Policies, Regulations, and Procedures
A number of William & Mary's policies and procedures are collected below. They are also listed in alphabetical order, on the "Policies A-Z" site.
All members of the campus community are required to abide by those policies applicable to their activities, under the university’s Code of Ethics. Policy violations may be reported to the Chief Compliance Officer.
If you are aware of any documents that should be included on this site, or have any questions about the contents of the site, please contact [[phmaso, Pamela Mason]], Chief Compliance Officer.
Code of Ethics
Integrity is one of the core values of William & Mary. Thus, we are committed to lawful and ethical behavior in all of the university's activities. At William & Mary, we insist that all members of the university community -- our board members, employees, students, and volunteers -- comply with all laws, regulations, policies and ethical norms applicable to them. More generally, we are to be honest, fair, and trustworthy ourselves and to take care that other members of the university community are also.
We, as members of the William & Mary community, will:
- Obey the laws, regulations, and policies applicable to our university activities.
- Protect and preserve university resources and ensure their proper use.
- Avoid both conflicts of interest and the appearance of such conflicts.
- Safeguard confidential information.
- Make procurement decisions impartially and objectively.
- Maintain effective internal controls to safeguard the regularity and integrity of our activities.
- Treat other people with dignity and respect, ensuring there is no discrimination or harassment at William & Mary.
- Report any illegal or unethical action that comes to our attention, so the university can investigate and take corrective steps.
This Code of Ethics was adopted by the Board of Visitors of William & Mary on April 17, 2009. It applies to William & Mary and the Virginia Institute of Marine Science.
General Policies
- Code of Ethics
- Statement of Rights and Responsibilities 1991
- Conflict of Interests Policy 2018
- Emergency Closing Policy 2014
- Posting on Campus (posters, advertisements, etc.)
- Public Records Access (FOIA) Policy
- Smoking Policy 2019 (pdf)
- Travel Reimbursement Policy and Forms
- Policy on Sustainability 2008 (pdf)
- Vehicle Use Policy 2009
Personnel (HR) Policies
- Employee Clearance Procedure
- Policy Prohibiting Sexual Harassment
- Faculty Handbook and Other Policies for Instructional and Research Faculty
- Classification Policy 2017
- Compensation Policy
- Employee Background Checks Policy
- Employee Background Checks Procedure
- Out of State Employees
- Policies for Executive Employees
- Policies for Professionals and Professional Faculty
- Policies for Operational Employees
- Policies for Classified Employees
- Policies for Hourly Employees
- Policy and Procedures for Undergraduate and Graduate Student Hourly Employees (pdf)
- Telecommuting Policy
Campus Grounds and Facilities
- Access Control Policy for University Facilities
- Approval of Maintenance, Repair, Modification, and Construction of University Facilities or on University Grounds
- Crim Dell Meadow Policy
- Crime Reporting Policy
- Emergency Closing Policy (Including Essential Personnel Duties)
- Employee Dog Policy
- Energy and Water Use Policy
- Off-Street Vehicular Traffic and Parking
- Open Flames on Campus Regulation (link to Virginia Administrative Code)
- Parking Regulations
- Policy on Posters, Banners, Signs, and Decorations
- Protecting Minors on Campus
- Smoking Policy (pdf)
- Sunken Gardens Policy
- Tent Policy
- Traffic
- Use of Campus Facilities (covers free speech and expressive events)
- Use of Campus Facilities - Reves Room
- Use of Campus Facilities - University Centers
- Weapons on Campus policy (pdf)
- Weapons On Campus Regulation (link to Virginia Administrative Code)
- Workplace Violence Policy: State (DHRM) policy applicable to classified and hourly staff
Students (see also "Campus Grounds")
- Academic Regulations
- Preferred Name, Personal Pronoun and Gender Identity Policy (pdf)
- Policy on Alcohol and Other Drugs (see also policy on events serving alcohol)
- Copyrighted Works (pdf)
- Disability Accommodation
- Events at which Alcohol is Served
- Fundraising
- Greek Life Policies
- Hazing Policy
- Honor Code
- Medical Amnesty Policy
- Missing Student Protocol
- Rights and Responsibilities
- Returned Check Policy
- Student Handbook
- Student Records Policy & FERPA Notice
- Student Survey Policy - Policy on Non-Academic Surveys Conducted by Students or Student Organizations
- Student Travel to University Travel Advisory Countries
- Undergraduate and Graduate Student Hourly Employees Policy and Procedures (pdf)
Financial Policies
- Accounting Policies and Procedures (CAPP Manual)
- Agency Fund Policy
- Policy on Contracting and Signature Authority
- Designation of Funds as Donation/Gift or Grant/Sponsored Program
- Formation and Operations of Centers
- Conflict of Interest
- Internal Audit Policies and Procedures
- Internal Controls (Authorization for Disbursement of Funds)
- Procurement Policies and Procedures, including Contracting Handbook
- Returned Check Policy
- Sales and Use Tax Exemption Policy
- Small Purchase Charge Card Policies & Procedures (pdf)
- Time sheet Policy
- Wireless Communication Policy and Procedures
Research Activities
Other Policies
- Affiliated Scholars Program (pdf)
- Distinguished International Visitor Policy
- Gift Acceptance Policy (pdf)
- Institutional Change Policy
- International Travel Policy
- Law School
- Permanent Residency Policy
- Social Media Comment Policy
- University Catalogs
- University Style Guide
- Virginia Institute of Marine Science (pdf)
- Licensing Policy
Discrimination-Related Policies and Procedures
Safety-Related Policies and Regulations
- Campus No Contact Orders and Orders of Protection
- Crime Reporting Policy
- Missing Student Protocol
- Timely Warning Policy
- Travel to CDC Warning Country Policy
- Travel to University Advisory Countries
- Violence and Threat Management Policy
- Weapons on Campus Policy - for employees, faculty, contractors and volunteers (pdf)
- Policy on Weapons, Firearms, Combustibles and Explosives - for students
- Weapons on Campus Regulation (for visitors and other third parties)
Information Technology and Security Policies and Standards
- State (DHRM) Use of Electronic Communications and Social Media Policy (pdf)
- Data Classification and Protection Policy
- College Information Security Policy
- Policy on Granting Access to Individual Electronic Records
- Data Encryption Standard
- Acceptable Use Policy for Faculty and Staff
- Acceptable Use Policy for Students
- Website Policy for Departments and Organizations
- Red Flags Policy on Identity Theft
