumes no responsibility for an RSO’s decisions, operations, contracts, events, or activities, nor does it provide insurance coverage or liability protection. The actions, viewpoints, publications, invited speakers, or initiatives of RSOs are solely the responsibility of the organization and their members.

The University’s role is not to approve or disapprove of such views, but rather to uphold its educational obligation to support free expression and open discussion consistent with the constitutional rights of students and the regulations of the University.

The University does not regulate RSO’s use of independent and non-university funds raised or collected. RSOs may independently enter into contracts or agreements with external parties using these independent funds. The University does not review, approve, or assume responsibility for such agreements unless explicitly stated in University policy otherwise.

A TSO receives financial oversight and administrative support from the University. However, a TSO retains control over their internal governance, operations, and student-led initiatives, except where University intervention is required to ensure compliance with law or policy.

Advisors serve in a supportive role while TSOs and RSOs retain full authority over their organization’s actions and decisions. Advisors do not bear responsibility for the actions or conduct of organization members when fulfilling their role appropriately and in good faith.

All students remain subject to the Student Code, and thus, a TSO or RSO may be referred to the University’s Student Organization Conduct process when their activities violate University policies.

ENFORCEMENT

Violations of this policy and any related procedures 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. If violated, individuals and/or Organizations may be personally liable.

PROCEDURES/FORMS

Blueprints Manual
Trustee Student Organization Manual

REFERENCES

Connecticut General Statute § 4-52 – 57a.
Conn. Gen. Stat. § 4-165
Conn. Gen. Stat. § 5-141d
The Student Code
Student Service and Activity Fee Advisory Committee (SASFAC) Guidelines for Student Activity Fee Creation, Elimination, and Change (2025)

POLICY HISTORY

Policy created: March 4, 2026 (Approved by the Senior Policy Council and President)

Revisions:

Division of Athletics Travel and Entertainment Policy

February 1, 2026

Title: Division of Athletics Travel and Entertainment Policy
Policy Owner: Executive Vice President for Finance and Chief Financial Officer
Applies to: University Workforce Members, Students, Prospective Student Athletes 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

The University of Connecticut (University) recognizes and supports the need of members of its community to travel for Athletic competition, events, and other purposes in support of student athletes and consistent with the University’s mission.  The University may also find it important to host guests for similar purposes.

PURPOSE

To establish rules that balance the Division of Athletics travel and entertainment needs with the responsible stewardship of public resources, and to support adherence to the National College Athletics Association (NCAA) regulations regarding team travel and recruitment, which promote fair competition and welfare of student athletes.

APPLIES TO

This policy applies to University Workforce Members, Students, Prospective Student Athletes and Guests representing the University’s Division of Athletics as it relates to team travel and recruitment. This policy also applies to contractors, unless the applicable contract provides terms inconsistent with this policy.  The University’s Division of Athletics will adhere to the University’s Travel Policy, except where this policy outlines specific provisions for the Division of Athletics.

This policy complies with NCAA rules and regulations and adheres to the requirements of the Division of Athletics Title IX policies.

DEFINITIONS

Approver: An individual designated to review and/or authorize Business Travel and associated expenses, in compliance with University policies and procedures. See the University’s Travel and Entertainment Policy 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.

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

Student Assistance Fund (SAF): Utilized to cover expenses to support student-athletes, in accordance with NCAA guidelines. SAF funds support activities related to student-athletes’ academic, athletic, and medical needs.

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, prospective student-athletes and guests. University Workforce Members traveling on professional business unrelated to team travel or recruitment must adhere to the UConn Travel and Entertainment Policy.

POLICY STATEMENT

The University of Connecticut supports the travel needs of its Division of Athletics to promote student-athlete competition, recruitment, and other business functions consistent with NCAA requirements and the University’s mission. While the University’s Travel Policy applies to all travel, this policy establishes specific provisions and flexibilities for Athletics-related travel, ensuring compliance with NCAA rules while maintaining stewardship of University and public resources.

University Workforce Members and Students 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

Athletics travel generally requires pre-approval consistent with University standards. However, the following types of travel are exempt from requiring a Travel Request in Concur:

  • Team travel for scheduled events and competitions
  • On-campus and off-campus recruitment of prospective student-athletes
  • Travel related to the SAF account, such as travel for medical reasons
  • Travel by current student-athletes, such as flights home during break periods

Travel Advances:

Travel advances for athletic staff are permitted for scheduled team events and competitions. Advances may be issued for up to 100% of estimated travel costs and are not subject to a minimum advance threshold. Eligible expenses include:

  • Meal per diem
  • Transactions that do not accept the University travel credit card, such as registration fees, tips, laundry, meal per diems for bus drivers
  • Meal supplement funds for student manager staff

ELIGIBLE BUSINESS EXPENSES 

Travelers must select the lowest-cost option that meets Business Travel needs, unless otherwise stated.
Additional details can be found in the Procedures.

General Trip Requirements

Receipts are not required for Team Travel airfare booked through the University’s Travel Agency, or for reasonable gratuities where there are no direct costs associated, including:

  • Golf Caddies/Outside Staff
  • Valet services for vans
  • Hotel porters
  • Complimentary meals

Transportation

Air Travel

For certain events (e.g., tournament or post-season events), the University is required to book travel through an NCAA- or tournament host-mandated travel agency. Overweight baggage fees are allowable for team travel.

Ground Travel

In-state car rentals through the University’s preferred car rental agency are permitted if cost savings compared to personal mileage is documented.

Large or premium SUVs may be rented through the University’s preferred car rental agency without a cost comparison when any of the following conditions apply:

  • The vehicle is used to transport a prospective student-athlete and/or their family
  • Equipment is being transported
  • More than three UConn employees are traveling together
  • The vehicle class is specified in an individual’s employment contract, and that individual is either driving or riding in the vehicle

Livery Service is permitted when transporting a prospective  or current student-athlete and/or their family, regardless of location or destination.

Lodging

Local lodging is allowed for team events in accordance with departmental policies and procedures.

Meals

  • The Athletics department may reduce the standard meal per diem rate in accordance with departmental policies and procedures.
  • Team travel staff may receive more than three meals per day if additional meals are provided to student-athletes (e.g., snacks, pre- and post-game meals).
  • Team travel staff may receive the full per diem rate on travel days in alignment with required travel schedules.
  • Team or recruiting meals where a prospective student-athlete and/or their family are present, may exceed three times the applicable GSA or U.S. Department of State per diem meal allowance for the location.

Single-Day Travel:

  • The Athletic department determines the necessary meal provisions for each trip and calculates the meal per diem accordingly to align with the required travel schedule.

EXPENSE REPORTING

Team travel expense reports must be submitted within 90 days.

EXCEPTIONS TO POLICY

Reimbursements related to current or prospective student-athletes and their family may be approved under circumstances that would otherwise not be permissible under the Travel and Entertainment policy or associated procedures, provided they comply with NCAA rules and limitations. Examples include:

  • First and business-class airfare
  • Air and ground transportation upgrades
  • Travel expenses incurred during break/vacation periods or Student Assistance Fund (SAF)-related trips
  • Meal expenses exceeding the standard per diem allowances
  • Team entertainment
  • Meal supplement funds
  • Official Visit Host Money
  • Laundry expenses

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 Workforce members, applicable collective bargaining agreements, and the University of Connecticut Student Code.

PROCEDURES/FORMS 

Travel and Entertainment Procedures

Appendix 1 Roles and Responsibilities (Athletics)

REFERENCES

NCAA rules and regulations can be obtained through the Athletic Compliance Office

POLICY HISTORY 

Policy created:  11/19/2025 (Approved by the Senior Policy Council and the President)

Executive Residency Requirements

December 23, 2025

Title: Executive Residency Requirements
Policy Owner: Human Resources
Applies to: President, Vice Presidents and Equivalent Positions
Campus Applicability: All Campuses, including UConn Health
Approval Date: December 23, 2025
Effective Date: January 1, 2026
For More Information, Contact: UConn Storrs and Regionals: Vice President, Human Resources
UConn Health: Chief Human Resources Officer, Human Resources
Contact Information: hr@uconn.edu or hr@uchc.edu
Official Website: https://hr.uconn.edu/

PURPOSE

To establish residency requirements for the University President, Vice Presidents and other equivalent positions consistent with state law.

APPLIES TO

This policy applies to the University of Connecticut President hired on or after July 1, 2025, and Vice Presidents or equivalent positions hired after January 1, 2026.

DEFINITIONS

Equivalent Positions: Executive Vice President, Chief of Staff to the President, Chief of Staff to the Chief Executive Officer, General Counsel, and Athletic Director.

POLICY STATEMENT

University President: Any person serving as the President shall maintain their primary residence in the state of Connecticut for the duration of their tenure as President.

Vice Presidents or Equivalent Positions: Any employee hired on or after January 1, 2026, to serve as a Vice President or equivalent position must maintain their primary residence in the state of Connecticut or reside within 100 miles of their primary campus location for the duration of their tenure in the appointment. Such residency requirements must be met within ninety (90) days of the appointment date.

Employees subject to this policy may be required from time to time to attest to the residency requirements outlined in this policy and/or provide evidence of residency.

ENFORCEMENT

Violations of this policy and any related procedures 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. Failure to obtain and maintain residency consistent with this policy will result in separation from employment with the University of Connecticut.

POLICY HISTORY

Policy created: 12/23/2025 (Approved by the University Senior Policy Council and President)

Revisions:

Minimum Class Size Enrollment, Policy on

November 19, 2025

Title: Minimum Class Size Enrollment, Policy on
Policy Owner: Office of the Provost
Applies to: Undergraduate and Graduate Classes
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: November 19, 2025
Effective Date: December 15, 2025
For More Information, Contact: Vice Provost for Academic Operations
Contact Information: provost@uconn.edu, 860-486-4037
Official Website: https://provost.uconn.edu/

BACKGROUND

While various pedagogical decisions (including instructional modality, assessment formats, etc.) are best handled at the instructor/department or school/college levels, it is essential for the efficient use of physical, fiscal, and personnel resources that certain academic operational baselines be established by the Provost.  One such operational baseline relates to Minimum Class Enrollments.  Left unchecked, low class enrollments lead to financial and space inefficiencies, as well as significant workload disparities among faculty.

PURPOSE

To provide minimum class size enrollments below which classes will not ordinarily be offered.

APPLIES TO

This policy applies to all courses at the undergraduate and graduate levels with the exception of the following: Directed Research/Thesis Courses, First Year Experience (FYE) Courses, Honors Courses, Independent Study Courses, Internship/Clinical Field Placement Courses, Individual Music Instruction, Learning Community Seminars, and Studio Courses.

DEFINITIONS

Cross-Listed Courses: A cross-listed course is offered under multiple departments or disciplines but  is essentially the same course. This allows students from different programs to take the same course concurrently and receive credit under their respective majors.

Concurrent Courses: Concurrent Courses are distinct courses that are scheduled to meet at the same time and place, taught by the same instructor, but with different expectations and requirements tailored to each course. Each course maintains its own unique course code, curriculum, objectives, and requirements. Students enrolled in Concurrent Courses may be pursuing different academic outcomes, and while they participate in the same sessions, their assignments, expectations, and assessments are aligned with the specific course for which they are registered.

Minimum Class Enrollment: The student enrollment number necessary for a course section to be offered.

POLICY STATEMENT

Sections of courses that do not meet the established enrollment minimums are subject to cancellation.  Unit heads must consult with academic advisors to discuss the possible impacts of class cancellations on students’ progression toward graduation. To be offered, any class subject to cancellation must formally request an exemption and obtain approval from the relevant dean (or deans in the case of cross-school/college Cross-Listed Courses).

Undergraduate classes not meeting enrollment minimums, and that have not received approved exemptions, must be cancelled at least one month prior to the start of the class (or converted to off load). Graduate classes not meeting enrollment minimums, and that have not received approved exemptions, must be cancelled at least one week prior to the start of the class (or converted to off load). Once a decision to cancel a class has been finalized, it is the responsibility of the department (in collaboration with the school/college) to ensure that the Registrar’s Office has been informed and that the cancellation is communicated to students, their respective advisors, and other departments that might be affected.

The Dean of School/College may develop class size minimums that exceed the minimums outlined in this policy.

I. Authority to cancel classes

The authority to cancel a class not meeting enrollment minimums rests with the department in which the faculty has a primary appointment (though that authority also extends to the Dean and Provost Offices). The Department Head shall consult with the Dean when making a cancellation decision, and the impact of cancellation on students’ progress toward graduation must be considered in the process.

II. Class size enrollment minimums and course cancellations

 Class sections failing to meet the requisite minimum enrollment size must be cancelled unless they are granted an exception. In addition, when a large class is subdivided into multiple recitation sections, low-enrollment sections should be cancelled provided that sufficient seats are available in other sections to accommodate the total course enrollment.

Exceptions to this policy must be approved in advance by the respective Dean’s office, in consultation with the Provost (or Provost’s designee).

A. Traditional, face-to-face lecture courses offered in the Fall and Spring semesters
Course Level  Class Size Minimums (not Maximums)  
100/1000 22 students per instructor per section
200/2000 18 student per instructor per section
300/400/3000/4000 12 students per instructor per section
500/5000 and above 6 students per instructor per section
B. Distributed learning or online lecture courses, hybrid or other modality courses

Departments should conduct ongoing assessments and evaluations considering the unique characteristics of online education and the need for effective and engaging online learning experiences for students. The optimal class size for online, hybrid, or other modality courses can vary widely depending on the program and course-specific learning goals, the technology and support available, and the pedagogical approach. Factors such as the complexity of the subject matter, the availability of online resources, and the capacity of the online learning platform should all be considered when determining class size.

Minimum enrollment standards for distributed learning or online lecture courses offered during the fall, spring, winter, and summer are:

Course Level  Class Size Minimums
100/1000 22 student per instructor per section
200/2000 18 student per instructor per section
300/400/3000/4000 12 students per instructor per section
500/5000 and above 10 students per instructor per section

Refer to the Guidelines for Online Course Development and Enrollment for additional information.

C. Writing (W) courses

Writing (W) courses have caps established by the University Senate, that may in certain cases, fall below the class size minimums defined in this policy.  In those cases, sections of writing courses whose enrollment falls below 3 seats under the University Senate established cap must be cancelled.

D. Cross-Listed or Concurrent Courses

Any Cross-Listed or Concurrent Courses that collectively do not meet minimum enrollment standards must be cancelled.  When Cross-Listed or Concurrent Courses straddle multiple courses levels, the highest  class size minimums across the courses should be used (e.g., if a 5000-level course is Cross-Listed with a 4000-level course, the class size minimum for the 4000-level courses should be used as the total minimum enrollment necessary for the course).

E. Team taught courses

Class size minimum enrollment standards outlined in this policy are defined on a “per instructor” basis. Team taught courses must enroll enough students to meet minimum enrollment requirements for all instructors of record who are receiving full teaching load credit.

Team taught courses that do not meet the minimum enrollment standards from all instructors of record must either be 1) cancelled, 2) changed to single-instructor courses (assuming they meet the single instructor enrollment standards), 3) taught by the additional instructors as uncompensated overload, or 4) left as multiple instructor courses, but where the total teaching load credit granted across all instructors sums to one (e.g., two instructors teaching a 1000 level course with 30 students should each receive 50% teaching load credit).

III. Exceptions to the minimum class size enrollment standards

The following can be used as justifications for exceptions to the minimum class size enrollment standards.

  1. Cancellation of the class would likely delay or impede the enrolled students from making sufficient progress to their degree, and other alternative classes or arrangements are demonstrably not possible.
  2. The course is a program-of-study requirement and is part of the sequence that cannot be altered without disrupting subsequent courses in the sequence and delaying graduation for a cohort.
  3. Class size is limited by documented accreditation requirements or state licensing standards.
  4. The class section is Cross-Listed with other courses taught by the same faculty member at the same time/location, and the total registration meets or exceeds the required minimum class size enrollment number.
  5. The class section is voluntarily offered by the faculty member in excess of their teaching load and the faculty is not receiving additional compensation.
  6. The class is an experimental section of a new course offered for the first time to permit the faculty to refine the course design or pedagogical practices.
  7. The course is specialized and in an undergraduate or graduate degree program that meets an essential workforce need in Connecticut.
  8. The course enrollment is limited by the University Senate due to well-established pedagogical best practices.
  9. The need for specialized physical facilities (laboratory, studio, etc.) and/or equipment limits the size of the class.
  10. The Dean of the School/College, in consultation with, and approval of, the Provost, determines that other special circumstances warrant maintaining the class section.

IV. Adjustments to faculty/instructor teaching assignments

Faculty/instructors must be notified (typically in their offer letters) about

  1. The possibility of class cancellations if a class does not meet the established class size standards, and
  2. Possible changes in teaching assignments that result from such cancellations.

Adjustments to a faculty/instructor workload or teaching assignments should be done in consultation with the faculty member.

ENFORCEMENT

Violations of this policy and any related procedures 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

The following documents may be accessed from the Academic Affairs Governance Document Library.

  • Guidelines for Managing Course Enrollments
  • Guidelines for Online Course Development and Enrollment

POLICY HISTORY

Policy created: 11/17/2025 (Approved by Senior Policy Council)

Disclosure of Other Support, Policy on

Title: Policy on Disclosure of Other Support
Policy Owner: Office of the Vice President for Research,
Sponsored Program Services
Applies to: All Workforce Members and Students who engage in or propose to engage in sponsored programs
Campus Applicability: All UConn Campuses
Approval Date: September 29, 2025
Effective Date: October 1, 2025
For More Information, Contact: Senior Director of Sponsored Program Services at UConn and
Director of Pre-Awards Services at UConn Health
Contact Information: 860-486-3622 (Storrs and Regional Campuses)
860-679-4040 (UConn Health)
Official Website: https://ovpr.uconn.edu (Storrs and Regional Campuses)
https://ovpr.uchc.edu (UConn Health)

BACKGROUND

Research sponsors may require disclosure of resources available to personnel (Other Support) during the proposal process, prior to an award being made, and/or as part of progress reports. Sponsors use the information to ensure scientific, budgetary, or commitment overlaps do not occur, and in many instances to identify potential undue foreign influence.

While all federal sponsors have requirements for other support, the National Institutes of Health requires institutions to have a policy and training on the disclosure of other support.

PURPOSE

To set forth the requirements for disclosure of Other Support for sponsored projects to comply with provisions of federal law, Office of Management and Budget regulations, and specific sponsor requirements.

APPLIES TO

This policy applies to all UConn Storrs, Regional Campuses, and UConn Health workforce members and students.

DEFINITIONS

Other Support: All resources made available to Senior and Key Personnel in support of and/or related to all their research endeavors, regardless of whether or not they have monetary value or are based at the institution the researcher identifies for the current grant or contract. This includes resources and/or financial support from all entities, foreign or domestic, including, but not limited to, financial support for laboratory personnel and provision of high-value materials that are not freely available (e.g. biologics, chemicals, model systems, technology, etc.).

Other Support includes, but is not limited to:

  • Ongoing grants, contracts, and awards that support the Senior and Key Personnel’s research, along with proposals under submission;
  • All resources to which Senior and Key Personnel have access that are potentially related to Senior and Key Personnel research and/or that directly support Senior and Key Personnel work;
  • Resources that do not have a dollar value attached to them;
  • Resources available to Senior and Key Personnel at other institutions outside of the University of Connecticut, including from institutions located in other countries outside of the U.S.A.;
  • Positions or scientific appointments relevant to the application, including domestic or foreign, paid or unpaid, or full-time/part-time/voluntary/consulting, such as adjunct, visiting, or honorary appointments;
  • All sponsored awards held at the University of Connecticut, another institution/entity, or held as an individual, that support Senior and Key Personnel research efforts;
  • Start-up packages from entities other than the University of Connecticut;
  • Institutional awards at the University of Connecticut or any other institutions subject to separate budgets and accounting;
  • Office or laboratory space, equipment, supplies, employees, scientific materials, travel, living expenses, or other in-kind contributions available to Key Personnel outside of the University of Connecticut, both domestic and foreign;
  • Consulting activities that involve conducting research, regardless of whether remuneration is received;
  • Collaborations with other researchers outside of UConn that directly benefit the Senior and Key Personnel’s research endeavors; and
  • Selection to a foreign “talents” recruitment program or similar-type program.

Senior and Key Personnel: An individual who contributes in a substantive, meaningful way to the scientific development or execution of the scope of work of a project proposed to be carried out with a sponsor, whether or not they receive salary or compensation under the grant. This definition may include consultants, postdoctoral research associates, or other roles beyond Project Director or Principal Investigator/Co-Investigator.

POLICY STATEMENT

All workforce members and students who engage in sponsored projects will comply with federal law, University policy, and sponsor agency requirements regarding disclosure of Other Support and associated training.

Every disclosure to an external funding agency of active, pending, or previous sources of support for research and other sponsored activities must be current, accurate, and complete to the best of the researcher’s knowledge, regardless of the source of support, and whether or not UConn or UConn Health is the recipient of the support.

It is the responsibility of the Principal Investigator to ensure that all members of the project team understand the need to properly disclose Other Support information in accordance with sponsor agency requirements.

ENFORCEMENT

Violations of this policy and any related procedures 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. In addition, false, fictitious, or fraudulent statements or claims (including intentional omissions) in violation of this policy may result in administrative, civil, or criminal penalties.

RELATED POLICIES

Consulting for Faculty and Members of the Faculty Bargaining Unit, Policy on | University Policies

Financial Conflicts of Interest in Research | University Policies

PROCEDURES/FORMS

OVPR SPS (UConn and Regional campuses) Website: Current (Active) and Pending Support

OVPR SPS (UConn Health) Website: Active and Pending Support

POLICY HISTORY

Policy created: 09/29/2025 (Approved by the University’s Senior Policy Council and President)

Policy Updates in August 2025

August 9, 2025

As part of the University’s ongoing commitment to maintaining clear, relevant, and streamlined policies, several University Policies have been revised, transitioned to department-level standards documents, or decommissioned.

(more…)

Approval Authority for Financial Transactions, Policy on

July 1, 2025

Title: Approval Authority for Financial Transactions, Policy on
Policy Owner: Office of the Executive Vice President for Finance and Chief Financial Officer
Applies to: University Workforce Members
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: May 29, 2025
Effective Date: July 1, 2025
For More Information, Contact: University of Connecticut Controller’s Office
Contact Information: 860-486-2937
Official Website: https://controller.uconn.edu

PURPOSE

To ensure financial transactions are approved by individuals with the necessary knowledge and oversight authority. This policy outlines the criteria for granting approval authority and necessary internal controls and required documentation for the overall approval process.

Note: This policy does not address the authority to sign contracts on behalf of UConn which is covered by  “UConn Delegation of Contract Approval and Signature Authority” and accompanying procedures. 

APPLIES TO

This policy applies to any University Workforce Member who approves UConn financial transactions, including independent contractors, affiliates, and UConn Health employees with access to UConn’s financial systems.

DEFINITIONS

Authorized Approver: A person authorized to approve financial transactions at the University due to their expertise, oversight, and understanding of the transaction’s nature and implications.

Authorized Delegate: A person authorized to approve a financial transaction on behalf of the Authorized Approver.  NOTE: For payroll/timesheet transactions and travel expense approvals, the Authorized Delegate must be of equal rank or higher than the Authorized Approver.

Financial Transaction: Any transaction processed within UConn’s financial systems with a financial implication to the University.

Financial Systems: All electronic systems used by the University to process financial transactions including, but not limited to:

  • Core-CT – Time and labor system
  • Concur Travel System (Concur)
  • Kuali Financial System (KFS) – Financial enterprise resource system
  • HuskyBuy – Purchasing system
  • HuskyTime – Student time tracking system
  • Public Safety Payroll (PSP) – NP-5 Bargaining Unit employee time tracking system
  • PeopleSoft Student Administration System (Student Administration) – Student admissions, financials, financial aid, and records
  • UKG – Dining Services student time tracking system

POLICY STATEMENT

The authority to receive or spend University funds is granted only to necessary individuals with direct knowledge of relevant Financial Transactions. Authorized Approvers and Authorized Delegates are expected to act responsibly, exercise sound judgment, and thoroughly review transactions in accordance with the internal controls outlined below before approving them.

Individuals Eligible for Approval Authority 

Individuals must meet the following minimum criteria to be eligible for approval authority:

  • Current, active UConn or UConn Health employee, independent contractor or affiliate (NOTE: Independent contractors and affiliates are not eligible to approve payroll or timesheet transactions);
  • Competent and skilled in respective area(s) of responsibility; full understanding of the transactions needing approval;
  • Adequately trained in the financial systems used for approval.

Granting, Changing, or Terminating Approval Authority

Authorized Approvers must be designated by their Department Head or equivalent senior manager. Authorized Approvers may identify an Authorized Delegate within their department with approval from their Department Head or equivalent. The Department Head is responsible for defining the types of financial transactions the Authorized Approver or Authorized Delegate can approve and setting any approval limits, such as dollar amounts, specific expenditures, or certain vendors. They must also ensure the Authorized Approver’s authority is commensurate with their experience, knowledge, skills, and position at the University. Although the Authorized Approver can delegate authority to others (with prior approvals from the Department Head or equivalent senior manager), they remain accountable for the approval of each financial transaction.

Any changes to the scope of transactions approved by an Authorized Approver or Authorized Delegate must be communicated in writing by the Department Head or equivalent to the IT or system administrator of the applicable financial system.

Approval authority can be revoked by the Department Head, Senior Management, Human Resources, Information Technology Services, or the University Controller at any time and must be no later than the employee’s last day in their current position.

If an Authorized Approver no longer serves in the position for which their authority was delegated, their approval authority terminates effective immediately.

Internal Controls and Segregation of Duties

The following principles must be upheld through implemented controls and systems:

  • Authorized Approvers cannot approve transactions they created, payments to themselves, or any transaction that impacts them financially.
  • Authorized Approvers must approve transactions within a timely manner and within the scope defined by their Department Head.
  • Authorized Approvers must ensure transactions comply with University policies and procedures, applicable laws and regulations.
  • Authorized Approvers must only approve transactions that are accurate, reasonable, and supported by documentation.
  • Authorized Approvers must verify that funds are available within the approved budget and are allowable and allocable under the appropriate funding source(s) as applicable.
  • Authorized Approvers must confirm goods/services were received or performed before final payment is approved.

Specific financial systems may have built-in flexibility regarding the above internal controls.

Documentation Requirements

Approval Authority

A formal request is required to grant an individual approval authority of financial transactions within UConn’s financial systems. The request is initiated by the individual requesting approval authority or their supervisor. The request must be approved by the Department Head or the equivalent level of senior management and be sent to the IT or system administrator that oversees the applicable financial system and must include:

  • The individual’s full name, NetID, and department.
  • A description of the transactions for which approval authority is granted.
  • Specific exclusions (e.g., dollar limits, goods/services, customers, vendors).
  • The effective start and end dates (if applicable) of the approval authority.

Transactional Approval Documentation

Most UConn financial systems require the use of UConn email addresses or NetID to access the application and track approval actions through a routing log or activity history, documenting the date, time, and action performed.

For approvals permitted to exist outside of an electronic system, the Authorized Approver must sign and date their approval before the financial transaction progresses through the workflow.

PROCEDURES

Procedures regarding the implementation of this policy are available here. These procedures are adopted under the authority of the Executive Vice President for Finance and Chief Financial Officer, President or designee.

ENFORCEMENT

Violations of this policy and any related procedures 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.

POLICY HISTORY

Policy created: 05/29/2025 (Approved by the Senior Policy Council and President)