Policy Updates

 
Issuance Date:
Policy Title:
Summary:
9/30/2025 Facility Use Policy Proposed addition to policy: “Social events of a personal nature are not permitted in campus facilities other than Life-Cycle events in Margarite B. Parker Chapel and its associated outdoor spaces.”Examples of prohibited events include birthdays, anniversaries, engagement parties, family events, and Life-Cycle events (outside of Parker Chapel spaces).

Questions? Contact TU Facilities Services
9/16/2025 Emergency Preparedness and Inclement Weather Policy Trinity University is committed to the safety, readiness, and preparedness of the campus community, and expects all students and employees to review emergency procedures, utilize safety resources, and stay informed during emergencies. During periods of inclement weather, the authority to modify University operations during critical events lies with the President or designee, while each department is responsible for maintaining procedures to ensure continuity and resilience, including during inclement weather. This policy addresses campus emergency preparedness recommendations for employees and students, and outlines inclement weather decision points and expectations.

Questions? Contact TU Emergency Management
9/16/2025 Counseling Services Notice of Privacy Practices A Counseling Services Notice of Privacy Practices Policy has been added to the Trinity University Policy Portal in order to provide the Trinity Community with greater access to this policy. These practices were already utilized, but the policy was previously maintained as an internal departmental policy.

Questions? Contact TU Counseling Services
9/16/2025 Drone (UAV/UAS) Operations Policy Trinity University has updated its Drone (UAV/UAS) Operations Policy to ensure safe, legal, and responsible drone use on campus and at university-sponsored events. All drone operations must be approved at least 15 business days in advance through the Department of Environmental Health & Safety (EHS) and must comply with FAA regulations. The updated policy applies to faculty, staff, students, and third-party contractors.

Questions? Contact TU Environmental Health and Safety
9/16/2025 University-Initiated Withdrawal Policy This policy outlines procedures, criteria, and processes by which the University can initiate an involuntary withdrawal. Updates to the policy were made to clarify and define when an involuntary withdrawal could take place.

Questions? Contact TU Dean of Students
9/16/2025 Policy Prohibiting Sexual Harassment and Sexual Misconduct This update ensures that the language now aligns with the most current federal definition. The remainder of the document remains unchanged, maintaining consistency with the August 20 version. Overall, the revision is minimal and limited in scope.

Questions? Contact TU President's Office
9/16/2025 Anti-Discrimination and Harassment Policy The University has updated its Discrimination and Harassment Policy to provide clearer procedures for addressing allegations based on protected status. The revisions include enhanced definitions consistent with state and federal law, as well as clarified rights and processes for Complainants, Respondents, and Witnesses. 

Questions? Contact TU President's Office
9/16/2025 Authorized Driver Policy Trinity University Risk Management has recently amended the Authorized Driver Policy. This amendment has been established due to the outdated nature of the old policy. Every time you drive for the University you represent Trinity and are responsible for your actions, as well as for the safety and security of all passengers and citizens of the community. The University has established the Authorized Driver Policy and certain requirements that eligible drivers must meet and/or agree to in order to be approved as an Authorized Driver for Trinity University.

Questions? Contact: TU Risk Management
9/16/2025 Hot Work Policy Trinity University Facilities is writing to inform you of an important policy amendment that we have recently implemented to the Hot Work Policy. This amendment aims to standardize and strengthen fire safety practices related to hot work activities on campus. Trinity University's Hot Work Policy ensures the safe performance of tasks such as welding, cutting, and grinding on campus. The policy establishes a formal permit process, outlines safety responsibilities, and reinforces fire prevention measures for faculty, staff, and contractors.

Questions? Contact: Facilities Services
9/16/2025 Business Continuity Plan & Institutional Resilience Policy Trinity University is writing to inform you of an important policy amendment that we have recently implemented to the Business Continuity Plan Policy. This amendment aims to ensure the campus is prepared to respond to emergencies and significant business disruptions through strategic planning that protects critical services and supports a swift return to normal operations. This policy outlines departmental responsibilities for developing and maintaining continuity plans to minimize risk and enhance organizational resilience.

Questions? Contact: TU Emergency Management
9/16/2025 Key Control Policy Trinity University is writing to inform you of an important policy amendment that we have recently implemented to the Key Control Policy. This revision is necessary to reflect procedural updates, new processes, and reflect the key office transition from Facilities Services over to the Tiger Card Office. Trinity University has implemented a revised Key Control Policy to strengthen campus safety and security. The policy establishes clear procedures for the issuance, use, security, and return of University keys, ensuring that access to campus facilities is granted only through proper authorization. It also outlines accountability measures for all key holders and supports accurate inventory management. By following these guidelines, we help protect our facilities, assets, and community members while maintaining a secure campus environment. 

Questions? Contact:  Tiger Card Office
9/16/2025 Social Media Policy The revised Social Media Policy updates the type of account that must be used by Trinity-owned social media accounts to be a "business" account only. In addition, the use of licensed music and sound program is mentioned in order to avoid copyright violations. There are also updates to the consequences of violating the policy.

Questions? Contact: Strategic Communications and Marketing
9/16/2025 Media Relations Policy The Media Relations Policy has been updated to create more guidance and clarity about the role of SCM in media relations for the University. With the revised version, more clarity and procedures are highlighted about who can respond on behalf of the university and how invitations from media and to media must be coordinated for Trinity.

Questions? Contact :Strategic Communications and Marketing
7/1/2025 Hazing Policy In December 2024, President Joe Biden signed the Stop Campus Hazing Act into law, establishing new federal requirements for colleges and universities. The Act mandates that institutions develop and maintain comprehensive hazing prevention policies and procedures, and requires the tracking and public reporting of hazing incidents reported to campus security authorities or local law enforcement. In response, Trinity University has strengthened its commitment to hazing prevention by aligning institutional policy with these federal standards.

Questions? Contact: Student Affairs
 
2/28/2025 Trinity Athletics Transgender Participation Policy Trinity has updated the Trinity Athletics and Recreation Participation Policy for Transgender Students following the recently updated NCAA Transgender Participation Policy. The new policy limits competition in women's sports to student-athletes assigned female at birth only. The policy permits students assigned male at birth to practice with women's teams.


Questions? Contact: Office of Athletics
2/13/2025 Travel Policy Trinity University is writing to inform you of an important amendment to the Travel Policy that we recently implemented. These updates take effect immediately. The Travel Policy has been revised to provide clear guidelines on reimbursement for gratuities during travel. Trinity has always reimbursed gratuities, but the new updates specify the maximum amounts that can be reimbursed based on the type of gratuity (housekeeping, taxi/rideshare, and meals). 

Questions? Contact:   Office of Finance and Administration
1/15/2025 Contract Policy & Procedures Policy Workday Strategic Sourcing (WSS) is live effective 9/30/2024. All new contracts should be submitted through WSS in lieu of the Smartsheet Contract Intake form. The Create Supplier Request process will remain the same and new suppliers should be created through the regular Workday platform prior to submitting a contract in WSS. If you have any questions or concerns regarding this policy, please contact the Office of Risk Management. Resources: Video of Contract Submission Process in WSS Workday Strategic Sourcing Setup Instructions Requesting a Contract Intake Quick Reference Guide

Questions? Contact: Risk Management
1/15/2025 Leave and Scheduled Absences Policy This update makes Lecturers and Senior Lecturers with 3-5-year renewable appointments eligible for parental leave on par with tenure-track faculty. The changes were developed in collaboration with the Faculty Senate. 

Questions? Contact: Office of Human Resources.
1/15/2025 User Access Management Policy This policy is designed to formalize and document practices that the Information Technology Services (ITS) team has already followed. End users will not experience any changes as a result of this policy. Its primary purpose is to provide official documentation supporting existing practices within ITS. 

Questions? Contact: Office of Information Technology Services.
11/5/2024 Visitor Policy Trinity University is introducing a new Visitor Policy aimed at enhancing the experience and safety of non-enrolled visitors on campus. This policy emphasizes that all visitors must comply with University policies, and those who do not comply may be subject to removal and a no trespass warning. 

Questions? Contact: Office of Finance and Administration.
10/29/2024 Conduct and Job Performance Guidelines An addition under Group 1 which states the following university rules must be adhered to by all staff; an employee violating any of these rules may be subject to immediate discharge, item #16 was added: Failure to cooperate fully with University inquiries or investigations, including a failure to provide accurate information. 

Questions? Contact:  Office of Human Resources.
10/22/2024 Building Access Policy This policy has been updated to limit the hours buildings are accessible to the general public to more standard business hours. This change will help create a safer environment where only Trinity affiliates will be able to enter buildings in the evening and weekend hours by utilizing their University-issued Tiger Cards. All University affiliates will be able to enter most buildings after hours to increase safety should they need to seek shelter in any emergency. 

Questions? Contact:  Trinity University Police Department.
10/22/2024 Bag and Article Inspection Policy Bag and Article Inspection Policy: This TUPD policy will take effect immediately. This initiative aims to enhance the security and safety of all campus events. By conducting thorough inspections of bags and personal items at venue entrances, we aim to deter and prevent the entry of prohibited items, thereby ensuring a safer environment for students, staff, faculty, and guests. This proactive measure reflects our commitment to maintaining a secure campus atmosphere where our community can enjoy events with peace of mind. 

Questions? Contact: Trinity University Police Department.
9/24/2024 Prohibiting Pregnancy-Related Discrimination Policy The policy regarding pregnancy-related discrimination and accommodations is a new policy for all faculty, staff, and applicants to the university. The policy prohibits discrimination which includes harassment in employment on the basis of pregnancy, childbirth, and related medical conditions in accordance with the Pregnant Workers' Fairness Act, Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and other applicable laws.  

Questions? Contact: Office of Human Resources.
9/18/2024 Export Control Policy This policy implements federal laws that may limit certain research opportunities, affect publication rights, and/or prevent international collaboration in certain circumstances. Export Control laws are most likely to affect Trinity in these circumstances: traveling abroad for academic purposes, sharing research with a foreign national at home or abroad, entering into a contractual agreement with a foreign organization, and providing services to a sanctioned person or country.

Questions? Contact: Office of Academic Affairs
9/18/2024 Student Employment Policy & Procedures Workday has significantly changed and improved the process of hiring students. Here are some of the major differences: Hiring managers initiate all student hires in Workday, replacing a paper form. Student employees no longer have to be designated as Federal Work Study (FWS) or Institutional (INST).Student jobs continue to be posted by CELCS on Handshake once the hiring manager completes the google form. Students can have multiple jobs but cannot work more than a total of 20 hours per week. Students must reside within commuting distance of Trinity. Students cannot be employed in a staff position. Students who have graduated cannot be hired in a student position. Students starting their first job on campus must visit the HR office with physical and original (no photos or copies) of I-9 documents which prove they are legally authorized to work in the U.S. before they start working on campus. 

Questions? Contact: Office of Human Resources.
9/4/2024 Recruitment Expense Policy for Faculty and Staff Positions Updated with Workday reimbursement procedures and established guidelines for allowable expenses associated with the recruitment of full-time faculty and staff positions.

Questions? Contact: Office of Human Resources
9/4/2024 Employee Moving Policy New hires now receive a lump sum as part of their first paycheck from “one-time payment” entered into Workday with the designated amount listed in the Letter of Appointment. 

Questions? Contact: Office of Human Resources.
8/21/2024 Clery Act Policy This policy sets forth guidelines and procedures intended to ensure the University's ongoing compliance with the Clery Act's crime and fire reporting and disclosure obligations, and its obligation to make available to the campus community and the public, campus security and safety policy statements as prescribed by the law.  

Questions? Contact: Trinity University Police Department
8/20/2024 Facility Use Policy Revised to (a) reflect that the approval of the policy is the Vice President for Finance and Administration, (b) inserted a definition of Residential Space, (c) included Residential Space as subject to additional restrictions (d) inserted a restriction for camping, (e) clarified definitions of event sponsor and approving authority, and (f) other minor clarifications. 

Questions? Contact: Office of Finance and Administration.
8/14/2024 Use of Human Subjects in Research Policy Updates the IRB membership requirements to conform to federal regulations and guidance, specifies when investigators need to complete human-subjects ethics training, and clarifies what data-gathering activities at Trinity do (and do not) require IRB review.

Questions? Contact: Office of Academic Affairs
8/14/2024 National Science Foundation ("NSF") Sexual Harassment, Other Forms of Harassment, and Sexual Assault Policy and Procedures (new policy) - This policy is designed to comply with the University's obligations regarding receiving grant funds from the The NSF requirements and designed to foster a safe, respectful, and inclusive environment for all students, faculty, and staff involved in NSF-funded projects. 

Questions? Contact: Office of Academic Affairs.
7/12/2024 Open Flame Policy Amended to provide guidelines and procedures as they relate to open flame devices (i.e. torches, candles, butane burners, and other items that can produce a flame)

Questions? Contact:  Office of Environmental Health and Safety.
7/12/2024 Name, Image, and Likeness (NIL) Policy Amended to reflect updates based on Texas House Bill 2804. Trinity University maintains its policy against the use of its logos and trademarks in NIL activities. Athletic staff are now permitted to help provide NIL opportunities to student-athletes, provided they follow the guidelines listed in the policy. NIL financial literacy education is now mandatory only for students in their first year of athletic participation. 

Questions? Contact:  Office of Athletics.