Business Policies

Policy Owner/Department

Policy For Protection of Human Research Subjects

Financial Conflict of Interest (FCOI) in Externally Sponsored Research and Educational Activities - Interim Policy

lhendrickson@govst.edu — Thu, 16 Apr 2026 22:41:16 +0000

Financial Conflict of Interest (FCOI) in Externally Sponsored Research and Educational Activities - Interim Policy

Statement of Need & Purpose
The purpose of this policy is to promote objectivity in externally funded research and educational activities by ensuring that the design, conduct, and reporting of research and educational activities funded under external grants or cooperative agreements will be free from bias resulting from the investigator (and/or the investigator’s spouse and/or dependent children) having significant financial conflicts of interest.
A significant financial conflict of interest (FCOI) means a significant financial interest (SFI) that could directly and significantly affect the design, conduct, or reporting of research or educational activities. Faculty and staff of the University have an obligation to maintain the objectivity of their research and educational activities by avoiding any financial conflict of interest. ��Ƶ developed this policy to protect the integrity of externally sponsored research and educational activities and to comply with federal regulations.
Investigator Requirements
Any Investigator responsible for the design, conduct, or reporting of research or educational activities funded or proposed for funding by external sources is required to:
1. Disclose, prior to applying for external funding, all “significant financial interests” over the previous twelve-month period (and those of his/her spouse, or dependent children) related to his or her institutional responsibilities.
2. Complete an annual disclosure form at the beginning of each academic year during the period of an award.
3. Update the disclosure within 30 days of discovery or acquisition (e.g. through purchase, marriage, or inheritance) of a new significant financial interest (including those of the investigator’s spouse and dependent children), and at least annually throughout the life of a sponsored agreement.
4. Comply with FCOI management plans instituted by ��Ƶ.
5. Complete FCOI training via the method/curriculum approved by ��Ƶ as described on the Office of Sponsored Programs and Research (OSPR) webpage:
  1. prior to engaging in the externally sponsored research or educational activities funded by external sources.
  2. at least every 4 years during the award period.
  3. any time an investigator is new to the institution and plans to participate in externally funded research or educational activities
  4. in the event an investigator has been found to be non-compliant with this policy or a management plan instituted by ��Ƶ.
6. Disclose the occurrence of any reimbursed or sponsored travel (i.e., that which is paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available to the project sponsor and/or university) related to the Investigator’s institutional responsibilities including:
  1. the purpose of the trip
  2. the identity of the sponsor/organizer
  3. the destination
  4. the duration
  Project directors/principal investigators must ensure that all individuals who are responsible for the design, conduct, or reporting of externally funded research and educational activities disclose all significant financial interests related to their institutional responsibilities (see Section XIV. B. for definition of institutional responsibilities). This includes individuals who come to work on an established project through reallocation of effort, hiring, transfer, promotion, etc., and who thereby take on a responsible position in a project. New disclosures regarding ongoing projects shall be made by contacting OSPR.
Applicability
1. General Applicability: This policy applies to each Investigator who is planning to participate in, or is participating in, externally sponsored research and/or educational activities, regardless of sponsor or sponsor type. The policy also includes the Investigator's immediate family, which is defined as his/her spouse and dependent children.
  This policy does not apply to Small Business Innovation Research (SBIR) applications.
2. Subrecipients (ONLY APPLIES TO PHS FUNDED PROPOSALS AND AWARDS):
  Subrecipients: The responsibility to identify, manage, and report significant financial conflicts of interests only applies to subrecipients when funds flow down from or through an awardee Institution to another individual or entity and the subrecipient will be conducting a substantive portion of the work funded by the Public Health Service (PHS) of the U.S. Department of Health and Human Services, including the National Institutes of Health (NIH). No other subrecipients funded by external funds are included under this policy. Subrecipient agreements for PHS externally funded awards issued by ��Ƶ shall contain language documenting whether the subrecipient organization will be subject to ��Ƶ’s FCOI policy or the FCOI policy of the subrecipient’s own institution.
  
  When the subrecipient will be following his/her own institutional FCOI policy, ��Ƶ will obtain a written certification from the subrecipient organization that its FCOI policy complies with the applicable sponsoring agency regulations regarding the identification, management, and reporting of FCOIs. Additionally, the subrecipient agreement will require the subrecipient organization to report identified FCOIs for its investigators to ��Ƶ, and will specify an acceptable time-frame for this reporting that will allow ��Ƶ to in turn report these FCOIs to the sponsoring agency as required.
  
  If a subrecipient cannot certify that their FCOI policy and procedures meet sponsoring agency regulations, then the subrecipient organization will be required to adhere to the ��Ƶ policy and procedures, and to submit subrecipient Investigator disclosures to ��Ƶ. The timeframe for submitting disclosures will be specified, consistent with federal requirements. In addition, the subrecipient investigator(s) must complete training prior to engaging in PHS funded research at least every four years during the award period, and immediately under the designated circumstances:
  1. Institutional Financial Conflict of Interest policies change in a manner that affects Investigator requirements
  2. An Investigator is new to an Institution
  3. An Institution finds that an Investigator is not in compliance with the Institution’s Financial Conflict of Interest policy or management plan.
3. Policy Implementation Schedule: This policy was required as of August 24, 2012 for entities with PHS funding.
What is a Significant Financial Interest?
A financial interest that consists of one or more of the following interests of the Investigator (and/or those of the Investigator’s spouse and and/or dependent children) and reasonably appears to be related to the Investigator’s institutional responsibilities is considered a “significant financial interest” and must be disclosed:
1. Interests in Publicly Traded Entities: With regard to any publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure and any equity interest in the entity as of the date of disclosure, when aggregated, exceeds $5,000. For purposes of this policy, remuneration includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship). Equity interest includes stock, stock option, or other ownership interest, as determined through reference to public prices or other reasonable measures of fair market value.
2. Interests in Non-publicly Traded Entities: With regard to any non-publicly traded entity, a significant financial interest exists if the value of the total remuneration received from the entity in the twelve months preceding the disclosure exceeds $5,000, or when the Investigator (or the Investigator’s spouse or dependent children) holds any equity interest (e.g., stock, stock option, or other ownership interest), regardless of dollar value associated with that equity interest.
3. Intellectual Property Rights and Interests (e.g., patents, copyrights), upon receipt of income in excess of $5,000 related to such rights and interests.
4. Reimbursed or Sponsored Travel: Investigators also must disclose the occurrence of any reimbursed or sponsored travel that exceeds $5,000 (i.e., that which is paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available to the project sponsor and/or university), related to their institutional responsibilities. The items that would have to be disclosed are the purpose of the trip, the identity of the sponsor/organizer, the destination, and the duration.
5. Other: An Investigator should disclose any other financial or related interest that might present an actual, potential, or perceived conflict of interest.
Exclusions
Financial interests that are excluded from this policy and which need not be disclosed include:
1. Salary, royalties, remuneration paid by ��Ƶ.
2. Income from seminars, lectures, or teaching engagements sponsored by:
  1. A federal, state, or local government agency located in the United States
  2. A United States institution of higher education as defined at 20 U.S.C. 1001(a)
  3. An academic teaching hospital,
  4. A medical center, or
  5. A research institute that is affiliated with a United States institution of higher education
3. Income from service on advisory committees or review panels sponsored by:
  1. A federal, state, or local government agency located in the United States
  2. A United States institution of higher education as defined at 20 U.S.C. 1001(a)
  3. An academic teaching hospital,
  4. A medical center, or
  5. A research institute that is affiliated with a United States institution of higher education
4. Travel reimbursed or sponsored by:
  1. A federal, state, or local government agency located in the United States
  2. A United States institution of higher education as defined at 20 U.S.C. 1001(a)
  3. An academic teaching hospital,
  4. A medical center, or
  5. A research institute that is affiliated with a United States institution of higher education
  6. Intellectual property rights that the Investigator has assigned to ��Ƶ or instances where an agreement exists to share royalties to such property rights with the University. Unlicensed intellectual property that does not generate income is excluded.
  7. Income from investment vehicles or retirement accounts unless the Investigator directly controls the investment decisions for these vehicles.
  Note: Investigators must disclose all foreign financial interests (which includes income from seminars, lectures, or teaching engagements, income from service on advisory committees or review panels, and reimbursed or sponsored travel) received by any foreign entity, including foreign Institution of higher education or a foreign government (which includes local, provincial, or equivalent governments of another country) when such income meets the threshold for disclosure (e.g., income in excess of $5,000).
Disclosure Process
Each Investigator applying for external funding for research and educational activities must disclose all significant financial interests (and those of his/her spouse, and dependent children) by completing a ��Ƶ FCOI Screening and Disclosure Form, in keeping with the following disclosure requirements:
1. All significant financial interests must be disclosed prior to the time a proposal for external funding is submitted. The initial disclosure process will coincide with the normal proposal routing/approval process used by OSPR. No proposal will be submitted by OSPR until each Investigator (e.g., any individual responsible for the design, conduct, or reporting of the proposed project, regardless of title) submits the FCOI Screening and Disclosure Form.
2. During the period of the sponsored agreement, all financial disclosures must be updated by Investigators within 30 days of discovering or acquiring (e.g., through purchase, marriage, or inheritance) a new significant financial interest.
3. All financial disclosures must be updated by Investigators at least annually on September 1 of each year during the period of the award. Such disclosure shall include any information that was not disclosed initially to ��Ƶ at the time of submission.
4. Investigators newly hired or otherwise advancing to a role of responsibility in the design, conduct, and reporting of externally sponsored research or educational activities must ensure that they complete a FCOI Screening and Disclosure Form and notify the Office of Sponsored Programs and Research to disclose significant financial interests (SFIs) and complete the required training.
5. Individuals should contact OSPR to update disclosures for ongoing sponsored projects.
Disclosures made to OSPR will be forwarded to ��Ƶ’s authorized signing official for grants (or designee) for review.
Review Process
The authorized signing official for grants (or designee) is responsible for reviewing FCOI Screening and Disclosure forms in which significant financial interests have been disclosed in order to determine whether the interests could reasonably be expected to affect the design, conduct, or reporting of the activities funded or proposed for funding. The authorized signing official for grants (or designee) may request additional clarifying information from the Investigator as necessary to complete their review.
A Financial Conflict of Interest exists when the University, through its designated official(s), reasonably determines that an Investigator’s Significant Financial Interest is related to sponsored research and constitutes and FCOI. The Significant Financial Interest is related to sponsored research when:
1. the Significant Financial Interest could be affected by the research, or
2. the Significant Financial Interest is in an entity whose financial interest could be affected by the research.
If the Significant Financial Interest is determined to be related to the sponsored research, an FCOI exists when the designated official(s) determine the Significant Financial Interest could directly and significantly affect the design, conduct or reporting of sponsored research.

In the case of initial awards, the authorized official for grants or designee will conduct the review of disclosures and work with the Dean of the College where the individual will be employed to develop a management plan, if necessary, prior to the expenditure of funds. In the case of disclosures of new financial interests throughout the life of an on-going project, the authorized signing official for grants or designee will conduct the review of disclosures and work with the Dean of the College where the individual resides to develop a management plan, if necessary, within 60 days of receiving the disclosure.
Management/Monitoring Process for Identified Conflicts of Interest
The Dean of the College where the individual is employed is responsible for developing a management plan for any identified conflicts of interest to ensure that any conflict is managed, reduced, or eliminated. The Dean may include the Investigator in the development of this plan. In all cases, resolution of the conflict or establishment of an acceptable conflict management plan must be achieved before expenditure of any funds under an award.
1. Management plans may include, but are not limited to, the following conditions or restrictions:
  1. Public disclosure of significant financial interests;
  2. Monitoring of the research by independent reviewers;
  3. Modification of the planned activities (possibly subject to sponsor approval);
  4. Disqualification from participation in all or part of the project;
  5. Reduction or elimination of the significant financial interests (e.g., sale of an equity interest);
  6. Severance of relationships creating financial conflict.
2. Management plans will include at a minimum the following elements:
  1. Role and principal duties of the conflicted investigator in the research project.
  2. Conditions of the management plan.
  3. How the management plan is designed to safeguard the objectivity in the research project.
  4. Confirmation of the Investigator’s agreement to the management plan.
  5. How the management plan will be monitored to ensure investigator compliance.
  6. Other information as needed.
  In completing the FCOI Screening and Disclosure form, each Investigator must certify that if the authorized signing official for grants (or designee) determines a conflict exists, the Investigator will adhere to all conditions or restrictions imposed upon the project and will cooperate fully with the individual(s) assigned to monitor compliance throughout the life of the funded project.
Retrospective Review Process and Remedies
In instances where any of the following has occurred, the authorized signing official for grants or designee will complete within 120 days a retrospective review of the research project to determine whether bias has occurred in the research:
1. A financial conflict of interest was not identified or managed in a timely manner, including instances where an investigator failed to disclose a significant interest that is determined by the authorized signing official for grants or designee to be a financial conflict of interest;
2. The institution has failed to review or manage a financial conflict of interest;
3. An Investigator has failed to comply with the conflict of interest management plan proscribed by the Dean of the College where the individual is employed.
If it is determined through retrospective review that the research has been biased by the Investigator’s financial interests, then the authorized signing official for grants or designee and the Dean of the College where the individual is employed will specify an appropriate set of remedies to eliminate or mitigate the bias.
Depending on the nature of the financial conflict of interest, the authorized signing official for grants or designee may determine that additional measures are necessary with regard to the Investigator’s participation in the funded research project during the period of the retrospective review.
Maintenance of Records
OSPR will maintain records of all disclosures, reviews, and associated actions. All records will be maintained for three years following the letter of termination or completion of the project or resolution of any government action involving the records.

All FCOI Screening and Disclosure forms and related documents are considered sensitive information, and only those persons involved in the implementation of this policy will routinely have access to such records. However, all FCOI and SFI information (including institutional reviews and determinations) will be made available to the sponsoring agency upon request, or as required by this policy’s reporting requirements. Additionally, there may be circumstances in which FCOI related information is made public in accordance with sponsor regulations and the public accessibility requirements of this policy (see Reporting Process and Public Accessibility sections below).
Reporting Process
��Ƶ recognizes its obligation to report information originating from the University’s FCOI process to sponsoring agencies, and will provide the necessary information to those agencies in a manner, format, and level of detail consistent with the sponsor’s requirements for such reporting. OSPR will review the sponsoring agency’s reporting requirements to ensure the appropriate information is submitted.
1. Reporting to PHS Awarding Components: Management plan reports to PHS awarding components will include at a minimum the following elements:
  1. Sponsor Project Number or identifier
  2. Project Director/Principal Investigator (PD/PI) or contact PD/PI
  3. Name of Investigator with the financial conflict of interest
  4. Name of entity with which the Investigator has a financial conflict of interest
  5. Nature of the financial interest (e.g., equity, consulting fee, travel reimbursement, honorarium)
  6. Value of the financial interest (utilizing the categories below is permissible):
    $0-4,999
    $5,000 - $9,999
    $10,000 - $19,999
    $20,000 - $39,999
    $40,000 - $59,999
    $60,000 - $79,999
    $80,000 - $100,000
    Over $100,000 (document in increments of $50K) $
    Value cannot be readily determined
  7. A description of how the financial interest relates to the funded research, and the basis for the institution’s determination that the financial interest conflicts with such research.
  8. A description of the key elements of the management plan, including:
    1. Role and principal duties of the conflicted investigator in the research project.
    2. Conditions of the management plan.
    3. How the management plan is designed to safeguard the objectivity in the research project.
    4. Confirmation of the Investigator’s agreement to the management plan.
    5. How the management plan will be monitored to ensure investigator compliance.
    6. Other information as needed.
2. Retrospective Review and Mitigation Reports to PHS Awarding Components:
  In the event that the failure of an Investigator to comply with this policy or with a financial conflict of interest management plan, OSPR will notify the sponsoring agency of the corrective action taken, including the outcome of the retrospective review, and the mitigation plan.
  
  Retrospective Review and Mitigation Reports to PHS awarding components will include, at minimum, the following elements:
  1. Project Number;
  2. Project Title;
  3. PD/PI or Contact PD/PI if a multiple PD/PI model is used;
  4. Name of Investigator with the FCOI;
  5. Name of the entity with which the Investigator has a financial conflict of interest;
  6. Reason(s) for the retrospective review;
  7. Detailed methodology used for the retrospective review (e.g., methodology of the review process, composition of the review panel, documents reviewed);
  8. Findings of the review;
  9. Conclusions of the review; and
  10. Description of the impact of the bias on the research project and the Institution’s plan of action or actions taken to eliminate or mitigate the effect of the bias.
Public Accessibility for PHS Awarding Components (ONLY APPLIES TO PHS FUNDED PROPOSALS AND AWARDS)
��Ƶ recognizes the importance of transparency, and that PHS requires information about FCOIs to be made accessible to the public. ��Ƶ maintains an FCOI Public Accessibility webpage to fulfill this obligation regarding PHS Awarding Components. In instances where a financial conflict of interest of senior/key personnel has been managed (rather than eliminated) the following information will be made available to the public prior to expenditure of funds:
1. Name of Investigator with the financial conflict of interest
2. Title and role with respect to the research project
3. Name of entity in which the significant financial interest is held
4. Nature of the significant financial interest (e.g., equity, consulting fee, travel reimbursement, honorarium)
5. Value of the financial interest (utilizing the categories below is permissible):
  $0-4,999
  $5,000 - $9,999
  $10,000 - $19,999
  $20,000 - $39,999
  $40,000 - $59,999
  $60,000 - $79,999
  $80,000 - $100,000
  Over $100,000 (document in increments of $50K) $ _________________
  Value cannot be readily determined
Additionally, this information will be updated annually throughout the life of the funded project, and within 60 days of any new disclosure determined to be a financial conflict of interest. The information will remain available for 3 years from the date of the most recent update of the information.
Enforcement Mechanisms, Remedies, and Non-compliance \

Failure to properly disclose relevant financial interests or to adhere to conditions or restrictions imposed by the authorized signing official for grants or designee or the Dean of the College where the individual with conflict of interest is employed will be considered a violation of this policy.

Alleged violations of this policy will be investigated by the authorized signing official for grants or designee, who will provide a written report of findings to the Provost. Breaches of policy include failure to file the necessary disclosure statements; knowingly filing incomplete, erroneous, or misleading disclosure forms; or failure to comply with procedures prescribed by the authorized signing official for grants or designee.

If the Provost determines that this policy has been violated, he/she may impose sanctions consistent with the rights of faculty and staff members under the Ethics Act (5 ILCS 430/State Officials and Employees Ethics Act), subject to applicable collective bargaining agreements. These sanctions may include, but are not limited to: notification of sponsor and possible termination of award; formal admonition; a letter to the Investigator's personnel file; suspension of the privilege to apply for external funding and/or to seek IRB/IACUC approval; and other remedies necessary to eliminate or mitigate the impact of any potential bias.

If the allegations and review suggest a possible violation of the GSU Board of Trustees regulations regarding the “provisions to ensure that persons engaged in grant or contract funded activities do not have conflicts of interest that could compromise the integrity of the activities and the university,” then a concurrent report to GSU Internal Audit will be made. See http://www.govst.edu/AboutGSU/t_AboutGSU.aspx?id=9410 for the regulations issued July 12, 1996 in Section III. Academic Affairs Subsection D. Grants and Contracts.
Appendix
1. Definitions
  1. Disclosure of significant financial interests: an Investigator’s disclosure of significant financial interests to an Institution.
  2. Financial conflict of interest (FCOI): a significant financial interest that could directly and significantly affect the design, conduct, or reporting of externally funded research or educational activity.
  3. FCOI report: an Institution’s report of a financial conflict of interest to the external sponsor, including the awarding component within PHS for PHS funded research.
  4. Financial interest: anything of monetary value, whether or not the value is readily ascertainable.
  5. Institutional Responsibilities: an individual’s professional responsibilities on behalf of ��Ƶ, which include: research, teaching, institutional committee memberships, and service on panels such as the Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), or other monitoring boards.
  6. Investigator: any project director or principal investigator and any other person, regardless of title or position, who is responsible for the design, conduct, or reporting of research; this may include collaborators or consultants.
  7. Manage: taking action to address a financial conflict of interest, which can include reducing or eliminating the financial conflict of interest, to ensure, to the extent possible, that the design, conduct, and reporting of research will be free from bias.
  8. PD/PI: a project director or principal Investigator of a funded research project; the PD/PI is included in the definitions of senior/key personnel and Investigator.
  9. PHS: the Public Health Service of the US Department of Health and Human Services and any components of the PHS to which the authority involved may be delegated, including the National Institutes of Health (NIH).
  10. PHS awarding component: an organizational unit within PHS that funds research.
  11. Research and/or Educational Activities: a systematic investigation, study or experiment designed to develop or contribute to generalizable knowledge. The term encompasses basic and applied research (e.g., for a published article, book, or book chapter), product development (e.g., for a diagnostic test or drug), and artistic or creative works. As used in this policy, the term includes any such activity for which funding is available for research and/or educational activities through a grant (sponsored project) or cooperative agreement.
  12. Significant Financial Interest: a financial conflict of interest that could directly and significantly affect the design, conduct, or reporting of externally funded research. (See section “What is a Significant Financial Interest?”)
  13. Senior/key personnel: the PD/PI and any other person identified as senior/key personnel by the Institution in the grant application, progress report, or any other report submitted to the PHS by the Institution under this subpart
  14. Small Business Innovation Research (SBIR) Program: the extramural research program for small businesses that is established by the Awarding Components of the Public Health Service and certain other Federal agencies under Pub. L. 97-219, the Small Business Innovation Development Act, as amended. For purposes of this policy, the term SBIR Program also includes the Small Business Technology Transfer (STTR) Program, which was established by Pub. L. 102-56
  15. ��Ƶ Institutional Responsibilities
    As an institution that receives external funding for sponsored programs, research, or educational activities, ��Ƶ must:
    1. Establish standards that provide a reasonable expectation that the design, conduct, and reporting of externally funded research and educational activities will be free from bias resulting from Investigator financial conflicts of interest.
    2. Maintain an up to date, written, enforced policy that complies with federal FCOI regulations and make this policy available via a publicly accessible website.
    3. Inform each Investigator of this policy and their responsibilities regarding disclosure.
    4. Require each Investigator to complete training regarding this policy prior to engaging in externally funded research and educational activities, at least every 4 years during the course of the project, and immediately when any of the following circumstances apply:
      1. The policy is revised.
      2. The Investigator is new to ��Ƶ.
      3. An Investigator is found to be out of compliance with the policy or an FCOI management plan.
    5. Take reasonable steps to ensure any PHS funded subrecipient complies with either this policy or their own institutional policy which must meet the external sponsor’s FCOI requirements.
    6. Designate an institutional official or officials to solicit and review disclosures of significant financial interests from each Investigator who is planning to participate in, or is participating in, funded research.
    7. Require that each Investigator disclose to the designated official(s) the Investigator’s significant financial interests, and those of the Investigator’s spouse and dependent children prior to submission of a proposal for external funding for research or educational activities.
    8. Require that the Investigator involved in externally funded research and educational activities submit an updated disclosure of significant financial interest at least annually.
    9. Require that the Investigator involved in the externally funded research and educational activities submit an updated disclosure of significant financial interest within 30 days of discovering or acquiring (through purchase, marriage, or inheritance) a new significant financial interest.
    10. Provide guidelines for the designated officials to determine whether a significant financial interest is related to funded research, and if so related, whether it is a financial conflict of interest.
    11. Take such actions as necessary to manage a financial conflict of interest, including any financial conflict of interest of a PHS funded subrecipient Investigator that is complying with our institution’s policy. Management of an identified FCOI requires development and implementation of a management plan, and, if necessary, a retrospective review and mitigation report.
    12. Provide initial and ongoing reports as required by the sponsoring agency.
    13. Maintain records of all Investigator disclosures of Investigator financial interests and the institution’s review of and response to such disclosures (whether or not a disclosure resulted in the institution’s determination of FCOI) and all actions under the institution’s FCOI policy or retrospective review if applicable. These records shall be maintained for at least 3 years from the date of submission of the final expenditures report, or as specified by the funding agency.
    14. Establish adequate enforcement mechanisms and provide for employee sanctions or other administrative actions to ensure Investigator compliance, as appropriate.
    15. Provide certifications regarding the University’s FCOI process in each application for funding when such certifications are required by the sponsor.
    16. Disclose information about FCOIs currently being managed in relation to the institution’s sponsored agreements via a publicly accessible website (when required to do so by the sponsoring agency)
  16. Informing the Campus Community of this Policy
    As a matter of process, Investigators will be informed of these requirements through multiple means and at several key time-points, including (but not limited to) some or all of the methods listed below. This list is not meant to be exhaustive or proscriptive, but rather is meant to convey the institution’s commitment to establishing a culture of compliance with this policy by utilizing multiple and varied communication strategies.
    1. Campus-wide communications/reminders regarding ��Ƶ sponsored programs and research policies.
    2. Publication of this policy on the OSPR website.
    3. During the ��Ƶ proposal routing process.
    4. New award communications sent to the principal Investigator during the award set- up phase, and prior to expenditure of funds.

lhendrickson@g… 04/16/2026

President Cheryl Green

11/21/2024

SEO Summary

��Ƶ's interim policy ensures objectivity in externally sponsored research by managing financial conflicts of interest among.

Office of Sponsored Grants and Research

Financial Conflict of Interest (FCOI) in Externally Sponsored Research and Educational Activities - Interim Policy (Policy 68)

Policy Categories

Academic Policies

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Policy Owner/Department

Provost's Office

Fundraising Policy

lhendrickson@govst.edu — Sun, 12 Apr 2026 22:26:01 +0000

Fundraising Policy

Purpose
All fundraising must be consistent with the organization's purpose, university policy, and state and federal laws. The Institutional Advancement Office must first approve all fundraising events. Student Clubs and Organizations must also receive approval from the Center for Student Engagement & Intercultural Programs.
Scope
1. Fundraising Event - A fundraising event is defined as an event that is raising money designated for a future use or purpose.
  1. Funds raised by campus departments, clubs, or organizations for students, faculty, staff, or otherwise shall be for the non-profit service of the sponsoring organization or donated to a registered charitable organization via the GSU Foundation (aka Foundation).
  2. No officer or member can ever receive monetary gain from the group's fundraising.
  3. Income received from fundraising cannot be given or loaned out under any circumstances to any person.
2. Registered Charitable Organization - An entity that is organized and operated for purposes that are beneficial to the public interest. In general, ��Ƶ and its entities (including student organizations) are not registered charitable organizations.
  1. 501(c)(3) – An entity that the IRS classifies as tax-exempt, nonprofit that is organized and operated for religious, charitable, scientific, public safety, literary, or educational purposes, to foster amateur sports competition, to promote the arts, or to prevent cruelty to children or animals. Donations to a 501(c)(3) organization or association are tax deductible. The GSU Foundation is a 501(c)(3) organization.
  2. The GSU Foundation, however, is a registered charitable organization, and donations may be given to the Foundation.
  3. Student organizations with a Foundation account may operate as a registered charitable organization provided the raised funds are deposited into the Foundation account.
  4. Some nationally affiliated organizations may not qualify to have a Foundation account or may be able to operate under their national foundation. Many local and national community agencies are considered registered charitable organizations.
Roles and Responsibilities
By student organization financial policy, all funds raised must be deposited in the sponsoring organization’s Foundation account. The GSU Foundation is the only 501(c)(3) associated with ��Ƶ.
1. Process and Procedures
  1. Account Creation and Existence
    1. Once an area determines it would like to participate in fundraising and has notified their appropriate Unit Head, the area should contact the Foundation via email (engage@govst.edu), phone call (708.235.7510), or schedule a meeting.
    2. Departments, clubs, or organizations should confirm the existence of a GSU Foundation-related account. If the department, club, or organization does not have a GSU Foundation account, a request for an account can be made by emailing engage@govst.edu.
    3. Once a GSU Foundation account has been approved and created, the department, club or organization will work with the Foundation team to begin collecting donations.
    4. Donation collections may include but is not limited to the following:
      1. Increasing website presence to accept donations,
      2. Creating event forms to accept donations at an event or program,
      3. Improving or beginning solicitation efforts to increase donations to a department, club, or organization from outside companies.
  2. Requistioning
    1. The process for requesting funds from a Foundation account follows the same procedures for requesting money from a non-Foundation account.
    2. If a payment to an outside registered charitable organization is requested, a check request (via the GSU Foundation) to the charitable organization should be made within 14 business days post event end. If a donation is going to an outside, non-GSU registered charitable organization, a letter stating the registered charitable organization status for said organization should be made available at the time of organizing the event.
    3. Groups promoting fundraisers that benefit one or more organizations must clearly communicate the recipients and distribution of the proceeds (for example, 50% of proceeds go to the registered student organization foundation account, and 50% goes to the registered charitable organization).
  3. Record Keeping
    1. Departments, clubs, or organizations must keep accurate records of funds raised and spent, available upon request for inspection or audit. Cash handling processes should be outlined at the time of requesting a fundraising event.
    2. All prize winners should be recorded and maintained in the organizational financial records and submitted to the GSU Foundation.
    3. Organizations are encouraged to submit a service activity report when donating funds to a registered charitable organization. This can be an internal document created by the department/organization that helps recognize and track service hours supporting the organization.
    4. Accurate reporting also helps maintain the University’s national recognition for service.
2. Specific Fundraising Practices
  1. Tickets and Auctions
    1. When consistent with financial and event policies, a registered student organization may sell tickets for an organization-sponsored event.
    2. Groups may utilize an auction to raise money by auctioning items such as art, tickets to an event, dinner at a particular restaurant, or prizes and services provided by a qualified and insured vendor.
    3. No individual or group may be auctioned for any reason such as “services” or a “date.”
  2. Sale of Food/Bake Sales
    1. The sale of food on campus by any university-affiliated group other than the official campus hospitality service is limited to store-bought donated bake/confectionery sales.
    2. A bake/confectionery sale is defined as the sale of items that will not spoil in the absence of refrigeration. Bake/confectionery sale items include cookies, brownies, popcorn balls, cake with nonperishable icing, muffins, bread, rolls, pretzels, donuts, caramel or candy-covered apples, and fudge.
    3. All items for bake/confectionery sales must be wrapped in individual portions before being brought to campus. Food must be wrapped in any substance that will permit the food to be seen by the buyer and keep the food free from contamination.
    4. A list of all ingredients used to prepare the bake sale item must be put on the outside wrapping of the food item.
    5. Persons wrapping items should take care that their hands are extremely clean before handling food. Gloves should be worn to limit contamination and spread of germs.
    6. No food license is required to sell confectionery items on campus by registered student organizations.
  3. Charitable Games Events
    1. “Charitable games event” means the type of fundraising event authorized by the Illinois Charitable Games Act, 230 ILCS 30Games of chance is defined as gambling, poker, or any recreational game in which a player gives anything of value in the hope of gaining, the outcome of which is mainly determined by chance.
    2. No fundraising event that qualifies as a “charitable games event” may be held on university property or by a university-affiliated group unless it has been properly licensed under the Illinois Charitable Games Act, 230 ILCS 30. If a group does not qualify for a license under the Charitable Games Act or cannot obtain one for any other reason, the fundraising event is prohibited by this policy as well as state law.
    3. Under Illinois law, when a person pays to play a game of chance or skill in hopes of winning a prize, the game qualifies as illegal gambling. If a group wants to offer games of chance or skill at a fundraising event but cannot obtain or does not want to obtain a charitable games event license, the fundraising event must meet at least one of the following conditions:
      1. Participants do not pay anything or give anything of value to attend the event or to participate in a game of chance or skill.
      2. No prizes are awarded to any participant(s) in the game(s) of chance or skill. When participants pay to participate in a tournament, and no prizes are provided, all proceeds must benefit a charity and the student organization.
      3. No fundraising event that qualifies as a “charitable games event” may be held on university property or by a university-affiliated group unless it has been properly licensed under the Illinois Charitable Games Act, 230 ILCS 30. If a group does not qualify for a license under the Charitable Games Act or cannot obtain one for any
  4. Raffles for Prizes (No Cash Payout)
    1. Raffles for prizes can be used to solicit funds from students, faculty, and community members. A “raffle” is any procedure whereby one or more prizes are distributed by chance among persons who have paid (or promised to pay) for a chance to win such prizes, in which:
      1. Each chance to win is represented and differentiated by a number or some other medium,
      2. One or more of the chances will be designated the/a winning chance, and
      3. Each winning chance is to be determined through a drawing or by some other method based on an element of chance by an act or acts of persons conducting the raffle. Raffles are sometimes also referred to as lotteries, drawings, gifts, sales, and other names, but the name of the procedure does not change the application of this policy or state or local law.
    2. No fundraising event that qualifies as a “raffle” may be held on university property or by a university-affiliated group unless it is conducted in accordance with the Illinois Raffles and Poker Runs Act, 230 ILCS 15, and local ordinances (including any applicable licensing and bonding requirements) and meets the following guidelines:
      1. The prizes that may be redeemed with drawing tickets and/or play money shall not be extremely valuable (less than $500); this is to ensure that a premium is not placed on winning.
      2. The raffle prize(s) must be secured before tickets are sold and cannot be purchased by the money raised by the raffle itself.
      3. No permission will be granted to any department, club, or organization on campus to hold a drawing that is contrary to University Policy (for example: offering alcohol as a prize).
      4. Drawings with cash payouts or dollar amount gift cards are not permissible.
  5. Donations of Physical Items
    1. Donation collections of physical items such as toys or clothing must receive express permission from the Foundation before collecting these items.

lhendrickson@g… 04/12/2026

Interim President Corey Bradford

04/16/2025

SEO Summary

��Ƶ's fundraising policy ensures all fundraising activities comply with university guidelines, state and federal laws, and require prior.

This policy will serve to provide consistency, compliance, and appropriate fundraising activities and success.

101

Fundraising Policy (Policy 101)

Policy Categories

Policy Owner/Department

Anti-Hazing Policy - Interim

lhendrickson@govst.edu — Sun, 12 Apr 2026 21:53:55 +0000

Anti-Hazing Policy - Interim

Purpose
��Ƶ (the “University”) is committed to fostering an environment where the health, safety, and welfare of all individuals are respected; and all employees, trustees, students, and others engaged with the University (collectively, the “��Ƶ Community”) share the responsibility for a safe and secure campus. In furtherance of that commitment, this Policy prohibits any form of hazing (as defined below) and requires that incidents of hazing be reported to appropriate University personnel immediately.
Policy Against Hazing
1. Scope
  1. This Policy applies to all individuals (i) on University property; (ii) at University-sponsored or -sanctioned events and activities; (iii) subject to the University’s Student Misconduct Policies or the University’s Employee Code of Conduct; (iv) participating in University-sponsored or -sanctioned research programs/projects; (v) conducting official University business or representing the University off campus; or (vi) engaging in any negative action having impact on individuals within the ��Ƶ Community.
  2. The University reserves the right to impose any level of sanction or discipline, up to and including suspension, dismissal or termination, for any offense under or failure to comply with this Policy. Additionally, a violation of this Policy may subject the offending person to civil, administrative, or criminal fines or penalties imposed under State or Federal law.
2. Definition
  1. Hazing means engaging in any acts not authorized by the University that intentionally, knowingly, or recklessly:
    1. Endangers (above the reasonable risk encountered in the regular course of participation in the University’s employment, programs, clubs, teams, and classes) the mental, emotional, or physical health or safety of an individual, or causes physical discomfort or mental discomfort; or
    2. Encourages an individual to engage in conduct of a sexual, or humiliating nature; or
    3. Destroys or removes public or private property;
    for the purpose of initiation, induction or admission into, affiliation with, or continued membership in any group, club, team, class, organization, or society that is associated with, established or recognized by, or otherwise connected to the University. Hazing includes, but is not limited to, physical punishments, creating excessive fatigue, work sessions, physical or emotional shock, wearing apparel which is conspicuous, public stunts, morally degrading or humiliating games or events, encouraging or requiring the illegal and/or abusive use of alcohol and/or illegal drugs, or encouraging or requiring any act that would violate Illinois State law, including but not limited to theft of or vandalization of public or private property.
    Acts described as “hazing” in this definition are considered to be hazing whether or not the subject of such conduct willingly participates in such activities.
3. Prohibition on Hazing
  1. No student, prospective student, employee, potential employee, applicant, nor other individual shall be subject to hazing for the purpose of initiation, induction or admission into, affiliation with, or continued membership in any group, club, team, class, organization, or society that is associated with, established or recognized by, or otherwise connected to the University.
  2. It shall be a violation of this Policy for any member of the ��Ƶ Community:
    1. To engage in hazing;
    2. To permit or to fail to prevent and/or to discourage known acts of hazing when such activities are known to be taking place, or where it should reasonably be known that such activities are taking place; and
    3. To fail to report known acts of hazing when such activities are known to be taking place, or where it should reasonably be known that such activities are taking place.
4. Reporting Hazing
  1. Any member of the ��Ƶ Community who witnesses, is subjected to, or becomes aware of acts of possible hazing must immediately report the incident.
    1. Incidents of possible hazing and other violations of this Policy by students should be reported to the University Office of the Dean of Students:
      Office of the Dean of Students
      1 University Parkway
      University Park, IL 60484
      Phone: 708.235.7595
      Email: deanofstudents@govst.edu
      Campus Location: C1310
    2. Incidents of possible hazing and other violations of this Policy by employees should be reported to the Human Resources Department:
      Human Resources Department
      1 University Parkway
      University Park, IL 60484
      Phone: 708.534.4100
      Email: hr@govst.edu
      Campus Location:C1360
    3. Incidents of possible hazing and other violations of this Policy may also be reported to the University Ethics Officer:
      Kaitlyn Anne Wild
      Director of Compliance and Ethics Officer
      1 University Parkway
      University Park, IL 60484
      Phone: 708.534.4846
      Email: ethicsofficer@govst.edu
      Campus Location: G328
  2. In case of an emergency, including but not limited to risk of serious bodily harm or death, the situation must be reported to law enforcement immediately:
    University Department of Public Safety
    Emergency Number: 911 (if calling from campus phone)
    Phone: 708.534.4900 (if calling direct)
    Campus Location: C1375
    1 University Parkway
    University Park, IL 60484
    University Park Police Department
    698 Burnham Drive
    University Park, IL 60484
    Emergency Number: 911 (if calling from a non-campus phone)
    Phone: 708.534.0913 (if calling direct)
5. University's Response to Reports of Hazing
  The University takes all reports of possible hazing very seriously.
  Hazing and other violations of this Policy by students will be treated as “non academic misconduct” under the University’s Student Code of Conduct (Policy 4), and reports of possible hazing by a student will be investigated and resolved in accordance with the Student Code of Conduct and Community Standards program coordinated by the Office of the Dean of Students.
  Hazing and other violations of this Policy by employees will be investigated and resolved by the Human Resources Department.
  For more information about the University’s response to reports, see the University’s Internal Investigations Policy.
Hazing Prevention and Awareness Programs
The Dean of Students (or their delegee(s)) shall coordinate the University’s provision of prevention and awareness programming related to hazing that includes research informed campus-wide prevention programs designed to reach students and employees and primary prevention strategies intended to stop hazing before hazing occurs. Such programming may include, but would not necessarily be limited to, skill building for bystander intervention, information about ethical leadership, and promotion of strategies for building group cohesion without hazing.
Hazing Statistics and Reporting
1. Hazing Incident Statistics
  The University shall:
  1. Collect information with respect to hazing incidents at the University; and
  2. Publish statistics of hazing incidents reported to campus security authorities or local police agencies as part of its disclosure of campus crime statistics in its Annual Security Report under the Clery Act, as required by the federal Stop Campus Hazing Act, Public Law 118 173, 138 Stat. 2597 (Dec. 23, 2024).
2. Campus Hazing Transparency Report
  The Office of the Dean of Students shall prepare and publish a “Campus Hazing Transparency Report” that summarizes findings of hazing violations as required in accordance with the Stop Campus Hazing Act, including as follows:
  1. The Campus Transparency Report shall contain information about findings of hazing violations, including:
    1. The name of such student organization involved;
    2. A general description of the hazing violation, including whether the hazing violation involved the abuse or illegal use of alcohol or drugs, the University’s findings, and any sanctions placed on the student organization (as applicable); and
    3. The dates on which:
      1. The hazing incident was alleged to have occurred;
      2. The investigation into the hazing incident was initiated;
      3. The investigation ended with a finding that a hazing violation occurred; and
      4. The University provided notice to the student organization that the incident resulted in a hazing violation; and
    4. Any additional information:
      1. Determined by the Office of the Dean of Students or other University department to be necessary; or
      2. Reported as required by State law.
  2. The Campus Hazing Transparency Report shall not include any personally identifiable information, including any information that would reveal personally identifiable information, about any individual student in accordance with FERPA.
  3. Not later than December 23, 2025, the Campus Hazing Transparency Report shall be made publicly available on the University’s public website, including:
    1. A statement notifying the public of the annual availability of statistics on hazing incidents as part of the Annual Security Report; and
    2. Information about the University’s policies relating to hazing (including this Policy) and applicable local and State laws on hazing.
  4. Not less frequently than 2 times each year thereafter, the Campus Hazing Transparency Report shall be updated to include the required information about hazing violations for the period beginning on the date on which the Report was last published and ending on the date on which such update is submitted.
  5. The information included in the Campus Hazing Transparency Report and each update thereto shall be maintained for a period of five (5) calendar years from the date of publication of the Report or update.
  6. The University is not required to: (i) develop and publish an initiation Campus Hazing Transparency Report until it has a finding of a hazing violation; or (ii) update the Campus Hazing Transparency Report if the University does not have a finding of a hazing violation for such period.
3. Definitions
  For purposes of this Section IV (and only this Section IV), the following definitions apply.
  1. Hazing means any intentional, knowing, or reckless act committed by a person (whether individually or in concert with other persons) against another person or persons regardless of the willingness of such other person or persons to participate, that:
    1. Is committed in the course of an initiation into, an affiliation with, or the maintenance of membership in, a student organization; and
    2. Causes or creates a risk, above the reasonable risk encountered in the course of participation in the University (such as the physical preparation necessary for participation in an athletic team), of physical or psychological injury including:
      1. Whipping, beating, striking, electronic shocking, placing of a harmful substance on someone’s body, or similar activity;
      2. Causing, coercing, or otherwise inducing sleep deprivation, exposure to the elements, confinement in a small space, extreme calisthenics, or other similar activity;
      3. Causing, coercing, or otherwise inducing another person to consume food, liquid, alcohol, drugs, or other substances;
      4. Causing, coercing, or otherwise inducing another person to perform sexual acts;
      5. Any activity that places another person in reasonable fear of bodily harm through the use of threatening words or conduct;
      6. Any activity against another person that includes a criminal violation of local, State, or Federal law; and
      7. Any activity that induces, causes, or requires another person to perform a duty or task that involves a criminal violation of local, State, or Federal law.
  2. Hazing violation means a finding in accordance with this Policy that a student organization (except that this shall only apply to student organizations that are established or recognized by the University) is in violation of this Policy’s prohibition against hazing.
  3. Student organization means an organization at the University (such as a club, society, association, varsity or junior varsity athletic team, club sports team, fraternity, sorority, band, or student government) in which two or more of the members are students enrolled at the institution of higher education, whether or not the organization is established or recognized by the University.
Acknowledgement
The University acknowledges and credits documents from the following universities in the development of this Policy: Illinois State and Eastern Illinois University

lhendrickson@g… 04/12/2026

President Joyce Ester

07/16/2025

SEO Summary

��Ƶ prohibits all forms of hazing and requires immediate reporting of incidents to protect the health and safety of our campus community.

Student Conduct Policy

Illinois Criminal Code of 2012, 720 ILCS 5/12C-50 • Federal Stop Campus Hazing Act, Public Law 118-173, 138 Stat. 2597 (Dec. 23, 2024)

Responsible Officials: General Counsel; Director of Compliance; Chief of Police; Vice President for Human Resources; and Dean of Students

102

Anti-Hazing Policy - Interim (Policy 102)

Policy Categories

Student Life Policies

Department of Public Safety

Policy Owner/Department

Legal Counsel

Dean of Students

Human Resources

Land Use Policy

lhendrickson@govst.edu — Mon, 06 Apr 2026 18:36:27 +0000

Land Use Policy

��Ƶ is situated on 750 acres of land. The Land Use Policy provides a framework for the orderly development of the University while preserving and enhancing those existing features, both natural and manmade, which give the campus its distinctive character.
Five zones are established for the ��Ƶ campus and are designated on the ��Ƶ Campus Zoning Map. Descriptions of current usage of the land and its zoning follow.
Zone 1
1. Current Usage
  1. Agricultural Land
  2. Physical Plant Operations Facilities, Hantack House Area
  3. University Independent Operations, Planning Building
  4. Instructional Activities; Krabbe House
2. Future Land Use
  1. This area is zoned as multiple-use; anticipating the continuation of current usage as well as future development such as support service, research and development, and community-related facilities, transportation services, and student housing. Student housing will preferably be located in the eastern portion of Zone 1 along University Drive. If it becomes necessary to locate student housing in the western part of Zone 1, the housing will be located outside of a corridor around the railroad tracks.
Zone 2
1. Current Usage
  1. Agricultural Land
2. Future Land Use
  1. Agricultural lands will be managed in order-to both reduce soil erosion and maintain soil fertility. Tillage practices and herbicide and pesticide applications should be based on periodic site visits and written recommendations of the Soil Conservation Service.
  2. The western section of Zone 2 along University Drive, near the Sculpture Park, is zoned for student housing.
  3. The portion of Zone 2 designated as Zone 2A is zoned for facilities related to research activities.
Zone 3
1. Current Usage
  1. Nathan Manilow Sculpture Park
  2. University and Community Events
2. Future Land Use
  This area is zoned as limited use, continuing current usage.
  1. The Campus Physical Resources Committee, or its successors, will be consulted by the Nathan Manilow Sculpture Park Advisory Council about the location of any new, permanent sculptures and any sculptures on loan to the Sculpture Park that require alteration of the normal configuration of the land, except for anchoring.
  2. The Sculpture Park will be maintained to preserve the area, including periodic mowing after nesting season to inhibit woody growth.
Zone 4
1. Current Usage
  1. Natural Plant and Wildlife Area
  2. "Field Rotation" Sculpture
  3. Conference Center and Access Road
2. Future Land Use
  1. That portion of Zone 4 not occupied by items 2 and 3 above is zoned as a natural plant and wildlife area. The principle purposes of this area are the maintenance and enhancement of plant and animal resources. Uses are limited to scientific and aesthetic study and passive recreation. Proposed uses other than these must be reviewed and recommended by the Campus Physical Resources Committee, or its successors, to ensure the maintenance of the area in its natural state.
  2. Additional sculptures are prohibited.
Zone 5
1. A. Current Usage
  1. Agricultural Land
  2. Natural Areas
  3. Athletic Fields
2. Future Land Use
  This area* excluding the athletic fields, is zoned for the expansion of University facilities for academic and/or support service purposes.

lhendrickson@g… 04/06/2026

President Leo Goodman-Malamuth II

08/01/1986

SEO Summary

��Ƶ's Land Use Policy establishes five campus zones to guide orderly development while preserving the university's natural and.

Land Use Policy (Policy 40)

Policy Categories

Vice President of Administration and Finance

Policy Owner/Department

POLICY ON SALARY INCREASES FOR ADMINISTRATIVE AND PROFESSIONAL EMPLOYEES UPON COMPLETION OF A TERMINAL OR AN ADDITIONAL GRADUATE DEGREE

lhendrickson@govst.edu — Mon, 06 Apr 2026 18:22:49 +0000

POLICY ON SALARY INCREASES FOR ADMINISTRATIVE AND PROFESSIONAL EMPLOYEES UPON COMPLETION OF A TERMINAL OR AN ADDITIONAL GRADUATE DEGREE

A salary increase will be awarded to an administrative or professional employee who completes a terminal degree or an additional graduate or professional degree from an accredited institution, provided the following conditions are met:
1. The employee holds a continuing appointment.
2. At the time of initial appointment, or subsequent thereto, the appropriate Vice President agrees in writing, upon recommendation by the appropriate unit head, that the employee should undertake the degree program.
3. The employee provides satisfactory evidence of specified degree program completion.
4. The specific program of study for the degree sought is either:
  1. undertaken to increase the employee's knowledge, skills, and/or to develop expertise in areas directly related to the responsibilities of the employee's position; or
  2. normally required or preferred of candidates for the respective position.
5. The employee's salary, at the time of program completion, is not comparable to the salaries of employees in lateral positions with similar experience and education.
The amount of the increase will be recommended by the appropriate vice president, based on consideration of salary data for a referent group composed of employees in similar, lateral positions with comparable experience and education.
Salary increases approved in accordance with these provisions will be awarded effective July 1 subsequent to the fiscal year during which degree completion is verified.
Division chairpersons will be awarded salary increases for additional degree attainment in accordance with provisions established for faculty.

lhendrickson@g… 04/06/2026

President Leo Goodman-Malamuth II

03/04/1986

SEO Summary

��Ƶ awards salary increases to administrative and professional employees who complete terminal or additional graduate degrees from.

Policy on Salary Increases For Administrative and Professional Employees Upon Completion of a Terminal or an Additional Graduate Degree (Policy 41)

Policy Categories

Academic Policies

Policy Owner/Department

Human Resources

Travel Policy

lhendrickson@govst.edu — Mon, 06 Apr 2026 15:42:12 +0000

Travel Policy

Purpose
The purpose of this policy is to ensure the ��Ƶ (“��Ƶ” or “University”) complies with Illinois State rules and regulations when paying for or reimbursing work related travel expenses for employees.
Definitions
1. Illinois Higher Education Travel Control Board (IHETCB): Board created under Illinois statutes (30 ILCS 105/12-1(a)(3)), which promulgates and publishes official travel regulations governing Illinois State public universities. Travel regulations can be found at the IHETCB website (link: IHETCB Website).
2. Official Headquarters: Specified location at which an employee’s official duties require the largest part of working time.
3. Travel through headquarters: Any travel to or through the corporate city limits of the employee’s official headquarters, regardless of whether the employee made a stop at the work site or changed vehicles or mode of transportation.
4. Travel Voucher: A form detailing and itemizing travel expenses incurred per day, which is required to be submitted by an employee seeking reimbursement for an approved business travel expenses. This form can be found on the Travel Department’s page at the University portal (link: Travel Department).
5. Travel Request Form: A form required to be approved and submitted in advance of travel for all Out-of-State and International travel. This form can be found on the Travel Department's page at the University portal (link: Travel Department).
Policy
It is the policy of the University to reimburse employees for reasonable authorized travel expenses incurred by them in the performance of their duties.
The University is required to follow IHETCB regulations (80 Ill. Admin. Code Parts 2900, 3000), as well as University procedures, and is responsible for maintaining a system of internal controls over travel expenses to ensure compliance with these regulations and procedures. These regulations and procedures apply to all employee travel regardless of the source of University funds (state, local, grants).
Supervisors approving employee Travel Vouchers are responsible in ensuring that the travel expenses being claimed are in accordance with IHETCB regulations and University procedures.
Travel Department under the Office of Financial Services and Comptroller is in charge of processing and auditing employee Travel Vouchers.
Out-of-State and International Travel
All employees must submit an approved Travel Request Form to the Office of Procurement for all out-of-State and international travel before reserving any kind of travel arrangements. Any international travel (outside the United States) must also be approved by the University President.
Transportation
Travel must be by the most economical mode available considering travel time, costs, number of persons traveling together, and work requirements.
All travel shall be by the most direct route. Travel by other routes may be allowed when the necessity of that route is satisfactorily established by the employee. The responsibility of insuring use of the most direct routes of travel possible, and for allowing use of other routes under certain circumstances, belongs with each individual employee and related supervisor. Expenses due to deviations for convenience shall be borne by the employee. When travelers interrupt travel or deviate from the most direct route for personal convenience or personal leave, they may be reimbursed only at the rate that would be applicable for uninterrupted travel by the most direct route.
Mileage
Mileage reimbursement rates can be found on the Travel Department’s page at the University portal (link: Travel Department) or on the IHETCB website (link: IHETCB Website).
Mileage reimbursement for use of a personal vehicle for authorized work-related travel required by the employees shall be reimbursed as follows:
1. Travel that originates at the residence and terminates at the headquarters - mileage in excess of normal one-way commuting mileage is reimbursed.
2. Travel that originates at the headquarters and terminates at the residence - mileage in excess of normal one-way commuting mileage is reimbursed.
3. Travel that originates at the residence and terminates at the residence, and the trip travels through headquarters to and from the location visited - mileage in excess of normal round-trip commuting mileage is reimbursed.
4. Travel that originates at the residence and terminates at the residence, and the trip did not travel through headquarters to and from the location visited - all mileage is reimbursed.
5. Travel that originates at the headquarters and terminates at the headquarters - all mileage is reimbursed.
Lodging
Lodging maximum allowances can be found on the Travel Department’s page at the University portal (link: Travel Department) or on the IHETCB website (link: IHETCB Website).
It is the responsibility of each employee to request the lowest available lodging rate at the time of making reservations. The employee should ask for a government or state rate when making the hotel reservation. The employee shall require confirmation that “State rates” offered by hotels/motels are within the lodging maximum allowance. Employees shall be prepared to provide identification and proof of State employment to obtain State lodging rates.
An employee who requires special lodging consideration due to a handicap or medical condition may be reimbursed for the actual cost of the least costly lodging that is substantially accessible.
Conference Lodging
Conference lodging or official meeting lodging may be reimbursed in an amount greater than the lodging maximum allowance, as well as designated conference hotels as designated by the conference organizers. Advance approval of amounts in excess of the lodging maximum allowances are not required. A copy of a brochure or registration form which indicates the hotel in which the conference was held should be attached to the Travel Voucher for all conferences regardless of the room rate. If the conference is held somewhere other than the hotel, a list of the recommended hotels must be attached.
Per Diem
Per diem allowances can be found on the Travel Department’s page at the University portal (link: Travel Department) or on the IHETCB website (link: IHETCB Website).
Per diem shall be paid for travel which includes overnight lodging or is 18 or more continuous hours to cover the cost of meals and meal tips. Per diem shall be based on the quarter system for computing the allowance for days or fractions thereof. Each quarter shall be 6 hours commencing at midnight, 6:00 a.m., Noon, and 6:00 p.m. The employee shall be allowed one fourth of the allowance for each period of 6 hours or fraction thereof.
When the cost of meals for approved conferences is a part of the registration fee, and paid or reimbursed by the University, the per diem allowance shall be reduced by the actual value of the meal or the amount of the applicable meal deduction allowance, whichever is less. The meal deduction allowance can be found on the Travel Department’s page at the University portal (link: Travel Department) or on the IHETCB website (link: IHETCB Website).
After Travel - Travel Expense Reimbursements
Travel Vouchers
Publication 535 of the Internal Revenue Service (IRS) (link: IRS Website) requires all claims for reimbursement of travel expenses be submitted within 60 days after the approved travel is completed. If the claim for reimbursement is not submitted within 60 days of the completion of travel, the reimbursement must be considered taxable income to the employee.
Employees are required to complete and submit a University Travel Voucher with the necessary signatures within 60 days of the last date of travel to be reimbursed for any charges paid by the employee. Travel Vouchers that are submitted after more than 60 days after travel has been completed will be included in the employee’s payroll and the appropriate amount of tax will be withheld from the employee’s wages. These amounts will also be included on the employee’s form W-2.
All travel on a Travel Voucher should be within one month’s time period unless it is a trip that extends over one month.
Travel expenses are to be shown in detail on the Travel Voucher and shall be itemized by day and by type of expenses with original receipts attached. Per diem allowance reimbursements do not require receipts.
Review and Correction of Travel Voucher
All approved Travel Vouchers are to be submitted to the Travel Department where they will be reviewed and audited for compliance with IHETCB regulations and University procedures. Any Travel Voucher not in compliance or otherwise having inadequate supporting documentation may be corrected by the Travel Department staff. The Travel Department staff may also contact the employee by phone or e-mail requesting additional information or supporting documentation. If necessary, the Travel Voucher may be returned to the employee or supervisor.
Exceptions to Travel Regulations
Travel regulations allow for payments in excess of state rates when pre-approved by the University and approved by the IHETCB. The University must report any exceptions to IHETCB. Exceptions must be necessary to meet special circumstances deemed to be in the best interest of the University and shall generally apply to situations of a non-recurring nature. The University will reimburse the employee prior to IHETCB review; however, if the exception is disallowed, the employee must repay the University the amount that was denied.
Procedures
Detailed procedures shall be in place to ensure travel expenses shown in the Travel Vouchers are appropriate, properly supported and properly approved, in compliance with the travel regulations as referenced in this policy.

lhendrickson@g… 04/06/2026

06/01/2017

02/10/2022

SEO Summary

��Ƶ travel policy outlines reimbursement procedures for employee business travel expenses in compliance with Illinois state regulations.

IHETCB Website

IRS

Travel Policy (Policy 50)

Policy Categories

Vice President of Administration and Finance

Policy Owner/Department

06/01/2017, 8/27/20, 10/19/20, 2/10/22

Campus Facilities Access and Security

lhendrickson@govst.edu — Mon, 30 Mar 2026 03:34:11 +0000

Campus Facilities Access and Security

The University maintains a strong commitment to campus safety and security. The following Campus Facilities Access & Security Policy and procedures allow for emergency notification and assistance if required.
Most campus buildings and public facilities are accessible to members of the campus community, guests, and visitors during normal hours of operation:
Monday through Friday: 6:00 a.m. to Midnight
Saturday: 6:00 a.m. to 6:00 p.m.
Sunday: Noon to 9:00 p.m.
Official BGU Holidays: Closed
Exceptions to normal operating hours are scheduled classes and special events. Specific units may also have their own established normal hours of operation within the general university operating hours listed above. All exterior doors are secured and locked each day by officers by the end of normal operating hours.
Access to facilities while closed is available only to:
1. Authorized ��Ƶ staff members who enter through a special access entrance after checking and wearing their authorized ��Ƶ photo ID, or DPS issues a Staff Building Pass for the duration of their stay during any closed period. Such staff must also check out and leave through this same area when finished. Any staff already in campus buildings and staying after closed hours must report via telephone or in person to DPS and follow the identification and exit procedures previously listed.
2. Students who complete and file an After Hours Access Permit which must receive prior approval from their instructor and appropriate division chairperson. This permit is checked at the special access entrance and student access to a specific area is then available only after surrendering a valid student photo ID, which is held for the duration of their stay; they are then issued a Student Building Pass which must also be exhibited and worn. Students must sign out, retrieve their ID, and leave through this same area when finished. Students already in campus buildings and staying after closed hours must also have an After Hours Access Permit on file, report their presence via telephone or in person to DPS, and follow the identification and exit procedures previously listed.
3. Adjunct Faculty who also complete and file an After Hours Access Permit which must receive prior approval from their appropriate Division Chairperson, and follow the identification and exit procedures for-��Ƶ staff previously listed.
Special requests to DPS for access to any unoccupied or secured areas will not be allowed unless proper identification and authorization can be established. Persons in violation of this policy may be subject to Illinois Criminal Trespass sanctions.
All campus occupants can summon immediate help from the Department of Public Safety via any campus telephone at any time (Extension 4900). As an added precaution, all students and staff are advised to keep their respective areas closed and locked during closed periods.

lhendrickson@g… 03/29/2026

President Stuart Fagan

07/02/1993

SEO Summary

Campus Facilities Access and Security policy establishes building access procedures, emergency protocols, and safety measures for ��Ƶ.

Unanimously Approved by the University Task Force on the Federal Campus Safety Act 4-23-92

Campus Facilities Access and Security (Policy 45)

Policy Categories

Department of Public Safety

Policy Owner/Department

Web-Based Publications - Interim Policy

lhendrickson@govst.edu — Mon, 30 Mar 2026 02:21:38 +0000

Web-Based Publications - Interim Policy

Purpose
The purpose of this policy is to assure that ��Ƶ’s (��Ƶ) web-based publications reflects the university’s mission and strategic plan by providing individuals and groups, including those with disabilities, access to diverse learning environments, new technologies, research, and outreach activities.
The Web-based publications may:
1. articulate and transmit ��Ƶ’s identity, values, and contributions within the university community and to its publics;
2. enhance and support recruitment of new students, faculty and staff;
3. serve as a source of information and means of communication for the broader university community;
4. serve as a community-building tool; and
5. support academic initiatives and administrative operations.
Definitions
1. Official University Web-based publications are to be consistent with the university policies, procedures and practices.
2. Course Web-based publications are materials posted to support individual courses and must be consistent with university policies, procedures, practices, and styles. In keeping with academic freedom, views and attitudes expressed are not a reflection of the university’s views and attitudes.
3. Non-university supported Web-based publications may reside on the university servers but are not governed by the university policies and procedures. They must, however, comply with all federal, state, and local laws. If there is a link from an official university publication to a non-university supported publication, there must be a transition page with notification of leaving the ��Ƶ site.
Authority and Provenance of Information on University Servers
1. All web-based publications are to be produced, published, and maintained under the authority of the individual or unit responsible for the information (e.g., the Registrar is responsible for the Schedule of Classes, the University Curriculum Coordinator is responsible for program transfer articulations from community colleges, etc.). Other university web-based content developers must refer and/or link to these authoritative sources of information rather than create their own duplicate versions of the content. Where it may be deemed more efficient or effective to summarize another unit’s published content, a link to the location of the original publication is to be provided as a reference for the site user.
2. Each unit is responsible for ensuring that the information in its official Web-based content, including links to outside resources, is correct, current, and appropriate to the goals and purposes of the unit and of ��Ƶ. Units are expected to maintain files and update, remove, or correct materials as necessary. Content that is judged by the Web Oversight Committee as having not been properly displayed or maintained within the spirit of this policy may be removed from the university servers following consultation, when possible, with the unit.
3. Content contributors use software products identified as acceptable by the Web Oversight Committee.
4. All web content will be accessible by individuals with disabilities. The Web-based publications will satisfy minimal accessibility standards as defined by the World Wide Web Consortium (W3C), www.w3.org and by Illinois Web Accessibility Standards (IWAS), www.illinois.gov/iwas/resources in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act or any organization in that role.
5. Information Technology Services maintains well-documented systems for authorizing and tracking responsibility for and maintaining security of Web-based publications.
Organizational Structure
The operational roles related to the ��Ƶ web-based publications are defined and distributed as follows:
1. Administrative and Strategic Roles
  1. The President, through the Web Oversight Committee, makes institution-wide policy decisions concerning the GSU web-based publications.
  2. In alignment with institutional decisions, unit heads (i.e., vice presidents, deans, and directors) or designees make decisions regarding unit Web-based publications and the job responsibilities of the content contributors in their units.
2. Planning and Implementation Roles
  1. The Office of Public Affairs provides leadership related to the university brand, including message and style, display of content, and graphical design. (Reference Policy 49 for additional information)
  2. Information Technology Services provides leadership on matters of technology, including the training and support of content contributors and the implementation of hardware and software solutions to support the web based publications.
3. Content Development and Maintenance Roles
  1. Units that wish to publish content within the university’s web-based publications shall identify staff to serve as content contributors.
  2. Each college/division/department or unit is responsible for maintaining accessibility for their web content.
  3. Each college/division/department or unit is responsible for notification to the user when there is a transition to content that is not an official university web-based publication.
Quality of Web-Based Publications
The university has a clear interest in presenting a high quality web-based publication to the public. Quality includes writing in a rhetorical style similar to and harmonized with those found in other official university publications such as catalogs, viewbooks, press releases, etc. Web-based content, including graphics and images, is presented in accordance with “��Ƶ Website Standards” (http://gsunet/uploadedFiles/ITS/Ektron_(Web_development)/GSU_Standards… ) and other standards employed by the Office of Public Affairs.
Compliance Standards
1. The university web-based publications comply with all applicable federal, state, and local laws, including copyright law.
2. The university web based publications comply with all university policies.
3. The university’s web-based publications are consistent with the ��Ƶ Strategic Plan and support the university’s mission.
4. The principles of intellectual and academic freedom apply to personal web content hosted on the university’s servers.

lhendrickson@g… 03/29/2026

President Stuart Fagan

04/26/2006

11/30/2006

SEO Summary

��Ƶ's web-based publications policy ensures accessible, mission-aligned online content for students, faculty, and staff.

Media and Social Media Policy

World Wide Web Consortium (W3C), www.w3.org and by Illinois Web Accessibility Standards (IWAS), www.illinois.gov/iwas/resources in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.

Web-Based Publications (Policy 65)

Policy Categories

Policy Owner/Department

Information Technology Services

Materials on ��Ƶ Monitors and Cable Access Channel

lhendrickson@govst.edu — Mon, 30 Mar 2026 02:14:56 +0000

Materials on ��Ƶ Monitors and Cable Access Channel

Purpose
This policy addresses the institutional requirements for the development and posting of informational items on the ��Ƶ (��Ƶ) Television Monitors and Cable Access Channel.
Information Posting
1. Faculty, staff, and student organizations who wish to have information and announcements posted on the ��Ƶ monitors and the cable access channel must submit the information to the Office of Public Affairs (PA). This submission process does not apply to ��Ƶ coursework.
2. Public Affairs will review the information for accuracy and compliance with University standards (reference Policy 49 for additional information).
3. Once approved, PA will coordinate the posting of the information.
4. The content for the postings must comply with applicable federal, state, and local laws.
5. The content for the postings must comply with University policies.

lhendrickson@g… 03/29/2026

President Stuart Fagan

04/26/2006

SEO Summary

��Ƶ monitors and cable access channel policy guides institutional requirements for posting informational items and announcements.

Media and Social Media Policy

Materials on ��Ƶ Monitors and Cable Access Channel (Policy 66)

Policy Categories

Policy Owner/Department