Policy Library

Clark University is committed to the utmost integrity in fulfilling its mission and thereby requires the same level of integrity from its employees. The acceptance of Gifts or Hospitality or other benefits may improperly influence an employee in their discharge of official duties or create the perception that the employee is receiving personal gain by virtue of their position at the University. These guidelines provide Clark’s expectation on employees accepting Gifts and Hospitality from external sources. Departments and unitsmay imposemorestringentprocedures,asthey deem appropriate andnecessary,to preserve the University’s integrity.

The purpose of this policy is to establish minimum procedural requirements for emotional support, service and other animals on campus, in order to stay in compliance with Americans with Disabilities Act (ADA), the Rehabilitation Act, and the Fair Housing Act. In addition, this policy will ensure the safety and privacy of students, employees and visitors on campus.

This policy sets forth standards for responsible and acceptable use of Clark University’s Information Technology Systems (ITS) resources. These resources include computer systems, computer labs, applications, networks, software, electronic communications and information sources, web pages, and related services.

The purpose of this updated policy is to ensure safety throughout the Clark community by requiring background checks under certain circumstances for new and current employees, students, independent contractors and volunteers seeking employment and volunteer opportunities at Clark. Information discovered through the background check process will be used solely for the purpose of evaluating a finalist’s suitability for employment, or a person’s suitability to work with and around minors on campus. Please also reference the Minors on Campus Policy. 

The Clark University Police Department (CUPD) adopts the use of Body-Worn Cameras (BWCs) to visually and audibly record certain interactions between officers and the Clark community as well as the general public and to retain associated video for a period of time. Officers shall utilize the device in accordance with the provisions of the BWC policy. The use of BWCs by officers is to determine their effectiveness in enhancing policing transparency on-campus and increasing public trust and police-community relations. BWCs are an effective tool to preserve factual representations of officer-civilian interactions. BWCs are also effective in capturing video and audio evidence for use in criminal and internal investigations and officer training.

The purpose of change management is to ensure that standardized methods and procedures are used to alter the production environment, minimizing negative impact to services and customers and ensure audit compliance.

Formally known as the “Preferred Name Policy,” the Chosen Name Policy has been updated to be more inclusive of active students, faculty and staff who would like the University to recognize them with a first chosen name other than their legal first name. Please note that there are some instances where a legal first name is required and a chosen first name cannot be utilized.

Your Clark Account provides access to computing resources across the University.  It is used to access campus computers, the wireless network, your email, file shares, CUWeb, and many other services.  Your Clark Account credentials secure your online identity and you are responsible for securing these credentials and the actions taken using your credentials.

The Clark University Conflict of Interest Policy Statement convers all members of the Board of Trustees, all officers and “key employees” of the University, and is also intended to provide a framework for all faculty, employees, and volunteers in their service to the University. 

A data classification policy is necessary to provide a framework for securing data from risks including, but not limited to, unauthorized destruction, modification, disclosure, access, use, and removal. This policy outlines measures and responsibilities required for securing data resources. It shall be carried out in conformity with state and federal law.

No member of the Clark community is permitted to electronically store or maintain credit card or debit card numbers, expiration dates, and/or security codes in any way relating to Clark or Clark-sponsored activities. Information Technology Services (ITS) must approve the use of any system or application that electronically processes, stores, or transmits credit card data.

Clark University employees who have supervisory responsibilities and whose job responsibilities include the maintenance or use of confidential data or restricted data are responsible for ensuring compliance with Clark’s data security policies as well as initiating corrective action if needed. 

The right to freedom of expression at Clark includes the right to acts of peaceful dissent, nonviolent protests, and orderly demonstrations including picketing and the distribution of leaflets. This document outlines the University policies that govern such expression, and aligns with the institutional Statement of Freedom of Expression and Community Values.

This policy supplements and supports the Clark University Data Security Policies by defining the University’s procedures for retaining and destroying documents containing any Confidential and/or Restricted data types as described in Clark University Data Classification Policies. 

A working spreadsheet that lists specific documents that may or may not contain protected data and identifies identifies the schedule for retention and destruction of each document type and may be a resource for future Discovery/eDiscovery proceedings.

The purpose of this policy is to ensure the proper use of Clark University’s electronic mail communication system and make users of the email system aware of what Clark University deems to be acceptable and prohibited use.

Clark will acknowledge the birth, adoption and passing of an employee’s immediate family members. Should you be made aware of one of the above-listed events, please contact the Office of Human Resources who will recognize the event by sending the employee an appropriate acknowledgment. The purpose of this policy is to avoid department funds being utilized for this type of occasion. Please also reference the Entertainment and Gift Policy.

Clark generally furnishes employees with legal defense through legal counsel selected by the University and with payment of judgments, fines, penalties, settlements and any other expenses actually and reasonably incurred in connection with an actual or threatened civil, criminal, or administrative action, claim, or proceeding (an “Action”) brought against such employees by reason of being an employee of the University or serving at the University’s request as a member of or representative to an entity outside the University.

The purpose of this policy is to ensure that employees identified as performing essential services during limited on-campus operations whom are required to travel/be on campus during severe weather/natural disasters, fire or related hazards, etc., are compensated or receive additional vacation or compensatory time for this service to the Clark community. Please also referent the Inclement Weather Policy and the Facilities Management Handbook.

Clark University provides its faculty, staff and students with access to the electronic resources they need to support its mission of education, research and service. In providing for these electronic resources, Clark also encourages appropriate use of the Internet with respect to copyright law. 

The Higher Education Opportunity Act of 2008 (HEOA) is a reauthorization of the Higher Education Act of 1965. It includes provisions that are designed to reduce the illegal uploading and downloading of copyrighted works through peer-to-peer (P2P) file sharing. 

The purpose of this Gift Acceptance Policy is to establish clear guidelines and procedures for the acceptance of gifts received by Clark University (“Clark” or “University”). This policy ensures that gifts align with the University’s mission, values, and strategic priorities while maintaining academic independence, integrity, and ethical standards. By providing a transparent framework, this policy aims to facilitate informed decision-making, promote effective gift management, recognize and appreciate donors, and ensure compliance with legal and regulatory requirements.

Clark University reaffirms its commitment to employ a diverse faculty and staff and to a policy of affirmative action directed at increasing the presence of minority group members in the belief that a diverse Clark community is essential to our educational goals.

This policy defines the general procedure by which a student enrolled in an IDCE graduate degree program would initiate a request for review of their current tuition remission based on an extenuating material change in circumstances in the form of a hardship, financial hardship or financial crisis.  The IDCE Director/Dean may, with approval of the Provost, adopt and impose division-level policies or policy changes without going through official institutional approval processes as long as the policy only affects the department and does not conflict with existing institutional-level policies.

As a primarily residential campus with students who continue to need services irrespective of the weather, Clark University rarely closes.

This policy is expressly intended to avoid inhibiting individual expression and inquiry by members of our campus community and should not be interpreted as indifference to important issues or lack of care for the wellbeing of our community on the part of the University as a corporate entity. Nor does it relate to or influence the way in which members of our faculty demonstrate and/or express their thought leadership and expertise. 

Clark University supports faculty, staff, and student participation in international activities and promotes the development of opportunities for international study and research. To this end, the University attempts to balance the value of participation in international activities against potential risks and crises that may develop. The University also seeks to provide resources to assist students, faculty and staff in preparing for safe and successful international travel.

Clark University (the “University”) is committed to preserving the safety, security, and well-being of students as well as all members of the University community.  The University acknowledges that there may be situations where students experience a medical crisis, a mental health crisis, or a personal event that significantly affects their ability to function successfully or safely in their role as a student. When such an event requires a medical/mental health intervention, the student may be encouraged to take a voluntary leave of absence to address their medical condition.

Each academic department and administrative office at Clark must select an individual who is responsible for maintaining the content on their official website. Generally, the Web Content Manager or WebCM should be a staff member within the department. 

With a few updates, this policy now includes Vehicle Requirements, Qualifications of Driver(s) and the use of Swimming Pools for all camp programs. It also now includes several Appendixes referencing standardized forms that should be utilized when engaging with minors for different occasions.

The Clark University (CU) name and logo are registered trademarks of CU. This Policy outlines rules for the use of the institution’s name and likeness for the campus community as well as external individuals and organizations.

Passwords are an important aspect of computer security. A poorly chosen password may result in unauthorized access and exploitation of Clark University’s resources. All users, including employees, students, contractors and vendors with access to Clark University systems are responsible for taking the appropriate steps as outlined in this policy to select and protect their passwords. This document is intended to offer minimum standards for system and application administrators and developers. 

Clark encourages employees and managers to resolve any employment-related disputes on an informal basis. Clark recognizes that not all disputes can be resolved informally and has established the procedures set forth below to deal with some of those issues. No employee will be retaliated against because they have sought resolution of a problem through the grievance procedures.

Anyone with access to an IT managed space has a responsibility for keeping it protected.  The granting, controlling, and monitoring of physical access facilities is extremely important to an overall security program. The purpose of this policy is to establish the rules for the granting, control, monitoring, and removal of physical access to Clark University ITS managed facilities. This policy applies to all individuals that use Clark University Information Resources.

This policy defines the general process by which a contract involving Clark University (“University”) might be (1) created; (2) reviewed and approved; and (3) appropriately signed by an authorized University official. This policy applies to anyone executing a contract that in any way binds the University to providing goods, services, remuneration, or anything else to a person or entity.

This policy defines the general process by which a policy involving Clark University (“University”) might be (1) created or revised, and (2) reviewed and approved.

Clark University is committed to active citizenship and, as a result, encourages faculty, staff and students to exercise their right to participate as individuals in the political process, whether they are running for office, reaching out to their elected officials, or expressing their views in public or private forums. At the same time, no member of the university community should feel any institutional pressure to support a particular candidate or position.

Clark University is fully committed to providing an informative, useful, and engaging website for its visitors. This privacy policy sets out how Clark uses and protects any information that you give to Clark when you use Clark-controlled and operated websites as well as other information you may provide to us from time to time.

The purpose of this policy is to state the requirements for remote access to computing resources hosted at Clark University using Virtual Private Network (VPN) technology.

Clark University may provide or approve alternative work arrangements for positions that are deemed fully remote or to accommodate flexible schedules for employees through a combination of on-campus and remote presence. 

This policy governs the reporting and investigation of suspected violations of law or University policy (“Improper Activities”) and the protection of the reporters from retaliation. It describes the procedures for investigating known or suspected Improper Activities and addressing complaints of retaliation for raising such issues. 

The purpose of this policy is to specify the Clark University internal information security awareness and training program to inform and assess all faculty and staff regarding their information security obligations.

This policy applies regardless of whether staff use computer systems and networks, since all staff are expected to protect all forms of information assets including computer data, written materials/paperwork, and intangible forms of information.

Clark University must provide a secure network for our instructional, research, and administrative activities. This policy applies to all members of Clark University who have any device connected to our network, including, but not limited to, desktop computers, laptop computers, server computers, wireless computers, specialized equipment, cameras, building and environmental controls. The policy applies to university-owned devices as well as personally-owned devices that connect to our network.

In the interest of providing the Clark University community with a safe environment to learn, teach, live, and work, the University maintains the Space Access policy.  The purpose of the Space Access Policy is to protect the safety, property and privacy of Clark University, and of individuals assigned to use University facilities, by limiting access to such spaces and facilities to approved individuals.

This statement of principles articulates Clark University’s commitments and ideals relating to freedom of expression and academic freedom, respect for each other within our campus community, and freedom from harassment and intimidation.

This document is intended to help guide Clark University departments and offices in responding to subpoenas and other records/information requests it receives requesting information from a record in the normal course of business.  The term record includes, but is not limited to, paper documents, electronically stored documents and information, photographs, video surveillance footage, information on hard drives, etc. Note that these are guidelines only and any questions should be raised with General Counsel before honoring a subpoena served upon the University.

Clark University’s travel policy is designed to provide uniform guidelines and procedures regarding travel, and the management of related expenditures, by faculty and staff on University business. The intent of this policy is that reimbursement be fair to faculty and staff and equitable across the University, while maintaining compliance with IRS regulations.

The University is committed to providing equitable Student Life benefits for all students, including traditional and non-traditional students, those taking classes in the day and evening, and those studying on campus or online. To support this commitment, Undergraduate Student Activities & Programming Fees (SAPF) are collected from students to support events and activities on campus. The fee funds extra- and co-curricular opportunities. The funds collected from SAPF are predominately administered through the respective student governance bodies, as approved by the Dean of Students or their designee.

The general safety of students, faculty, staff and visitors as well as the overall appearance and first impression of campus grounds are very important to the University community and to its academic mission. This policy will ensure safe roads, sidewalks, paths and walkways. The University builds and maintains hardscape and softscape landscapes to facilitate the safe movement of persons and vehicles around campus. All persons who walk or ride, drive, operate, or park any vehicles on campus must obey all University traffic regulations, posted signs, and speed limits relating to the use of roads, sidewalks, and grounds. 

Clark University values the expertise and talents of international scholars, international non-faculty employees and researchers and supports sponsorship of foreign nationals (FN) for both nonimmigrant and immigrant visas, as outlined in this policy. Visa sponsorships are based on the needs of the University and must qualify as a specialty occupation as defined by USCIS. The qualifying employee must have the appropriate educational and professional background.

This questionnaire is designed to gather essential information to assess the eligibility and justification for sponsoring a staff member’s visa. Please complete all relevant sections and provide any additional information that may be pertinent to the visa sponsorship request.

Clark’s website is the University’s face to the world. It is one of the first places prospective students visit when exploring colleges and universities. Thousands of alumni and friends use the website to learn about campus news and events. The site is also an excellent resource for current students, faculty and staff, as well as the press. Here are some tips for creating and maintaining departmental Web pages that put Clark’s best face forward.