Policy Updates
| Issuance Date: | Policy Title: | Summary: |
| 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. If you have any questions or concerns regarding the Visitor Policy, please contact the 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. For questions or concerns regarding the Conduct and Job Performance Guidelines Policy, please contact the 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. If you have questions or concerns about the Building Access Policy, please contact the 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. If you have questions or concerns about the Bag and Article Inspection Policy, please contact the 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. If you have any questions or concerns regarding the Student Employment or Prohibiting Pregnancy-Related Discrimination Policies, please contact the Office of Human Resources |
| 09/18//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. If you have any questions or concerns about the Export Control Policy, please contact the Office of Academic Affairs |
| 09/18/2024 | 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. If you have any questions or concerns regarding the Student Employment Policy, please contact the Office of Human Resources |
| 09/4/2024 | 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. For questions or concerns regarding the Recruitment Expense Policy, please contact the Office of Human Resources |
| 09/4/2024 | 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. For questions or concerns regarding the Employee Moving Policy, please contact the Office of Human Resources |
| 08/21/2024 | 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. For questions or concerns regarding the Clery Act Policy, please contact the Office of Trinity University Police Department |
| 08/20/2024 | 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. For questions or concerns regarding the Facility Use Policy, please contact Office of Finance and Administration |
| 08/14/2024 | 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. For questions or concerns regarding the NSF Policy and Use of Human Subject Policy, please contact the Office of Academic Affairs |
| 08/14/2024 | 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. For questions or concerns regarding the NSF Policy, please contact the Office of Academic Affairs |
| 07/12/2024 | 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). For questions or concerns regarding the Open Flame Policy, please contact the Office of Environmental Health and Safety |
| 07/12/2024 | 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. For questions or concerns regarding the Name, Image, and Likeness, Policy, please contact the Office of Athletics. |
| 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. If you have any questions or concerns regarding this policy, please reach out to the Office of Information Technology Services |
| 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. If you have any questions or concerns regarding this policy, please reach out to the Office of Human Resources |
| 1/15/025 | 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 |
| 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). If you have any questions or concerns about the amended Travel Policy, please contact the Office of Finance and Administration |