University Policies and Procedures
Welcome to the University Policy and Procedure Manual
This is the definitive source for the most current South Dakota State University policies. Policies duplicated on other websites or in print may not be the most current version. All policies documented on this site are official and supersede policies located elsewhere. South Dakota State University is governed by state and federal law, administrative regulations and policies of the South Dakota Board of Regents (SDBOR) and the State of South Dakota.
Policies
Section 1: Preface
Section 2: Academics
2:3 Course Syllabus
2:4 Student Academic Misconduct and Academic Appeals
2:5 Class Attendance
2:7 Utilization of Course Management System (D2L) in Teaching and Learning
2:8 Student Opinion Surveys of Faculty Instruction
2:9 Academic Amnesty
2:10 Textbook
2:11 Study Abroad and Travel Warnings
2:12 Student Organization Travel and Field Trips
2:13 Emeritus Faculty Designation
2:14 Adjunct Faculty Appointments
2:15 Graduate School - Change of Grade for -798 and -898 Course Work
2:16 Recording of Classroom Lectures and Distribution of Course Materials by Students
2:17 Credit Requirements for Graduate Credential Programs
2:18 Publication Delays for Theses and Dissertations
2:19 Graduate Assistants and Fellows
2:20 Academic Administrative Appointments and Related Salaries
2:21 Quality Assurance for Online and Hybrid Courses
2:22 Use of Graduate Credit for Undergraduate Degree Requirements
2:23 Public Access
2:24 Internships and Other Experiential Learning Opportunities for University Students
2:25 Determining Minimal Faculty Qualifications
2:26 Graduate Admission and Progression
2:27 Graduate Faculty and Graduate Student Advisory Committee
2:28 Reading Placement
2:29 Non-Student Minors
2:30 Out-of-State Educational Activities
2:31 External University Advisory Boards
2:32 Visiting Scholars
Section 3: Student Affairs
Section 4: Human Resources
4:1 Employment Background Checks
4:2 Five Year Leadership Review of Administrator (View Additional Resources)
4:3 Equal Opportunity, Non-Discrimination and Affirmative Action
4:5 Prevention of Dating Violence, Domestic Violence, Sexual Assault and Stalking
4:8 Volunteers
4:9 Conflict of Interest Reporting and Approval
4:11 Employees Engaging in Political Activity
4:12 Delegation of Authority in Employment Actions
4:13 Americans with Disabilities Act Compliance
4:15 Assigning Off-Campus Work Stations
4:16 Remote Work and Alternative Work Schedules
4:17 Employee Training
Section 5: Finance and Business
5:1 Contract, Agreement and Memorandum of Understanding Review and Approval
5:3 Clothing Provided to Employees
5:4 Household Moving Allowance
5:5 Journal Vouchers
5:7 Fraud Policy
5:8 Service or Recharge Center Rates
5:9 Fixed Assets
5:13 Cell Phone Stipends and State-Owned Cell Phones
5:14 Event Ticket Sales and Accessible Seating
5:15 Employee Travel
5:16 Consulting Contracts
5:17 Institutional Representation Funds
5:18 Reporting Works of Art and Historical Treasures
5:19 MyJacks Cards
5:20 Credit Card Payments
5:21 Property Management
5:22 Research Subject and Incentive Payments
5:23 Awards and Prizes
5:24 Goods or Services Sold to the General Public
5:25 Allowable Expenses for Student Programs
5:27 Fixed Price Award Residual Balances
5:28 Administrative Withdrawal for Accounts Receivable Balances
5:29 Cost Share
5:30 Participant Support Costs on Sponsored Projects
5:31 Program Income from Sponsored Projects
5:32 Charging Direct Costs on Sponsored Projects
5:33 Cost Transfers on Sponsored Projects
5:34 Minimum Effort on Sponsored Projects
5:35 Purchasing Policy
5:36 Department Responsibilities with University Funds
5:37 Gift Acceptance
5:38 Affiliated Entities
Section 6: Facilities
6:1 Utility Vehicles
6:2 Media Access to University Property
6:3 Naming of University Facilities, Programmatic Units or Funded Academic Honors
6:4 Sale of Alcohol on University Property
6:5 Telecommunications Equipment and Facilities
6:6 Smoking and Tobacco Free Campus
Section 7: Technology
7:1 Acceptable Use of Social Media
7:3 Digital Millennium Copyright Act
7:4 Legal Holds
7:5 Acceptable Use of Information Technology Systems
7:7 Anti-Virus Use and Updates
7:8 Remote Access and Authentication
7:10 User Account Creation and Management
7:11 Updating and Patching Operating Systems
7:12 Technology Purchases
7:13 IT Security Policy for Employees Leaving the University
Section 8: Research
8:1 Export Controls
8:2 Responsible Conduct of Research Training
8:3 University Reporting of Applications for External Funding
8:4 Indirect Cost Recovery (F&A)
8:6 Institutional Animal Care and Use
8:7 Protection of Human Subjects
8:8 Sponsored Programs Risk Management Fund
8:9 Research Infrastructure Improvement Fund
8:10 Unmanned Aircraft Systems (UAS)
Section 9: Intellectual Property
Section 10: Safety and Security
10:1 Football Tailgating
10:2 Notification that a Student is Missing
10:3 Community Notification of Potential, Imminent or Active Threat to the University
10:4 Dangerous Weapons and Firearms
10:5 Automatic External Defibrillator (AED) Policy
10:6 Cameras Used for Safety and Security
10:7 Emergency Closings
10:8 Exclusion of Members of the Public for Disruption of University Activities or for Misconduct
10:9 Fire Alarm System Response, Maintenance and Testing
10:10 Fire Safety
10:11 Clery Act Compliance
10:12 Environmental Health and Safety
10:13 Fireworks, Pyrotechnics and Flame Effects
Section 11: Centers and Affiliated Units
Forms
Section 2 Forms
- 2:4 Academic Appeals Reporting Form
Academic Misconduct Resolution Form
SDSU Academic Misconduct Report - 2:8 Student Comments Option for Student Opinion Surveys
- 2:9 Academic Amnesty Petition Form
- 2:11 Travel Warning Policy Waiver Request Form
- 2:12 Release and Waiver of Liability; Assumption of Risk Agreement; Indemnity Agreement; and Consent to Medical Treatment and Emergency Contact Form
Student Activities/Trips Authorized Request Form for University-Sponsored/Recognized Trip Absence
Request for Field Trip Charge - 2:14 Unpaid Adjunct AA/EEO Information, Standard Paid or Unpaid Adjunct Offer Letter
- 2:19 Letter of Offer Template
- 2:20 Academic Administrative Stipend Guidelines
- 2:21 Online Course Review Rubric
D2L Tools Checklist
Online Course Delivery Workflow Chart
JGuide for Course Development Roadmap
Major Components of Online Instructor Training
Early Account Request Form - 2:22 Senior Permit
Request to Use Graduate Credit to Fulfill Undergraduate Degree Requirement - 2:23 Addendum to Publication Agreement
- 2:25 Determining Qualified Faculty: Tested Experience Form
- 2:26 Academic Appeals Reporting Form
- 2:28 Reading Placement Exemption Form
- 2:29 Youth Program Planning Guide
- 2:32 Request for Visitor Form
Section 3 Forms
Section 4 Forms
- 4:7 Alcoholic Beverage Non-Sale Permit Application
- 4:8 New SDSU Volunteer Paperwork DocuSign PowerForm
Returning SDSU Volunteer Work Agreement DocuSign PowerForm
SDSU Minor Volunteer Paperwork DocuSign PowerForm - 4:9 SDBOR Conflicts of Interest Short Form (contact HR)
SDSU Private Practice, Consulting and Outside Activity Form - 4:11 Elective Political Office Report Form
- 4:16 Request for Alternative Work Schedule and/or Remote Work Arrangement
Section 5 Forms
- 5:2 Membership and Licensure Approval Form
- 5:4 Household Moving Allowance Form
- 5:5 Journal Voucher Template
Noncash Voucher to Another State Agency - 5:8 Service Center Approval Sheet
Service Center Rate Template - 5:11 University Department Deposit Form
- 5:13 Request for Cell Phone Stipend or Cellular Device
- 5:15 Travel Voucher
Out of State Travel Request Form
Delayed Travel Reimbursement Request Form
Travel Advance Request Form
University Travel Manual - 5:16 Consultant or Services Contract
- 5:19 Door Access Request Form
- 5:21 Computer Surplus Form
Miscellaneous Surplus Form
Equipment Transfer Form - 5:26 Request for Petty Cash Fund
Request for Permanent Change Fund
Request for Temporary Change Fund - 5:27 Fixed Price Close-Out Form
- 5:32 Grants Delegation of Authority Form
- 5:33 Journal Voucher Template
Cost Transfer Form
Section 6 Forms
Section 7 Forms
Section 8 Forms
Section 9 Forms
New and Recently Revised Policies
12/06/2024 Revised Policy - Financial Aid (3:4)
(Policy was revised to reorganize content and to align with the current practices of the Office of Financial Aid and Scholarships.)
12/06/2024 Revised Policy - Financial Aid Satisfactory Academic Progress Standards (3:5)
(Policy was revised to reorganize content and to align with the current practices of the Office of Financial Aid and Scholarships.)
12/04/2024 Revised Policy - University Cash Receipts (5:11)
(Policy was revised as part of an annual review to align with the current practices of the Cashier's Office.)
12/04/2024 Revised Policy - Established Cash Funds (5:26)
(Policy was revised as part of an annual review to align with the current practices of the Cashier's Office.)
Draft Policies
Pertinent draft policies will be posted here to allow for feedback from the campus community. You are encouraged to review and send comments or questions regarding any of the draft policies to the University Policy Manual Editor.
New Policy: Naloxone Accessibility and Administration
*New policy created to support the university's commitment to maintaining a safe, substance free campus, and to help prevent opioid overdoses.
Revised Policy: Policy and Procedure Approval (1:2)
*Policy was revised to remove reference to hardcopy edition of the policy manual as this is no longer maintained.
Revised Policy: Campus-Wide Posting (6:9)
*Policy was revised primarily to add provisions and align SDSU practices with SDBOR Communications and Branding Policy (1.7.6). This policy change implements closed/limited public forum rules and changes where digital board (i.e., televisions and digital reader boards) content approval is managed. Review and approval would be managed centrally, instead of locally, by the University Student Union, consistent with the printed poster review and approval process and pursuant to all the governing standards; University Marketing & Communications would continue to provide templates for the use of brand standards on digital boards with content created locally; and central management of digital boards would provide a mechanism for SDSU to deploy enhanced emergency messaging through digital boards across the university. This also aligns practices with the new software that manages the use of digital boards.
Revised Policy: Sponsored Programs Risk Management Fund (8:8)
*Policy was revised to add a reference to the newly established university central risk management fund.
New Policy: Risk Management Loss Coverage Program
*New policy establishing a university central risk management fund to support losses that are not covered by SD Risk Management procured insurance, PEPL fund coverage, or the sponsored programs risk management fund as set forth in University Policy 8:8. Individual departments would no longer purchase loss insurance for personal property (i.e., insurance for ATVs, farm equipment, vehicles, etc.) as this would be covered centrally through the risk management fund.
Revised Policy: Dangerous Weapons and Firearms (10:4)
*Policy was revised to formally delegate the V.P. for Technology and Security to make authorizations under the policy and to add a provision regarding hunting access.
University Policy Spotlight Series
Additional Links of Interest
- South Dakota Board of Regents Policy Manual
- SDSU Employee Handbook
- SDSU Faculty Handbook
- SDSU Student Handbook
- SDSU Student Organization Handbook
- South Dakota Board of Regents Records Retention Manual
- South Dakota Administrative Rules
- South Dakota Codified Laws
- Office of SDSU General Counsel
- Alcohol Service Permit Process Frequently Asked Questions
