3.1.2 Institutional Animal Care & Use Committee (IACUC)

Type of Policy
Administrative
Policy No
RESEARCH 3.1.2
Effective Date
Last Revised
Policy Owner
Georgia Tech Research Corp. (GTRC)
Contact Name
Mary Beran
Contact Title
Associate Director
Contact Email
mary.beran@gtrc.gatech.edu
Reason for Policy

The Georgia Institute of Technology is committed to ensuring that vertebrate animals used in research and teaching activities receive humane care and treatment.

Policy Statement

The Institutional Animal Care and Use Committee (IACUC) is charged with reviewing all proposed use of vertebrate animals, regardless of where the work is performed and source of funding, if any. The IACUC has the responsibility and authority to review, approve, disapprove, or require changes in research activities involving vertebrate animals.  This committee regularly inspects and monitors the animal care and use facilities and program at the Institute to ensure that all components are in compliance with regulations outlined in the federal Animal Welfare Act, the Public Health Service (PHS) Policy on Humane Care and Use of Laboratory Animals, and with the Eighth Edition of the Guide for the Care and Use of Laboratory Animals.  

The animal facilities are registered with the U.S. Department of Agriculture and undergo frequent, unannounced inspections by that agency.  Georgia Tech’s Animal Welfare Assurance is approved by the Department of Health and Human Services. Committee membership is structured in accordance with federal requirements; members are appointed by the Vice President for Research, who also serves as the Institutional Official for matters related to vertebrate animal subjects.   

The IACUC has set forth procedures for reporting, without fear of reprisal, concerns about the humane use and treatment of vertebrate animals used in research and teaching activities at Georgia Tech.   The IACUC meets monthly to review research protocols which propose the use of vertebrate animal subjects; committee approval must be obtained prior to initiation of proposed activities.

Scope

This policy applies to all Georgia Tech Faculty, Staff, and Students.

Enforcement

To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
 
Revision Date Author Description
12-30-2013 GTRC-ORIA Rev 1.0

Administrative Leadership Appointments for Tenured or Tenure-Track Faculty Policy

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Policy Owner
Office of the Provost
Contact Name
Michelle Rinehart
Contact Title
Vice Provost for Faculty
Contact Email
michelle.rinehart@gatech.edu
Reason for Policy

This policy guides the appointment of any tenured or tenure-track faculty member to an administrative leadership position at Georgia Tech, on either a regular or interim basis. Examples of these positions include, but are not limited to:

  • vice president/provost
  • dean
  • school chair
  • associate dean
  • associate chair
  • academic program director
  • director of graduate or undergraduate studies
  • director of a research institute or center
  • appointments to leadership roles for a limited term or interim period
Policy Statement

All appointments of tenured or tenure-track faculty to administrative leadership positions are subject to the approval of the faculty member’s school chair, dean/division head, and the Office of Faculty Affairs. Administrative leaders who will report to a dean/division head or higher also require the approval of the related executive (Provost or EVPR). Regular administrative leadership positions should be filled via competitive search.

The payment of supplemental pay for administrative duties is at the discretion of the hiring manager based on the nature of the appointment and the context of the faculty member’s current compensation. Administrative stipends are not and should not be used as a tool to increase a faculty member’s base salary. Nothing in this policy is intended to imply that all appointments to administrative leadership positions require the payment of an administrative stipend or provision of other support.

Appointment Contract, Terms, and Supplemental Pay by Position
The type of contract, length of term, and amount of supplemental pay will be based on the type of administrative appointment. Administrative stipends are not a means for addressing salary inequity.

Supplemental pay may be added to a faculty member’s base salary in return for additional responsibilities and duties associated with a leadership role within the unit/school/lab, college/division, or at the Institute level. The calculation of annual merit or other salary adjustment that may occur while serving in the administrative leadership role will be applied to the stipend and base salary in accordance with applicable USG policies.

The table below provides expected contract and terms for faculty administrative leadership appointments. Any appointment outside these terms would be an exception to this policy and require the approval of the Provost.

Faculty Administrative Leadership Appointments Guidelines

 

Title/Position

 

Contract Type

 

Term

Stipend Range per Contract Year

dean

12-months/fiscal

5 years*

$35K-$50K

school chair

12-months/fiscal

5 years*

$20K-$35K

vice provost/vice president

9-months/academic OR 12-months/fiscal depending on the requirements of the position

5 years**

$20K-$35K

associate dean

3-5years**

$15K-$25K

Any administrative leadership appointments in academic, research units not named above, including, but not limited to: associate chair, academic program director, associate vice provost, associate vice president, director of graduate or undergraduate studies, or director of a research institute or center

3-5 years**

$5K-$20K

*These terms are dictated by Faculty Handbook sections 3.3.10 and 3.3.11.
**Shorter terms are possible at the discretion of the supervisor, but terms should be consistent within a unit unless otherwise justified.

 Additional Requirements Regarding Supplemental Pay:

  • Major units (i.e. colleges, Office of the Provost, Office of the EVPR, or similar) should strive for consistency of supplemental pay for similar positions and consistent with the ranges.
  • The amount of stipend applied within the stated range should be directly proportionate to the size, complexity, and level of the unit being overseen.
  • An individual who may be serving on an academic year (9-month) contract who is appointed to an administrative leadership position that requires a fiscal year (12-month) contract will realize an increase in base salary in the conversion from 9-month to 12-month contract. That salary increase is not intended to replace the additional administrative stipend.
  • Stipend amounts should be paid as a dollar amount within the range and NOT as a percentage of salary.
  • In rare circumstances, a faculty member may hold more than one administrative leadership position and receive more than one stipend; however, the supervisor(s) must ensure that the total salary and expected workload is reasonable to the roles.

Reappointments to Administrative Leadership Positions
Generally, reappointments to administrative leadership positions are possible following a successful administrative review of the faculty member. The Faculty Handbook outlines comprehensive review procedures for school chairs and deans in sections 3.3.10 and 3.3.11, respectively. Deans, school chairs, and vice provosts/vice presidents have discretion to implement reappointment review processes to determine the length, terms, and numbers of reappointments for other administrative leadership positions within their school, college or unit. The terms, stipend, and length of the reappointment may be different than the initial appointment. Conditions for reappointment should be stated in the appointment letter.

Other Possible Support Provided to Faculty in Administrative Leadership Positions
Departments/units may opt to provide any of the following additional support mechanisms to faculty serving in administrative roles. Any additional support should be consistent with department norms and be clearly stated in appointment and reappointment letters, and is subject to applicable Institute and USG policies. Support mechanisms may include, but are not limited to:

  • summer salary (for faculty on 9-month contracts)
  • professional development funds
  • access to discretionary funds
  • travel funds for conferences
  • course(s) release during appointment and after appointment has ended
  • office space
  • student or postdoc/staff support for research activities
  • administrative staff support
  • professional/research leave following appointment (as allowed by applicable Institute and USG policy)

Appointments to Administrative Leadership Positions on an Interim Basis
Faculty members may be asked to step into one of the above listed or similar leadership roles for an interim time period, typically not to exceed one year. The additional compensation provided for the interim period should be proportionate to the level of the leadership role or administrative duties and the complexity and size of the unit.

Payment of additional compensation for interim leadership and administrative duties is at the discretion of the hiring supervisor, subject to approval of Faculty Affairs, and should be based on workload and current responsibilities. Interim appointments do not require 12-month contracts. Any additional compensation associated with serving in an administrative leadership position on an interim basis should not be included in the calculation of merit pay in compliance with USG Policy.

Appointment and Salary Funding Requirements - General
While a tenured or tenure-track faculty member serves in the administrative leadership position, their work department will be the department in which their administrative appointment is held. This may be different than the home department, which is the department where the initial or original faculty appointment is held. The work department will pay their salary unless a different agreement has been reached between the departments.

If, while serving in an administrative appointment, an individual receives an increase to their base salary from new workload or funded by the work department of the administrative appointment, those funds shall be transferred to the base salary line in the home department upon the individual’s return to their home department.

An administrative appointment may be terminated at the pleasure of the appointment supervisor.

Salary Funding Requirements - Tenured/Tenure-track Faculty Members with Rank
The individual’s status as a member of the faculty in their home (academic) department(s) remains unchanged. Tenured faculty will retain tenure. Academic rank does not change.

The home college will retain the individual's faculty salary, as well as the faculty line. At the discretion of the Dean of the home college, the salary funds may be used to support a replacement faculty member, or temporary/part-time or visiting faculty to assist with teaching load.
Upon the individual’s return to their regular faculty position in their home academic department after serving in an administrative leadership role, the school or college will be responsible to cover the base salary with existing salary funds or other funds available to them.

Letter of Appointment Requirements
When appointed to an administrative role on either a permanent or interim basis, the letter of offer/appointment should follow the template found here.

Exceptions
Alternate arrangements may be negotiated based on market or exceptional needs, or circumstances with approval from the Office of Faculty Affairs and the Office of the Provost and subject to all applicable USG and GT policies.

Scope

This policy applies to administrative leadership appointments when the individual simultaneously holds a faculty title.

Policy History
Revision Date Author Description
September 2021                                Office of the Provost                              Updates to salary and contract terms, and salary management when returning to faculty roles.
February 2016 Office of the Provost Codify existing Provost policy

Fuel Card Use Policy

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Policy Owner
Facilities Fleet Services
Contact Name
Samuel Evans III
Contact Title
Associate Director of Fleet Management
Contact Email
gtfleet@gatech.edu
Reason for Policy

As part of the University System of Georgia (USG), Georgia Tech adheres to overarching state policies regarding fueling state owned vehicles and equipment. The Georgia Department of Administrative Services Office of Fleet Management (DOAS/OFM) established the Statewide Fuel Standards & Guidelines, which serves as the primary policy document governing the use of fuel cards for fueling state-owned vehicles and equipment. All Georgia Tech owned or controlled vehicles and equipment must be fueled by using the State of Georgia fuel card.

The purpose of this policy is to establish uniform procedures, accountability and controls for fueling motor vehicles and equipment owned or controlled by Georgia Tech.

Policy Statement

All Georgia Tech departments that hold or control motor vehicles and equipment must comply with the Georgia Tech Fuel Card Use Policy and Procedures found on the Fleet Service website. On-campus, PIN users must utilize the Georgia Tech Bulk Fuel Site located at Georgia Tech Fleet Services. NO EXCEPTIONS. Use of off-site gas stations is a secondary resource.

Scope

This policy applies to all Georgia Tech departments that own or control motor vehicles and equipment.

Definitions

Bulk Fuel site The fueling facility located on campus.
DOAS/OFM Department of Administrative Services Office of Fleet Management.
FMIS Fleet Management Information System
Georgia Tech Faculty and Staff Georgia Tech employees, students, temporary staff.
Off-site Purchase Any purchases of fuel completed away from Georgia Tech main campus.
WEX Wright Express
Procedures

All departments who own or control vehicles and equipment must follow Georgia Tech Fuel Card Use Policy and Procedures found on Fleet Services website. http://facilities.gatech.edu/fleet_services/index.php

DOAS/OFM – DOAS/OFM fueling policy sets out many of the procedures for state – owned or controlled vehicles and equipment within Statewide Fuel Card Standards & Guidelines, and the Georgia Fleet Management Manual including:

5.1 Use of Fuel Card
Criteria for Obtaining a Personal Identification Number (PIN)
  • Must be a Georgia Tech employees, students, or employee with sponsor funded program.
  • Completion of the Fuel Card Application Process which includes:
    1. Signed PIN and User Agreement Form
    2. Completion of on-line Fuel Card training
    3. Completion of on-line Class C Operator Safety training.
  • All participants must complete an on-line annual recertification.
Allowable Purchases Georgia Tech fuel card shall only be used to purchase fuel for Georgia Tech owned or controlled vehicles and equipment used for official business.
Prohibited Purchases The following types of purchases are strictly prohibited by State policy. No exceptions will be granted unless otherwise indicated and in writing.
  1. Personal purchases of any kind, including fuel for personal vehicles, non-State vehicle.
  2. Cash advances
  3. Gift cards
  4. Alcoholic beverages
  5. Tobacco products
  6. Food, ice, beverages or related items including “snacks’ while traveling on official business
  7. Other purchases not specifically allowed under Allowable Purchases.
No exceptions will be granted unless otherwise indicated and in writing.
Mileage Entry and Meter Rejects Accurate mileage is the lifeblood of good fuel management and it is necessary for Georgia Tech Fleet Services to effectively monitor vehicle utilization, track vehicle preventive maintenance compliance , predict accurate vehicle cost-per-mile, understand vehicle fuel miles-per-gallon, forecast vehicle carbon footprints, calculate optimal vehicle lifecycles and other mileage related activities.
  • Drivers of Georgia Tech vehicles are required to enter the correct odometer reading (excluding tenths of miles) at the time of fuel purchase when prompted.
  • In the event the vehicle operator makes an error in the odometer reading entry, the driver should contact Georgia Tech Fleet Services with the correct information.
Bulk Fuel Sites
  • DOAS/OFM has provided necessary interfaces to enter bulk fuel data into the statewide Fleet Management Information System (FMIS).
  • All fuel obtained from bulk fuel site shall be properly documented and entered into DOAS/OFM’s management information system within five (5) business days following the original transaction date.
Declared Emergencies and Natural Disasters The Georgia Procurement Manual (GPM) grants authority to forego standard procurement requirements for needs arising from unforeseen causes. In cases involving the welfare of the general public, extreme weather conditions, or officially declared emergencies, the Program Administrator is allowed to obtain after-the-fact approval for exceptions to this policy.
Define and document use of fuel card The Wright Express card is the only fuel card authorized for use by employees of Georgia Tech. The Institute may not provide or subscribe to any other fuel programs or services, systems, or products other than those provided by DOAS/OFM.
Method for reporting fraudulent use
  • Wright Express Fuel System alerts Georgia Tech Fleet Services automatically of any unauthorized purchases.
  • Georgia Tech Fleet Services reviews all questionable transactions.
  • Georgia Tech Fleet Services informs the department supervisor regarding any employee who committed apparent misuse or fuel card fraud.
Georgia Tech Fleet Services immediately notifies Internal Audit and DOAS/OFM and provides pertinent information gathered regarding apparent misuse or fraud.
Managers / Supervisors Georgia Tech Managers and/or Supervisors must review the monthly record of all fuel card transactions to ensure drivers are in compliance with current published policies regarding purchase of fuel. Drivers are not allowed to approve their own fuel transactions. Manager or Supervisor review and approval is required without exception. The Manager or Supervisor should ensure the review is accomplished monthly. The Manager or Supervisor should contact Georgia Tech Fleet Services regarding any discrepancies.
Fueling state owned or controlled vehicle and equipment All Georgia Tech vehicles must be fueled using the state issued fuel card. For vehicles not using the fuel card, (diesel fueled) all transactions must be filed with Georgia Tech Fleet Services on the 10th of every month for the previous calendar month listing the vehicle by state ID, VIN, # of transactions, the total gallons, and the actual cost per gallon. Vehicles that go more than 90 days without reporting activity, will, within the following 10 days, be surrendered to Surplus at DOAS for redistribution or sale. Georgia Tech Fleet Services will provide a template for reporting all fuel transactions. http://facilities.gatech.edu/fleet_services/index.php
Fueling Operations

Georgia Tech Fleet Services maintains and operates bulk fuel dispenser tanks for the main campus. The cost of the fuel is below market rate. Georgia Tech Fleet Service is the primary fueling source for fueling requirements for the main campus. This offers the best value and all employees are encouraged to utilize the campus facility rather than purchase fuel offsite.

NOTE: There are currently two types of fuel cards available for Georgia Tech vehicles. Each card type provides specific parameters use with few exceptions.

“Blue” cards are designated for passenger carrying cars and light duty trucks. “Red” cards are designated for equipment. Equipment examples are lawn mowers, weed-eaters, and equipment that can be fueled from a small gas can. Exceptions include “Red” card usage for short term rental cars and for immediate fueling of a newly acquired vehicle until the “Blue” card arrives.

  • All fuel will be purchased using the State fuel card provided by DOAS/OFM unless procured from the Georgia Tech bulk site for diesel fuel.
  • Georgia Tech is not authorized to have separate commercial fuel card accounts. Fuel shall not be purchased with state Procurement Card or other commercial fuel credit cards.
  • Gasoline powered vehicles will use only regular unleaded 87 octane fuel. Higher cost/grade fuel usage is only permitted if required by the vehicle operations manual provided by the manufacturer for that vehicle. Flexible fuel vehicles (FFV’s) can operate on straight unleaded gasoline or any percentage of ethanol up to 85%. Georgia Tech Fleet Services and DOAS/OFM will monitor this area for compliance.
  • All vehicle drivers/operators are required to record accurate mileage of vehicle at the time of any fuel purchase. Whether this is done through an automated fuel dispensing equipment system or manually at Georgia Tech bulk fuel site, entries must be accurate.
  • Each driver (by name) will be assigned a specific individualized Personal Identification Number (PIN). This PIN can be used by an individual with any card on his/her Georgia Tech account and serves as a digital signature. Generic PINs are prohibited (such as one PIN for an office/department). Vehicle numbers will not be used as a PIN. PIN numbers will not be written on the card. Compromised PINs will be cancelled immediately.
  • The “Red” fuel card can be used for short-term commercial rental vehicles if the operators do not have any other form of payment and submit receipts as part of travel expenses to the agency.
  • If a card is lost or stolen, it will be cancelled immediately.
  • Sharing of PINs between employees, students or departments is STRICTLY PROHIBITED
If a vehicle is transferred, sold or submitted to surplus, the card will be cancelled immediately.

In addition to DOAS, the Georgia Tech Fleet Services has procedures in place to help with fuel card use procedures:

5.2 Program Procedures
Ensure Compliance
Criteria for obtaining a fuel card
  • A separate fuel card will be issued for each vehicle. Georgia Tech must obtain the initial fuel card through DOAS/OFM to ensure the card contains all necessary vehicle information and correct fuel data postings for each vehicle in the DOAS/OFM Management System. At no time shall fuel products for any other vehicle/use be charged to a fuel card issued for a specific vehicle.
  • The “Red” card is designated only for the purchase of fuel for secondary storage tanks for dispensing fuel at work sites as well as portable fuel cans or gas tanks and for use in portable and motorized equipment, lawn tractors, mowers, and emergency use. The “Red” fuel card is only available via a Red Fuel Card Request Form.
  • Ongoing reviews of all fuel bills will be performed for possible fraud. Possible fraud will be investigated by the Georgia Tech Internal Audit Department. Georgia Tech discipline policies will be followed for employees found to have committed fraud, to include termination and possible prosecution.
Responsibilities

All Georgia Tech departments who own or control vehicles are responsible for compliance with this policy.

The Fleet Coordinator/Fuel Card Administrator will: 

  • Maintain knowledge of State Fuel Policy and internal procedures on use of Fuel Card.
  • Obtain PIN for card users upon request of department Supervisor or Manager.
  • Activate or deactivate cardholders in the Wright Fuel Express System.
  • Monitor transaction and card activity to ensure that all purchases are for legitimate Institute business use.
  • Review all invoices and transaction logs.
  • Review logs used to record fuel purchases for secondary or portable fuel tanks and cans made on “Red” Cards.
  • Submit Wright Express monthly invoice statements and departmental billing for payment according to internally established procedures through Georgia Tech Business Office.

Internal Audit
Ongoing reviews of all fuel bills will be performed for possible fraud. Possible fraud will be investigated by the Georgia Tech Internal Audit Department. Georgia Tech discipline policies will be followed for employees found to have committed fraud, to include termination and possible prosecution.

Managers and Supervisors
Managers and supervisors of departments who own or control Georgia Tech vehicles are responsible for verifying that all required fuel card training is completed. Please review the Allowable Expenses Policy and Matrix for additional information.

Enforcement

Any misuse of the card will result in reasonable disciplinary action that may include a combination of the following:

Suspension of Fuel PIN Access:

  • a. Users who fail to do the following will have their PIN suspended without exception.
    • Repeated failure to document all fuel transactions on the official Fuel Transaction Log.
    • Repeated failure to document correct odometer reading when fueling vehicles.
  • b. Users suspected of possible fraudulent use, misuse, or abuse of the fuel card shall have their PIN suspended without exception.
    • Note: PINs will only be reactivated when the PIN user’s Supervisor has reviewed the audit information provided by DOAS/OFM. DOAS/OFM must restore privileges in this case.

 

Fuel card PIN will be terminated once fraudulent use, misuse, or abuse has been investigated and determine as such.

Optional: To report suspected instances of non-compliance with this policy, please contact Georgia Tech Fleet Services at (404) 385-4232, GTFleet@gatech.edu or visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
Revision Date Author Description
July 2015 Facilities Fleet Services  

 

Limit on Income Accumulation for Named Chairs and Professorships

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Policy Owner
Academic Affairs
Contact Name
Jason Matt
Contact Title
Sr. Director Academic Administration
Contact Email
jason.matt@gatech.edu
Reason for Policy

This policy provides limitations on the accumulation of income funds in support of named chairs and professorships. The limitations are to encourage the strategic management while preserving the resource within the spirit of the donor agreement.

Policy Statement

Faculty members holding named chair or professorship positions supported by an endowment receive an annual income allocation from the GT Foundation at the beginning of each fiscal year.  This annual income allocation can be carried forward up to two years.  This provides a total of three years of income allocation available for expenditure within each fiscal year (see attached table).

At the end of each fiscal year, the amount in the income allocation account exceeding the most recent two fiscal years’ income allocation amount will be returned to the corpus of the fund. To support strategic flexibility which fosters advances in research, named chairs and professors may request an exception to the two-year carry forward limit to access additional funds for viable support of their research and scholarly activities. Additionally, faculty members holding named positions and other positions of scholarly leadership may wish to borrow funds. The Office of the Provost may assist faculty members in this manner by seeking GTF and other Institute funds as appropriate and available. The terms of each such loan would be set on a case-by-case basis, but the Institute will seek repayment from discretionary funds available to the faculty member within a term of one to two years.

.

Scope

Employees (typically academic faculty members) holding a named chair or professorship. 

Additionally, if the income of an endowed chair or professorship fund is split into multiple expendable funds to the benefit of other faculty members, it is expected those funds will be expended in a time-frame consistent with this policy.

Definitions:

Corpus The principal of an endowed fund
Income allocation The amount generated annually from an endowed fund
Maximum carry-forward amount The amount that can be carried forward at the end of each fiscal year for expenditure in the next fiscal year. This policy sets that amount at two years of income allocation.
Expendable Fund An expendable account (or subaccount created from the income allocation account of an endowment) that does not receive an annual income allocation and is typically awarded to a faculty member for a term of years. It is expected these funds will be expended in a time-frame consistent with this policy.
Procedures

 

5.1 Appointment of Faculty Holder to the Named Position
Offer letter At the time of appointment, the letter of offer shall include the specific amount to be provided, consistent with this policy, to the faculty member, and indicate that a maximum of two years of the income can be carried forward to the next fiscal year.

 

5.2 Annual Notification of Income Accumulation
Annual Income Allocation

The GT Foundation advises departments of the amount generated from each endowed fund annually. These funds are made available at the beginning of each fiscal year.

Calculation of maximum carry-forward amount The maximum carry-forward amount is the value of the most recent two fiscal years’ income allocation amount. Any accumulated balance over this amount is returned to the corpus of the endowment. See example under “frequently asked questions.”
Early notification of possible return of income In the spring of each year (around the third quarter of each fiscal year), the Georgia Tech Foundation notifies the Office of the Provost of any funds predicted to be over the income accumulation limit based on the following fiscal year’s income projection. The Office of the Provost notifies the relevant Deans offices.
Notification of return of income to corpus Following the close of the past fiscal year’s accounting, the Georgia Tech Foundation notifies the Office of the Provost of any fund with an income balance over the accumulation limit as well as the amount of income that will be returned to corpus. The Office of the Provost notifies the relevant Deans offices for communication to the related faculty members.
Exceptions to the two-year carry forward limit Deans may seek, on behalf of the faculty member an exception to the income accumulation policy. The exception request should include: the account name, account number, the amount requested as exception, the reason for the exception, the utilization plan to expend the funds within the current fiscal year, and the Dean’s support. A deadline to submit exceptions shall be provided.
Approval of exceptions and return to corpus The Provost will review all requested exceptions to the income return and communicate approval decisions. Any amount not approved for exception will be reported to the GTF and returned to the corpus of the fund.
Responsibilities

Provost
The Provost (or designate) is responsible to seek and secure information from the GTF about which accounts may be exceeding the accumulation limit and communicating this information to the Deans for action.

Dean
Upon notification, the dean (or designate) is responsible for notifying faculty members of income allocation over the accumulation limit and reviewing and endorsing exceptions to the policy as appropriate.

Faculty Member
The faculty member is responsible for spending the fund in accordance within the terms of the donor agreement, and this and other related Institute policies.

Enforcement

The Dean of the College or Provost is responsible to ensure that donated funds are stewarded within the terms of the donor agreement, and this and other related Institute policies.

To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History

 

 

 

Revision Date Author Description
April 2015 Provost Office Codify Memo/Added to Policy Library
February 2017 Provost Office Codify Memo/Added to Policy Library

 

Policy Owner Resources

The Georgia Tech faculty governance body or administrative unit primarily responsible for the implementation of an Institute policy. All policies are ultimately subject to the approval of the President and the authority of the Board of Regents.

Step 1: Determine Policy Scope and Type

Policy on Responsible Conduct of Research (RCR) - Academic Policy for Doctoral Students

Type of Policy
Academic
Effective Date
Last Revised
Review Date
Policy Owner
Graduate Studies
Contact Name
Jason Borenstein
Contact Title
Director of Graduate Research Ethics Programs
Contact Email
borenstein@gatech.edu
Reason for Policy

The Responsible Conduct of Research (RCR) is an essential component of the education and training of researchers. As a premier technological university at the cutting edge of education, research, and innovation, the Georgia Institute of Technology (Georgia Tech) is committed to providing leadership in the realm of ethics and RCR. RCR education is central to Georgia Tech’s mission to ensure that doctoral students and other researchers are prepared with the knowledge and skills necessary to conduct themselves professionally and with integrity.

Policy Statement

The RCR Academic Policy for Doctoral Students applies to all doctoral students with a Catalog year of 2011-12 or later. As part of their degree requirements, doctoral students must complete both: (1) online RCR training and (2) an RCR course for doctoral students.

Online RCR Training Requirement
The online portion of the requirement, RCR training from the Georgia Tech approved vendor, must be successfully completed within 60 days of when students begin the first full semester of their doctoral program. Information about the online RCR training can be found at: https://rcr.gatech.edu/online-training.

If a student goes past the 60 day time frame, a hold will be placed on course registration until the student completes the online RCR training.

RCR Course Requirement Doctoral students are required to successfully complete PHIL 6000 OR an academic program’s approved in-house RCR course(s) for doctoral students. The RCR course requirement must be completed before the Request for Admission to Ph.D. Candidacy form will be processed by the Office of Graduate Education.

The list of approved in-house RCR courses for doctoral students is maintained at: https://rcr.gatech.edu/doctoral-courses.

An RCR course for doctoral students is normally expected to examine the ethical dimensions of a collection of RCR topics; the list of those topics is maintained at: https://rcr.gatech.edu/topics.

Scope

The RCR Academic Policy for Doctoral Students applies to all doctoral students with a Catalog year of 2011-12 or later. This Policy does not affect undergraduates, Master’s students, or postdoctoral researchers. Doctoral students or other researchers may be subject to other RCR requirements contained within the RCR Compliance Policy: https://policylibrary.gatech.edu/research/responsible-conduct-research-compliancepolicy.

Procedures

In-House RCR Courses
In-house RCR courses for doctoral students must be formally approved by the GT RCR Advisory Subcommittee of the Institute Graduate Curriculum Committee. A graduate program’s RCR courses for doctoral students must include no less than eight instruction hours on RCR topics: https://rcr.gatech.edu/topics.

All of the RCR topics must be covered within an in-house approach unless permission has been granted by the RCR Advisory Subcommittee to exclude one or more of the topics.

More information about the process for seeking approval for an in-house RCR course can be found at: https://rcr.gatech.edu/sites/default/files/rcr_msphdinhouseguide.pdf.

Responsibilities

The RCR Program
The Administrator of the RCR Program, in conjunction with the Office of Graduate Education and the Registrar’s Office, monitors student adherence to this Policy.

Doctoral Students
Doctoral students must complete both online RCR training and the RCR course requirement delineated in this Policy. Doctoral students can check their RCR completion status in DegreeWorks.

The Office of Graduate Education
The Office of Graduate Education will verify that the RCR degree requirements for a doctoral student have been completed prior to processing the Request for Admission to Ph.D. Candidacy form.

Graduate Programs
Graduate programs must inform their students about the RCR requirements contained in this Policy.

Enforcement

Failing to complete the online RCR training within the aforementioned 60 day time frame for doctoral students will result in a course registration hold. Failing to complete an RCR course for doctoral students may result in the denial of the Request for Admission to Ph.D. Candidacy form by the Office of Graduate Education. RCR completion deficiencies will be indicated in DegreeWorks.

Policy History
Revision Date Author Description
April 2023 Office of Graduate and Postdoctoral Education The 90 day deadline for completing online RCR training was changed to 60 days. Additionally, policy organization and links were updated.
May 2019 Office of Graduate and Postdoctoral Education Policy updated with revisions
June 2013 Graduate Studies Update to policy
February 2012 Graduate Studies Posted new policy

Catering Providers Policy

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Policy Owner
Auxiliary Services, Technology Support
Contact Name
Ryan Greene
Contact Title
Senior Director, Tech Dining
Contact Email
ryan.greene@gatech.edu
Reason for Policy

The purpose of this policy is to define the Institute’s catering requirements. Georgia Tech’s Primary and Secondary Caterers are limited in an effort to ensure safe, high-quality products and services are available for a wide variety of campus needs.

Policy Statement

2.1 In all cases, the procurement of catering services must be an approved expense, subject to the State of Georgia and Georgia Tech policies.

2.2 For all catering purchases over $600 for events on Georgia Tech property, only the Primary and Secondary Caterers may be used. For catering in the Student Center, Exhibition Hall, and West Village Dining Commons, event sponsors must utilize the Primary Caterer.  A list of the Primary and Secondary Caterers can be found at: https://specialevents.gatech.edu/resources/catering.

2.3 For catering purchases under $600, any licensed food service provider may be used, including licensed caterers under contract with Georgia Tech, or other providers at the choice of the event sponsor.

2.4 Secondary caterers are selected through a Request for Proposal bid process every five years.

2.5 Payment for catering services through Georgia Tech Accounts Payable will be authorized only for the Primary and Secondary Caterers for purchases over $600, or when the Catering Provider Exemption Form has been approved by Tech Dining. Payment is subject to relevant Georgia Tech, USG, Student Government Association policies, and registered student organization policies.

2.6 Event sponsors, Primary and Secondary Caterers are required to comply with stipulations set by the Georgia Tech building managers and/or event space contacts to ensure building and participant safety. Event sponsors retain the responsibility to determine furniture, power and adequate lighting of facilities in which catered events are held.

2.7 Primary and Secondary Caterers will be responsible for timely and appropriate set-up and restoration of the area including, but not limited to cleaning and sanitation of the area, furniture rearrangement, removal of equipment, trash removal and repair of any facility damage caused by the Caterer.

Exemptions
2.8 In cases when the Primary and Secondary Caterers cannot meet the needs of an event, a request for an exemption can be made by completing the Catering Provider Exemption Form. The Catering Provider Exemption Form must be submitted at least three (3) weeks prior to the date of the event and advance written approval is required. If the exemption is approved, the caterer is required to pay a commission to Georgia Tech. Additional commission information can be found on the Catering Exemption Request Form.

2.9 In cases when a licensed food service provider or retailer has agreed to donate prepared food for an event, the Catering Provider Exemption Form must be submitted at least three (3) weeks prior to the date of the event and advance written approval is required. Alcohol cannot be donated. Donors may be required to provide a donation letter, supplemental insurance, and/or other documentation to ensure proper assessment of risk and liability.

2.10 Locations with Special Stipulations
Some campus locations may have special circumstances that allow exemptions from the campus catering policy. When planning an event at the following locations, please contact the building manager and/or event space contact for the building catering policy:

Georgia Tech Athletic Association Facilities
Georgia Tech Research Institute Conference Center
Global Learning Center
Historic Academy of Medicine
Kendeda Building

Scope

This policy applies to all units of the Institute.

Policy Terms

Primary Caterer

The Primary Caterer is Georgia Tech Catering.

Secondary Caterers

Secondary Caterers are vendors who have been selected through the RFP process to become a GT approved caterer. A list of Secondary Caterers can be found here.

Responsibilities

Tech Dining
Tech dining is responsible for ensuring compliance with this policy. Catering Provider Exemption Forms and supporting documentation as outlined on the form should be submitted to the Director of Tech Catering, Kelly Rowland Prather, at kelly.rowlandprather@dining.gatech.edu

 

Enforcement

    Failure to follow this policy may result in the following consequences:

  • Catering invoice rejected by Georgia Tech Purchasing Department
  • Noncompliant caterer being removed as a service provider at Georgia Tech

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Helpline, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
Revision Date Author Description
August 2023 Dining Editorial updates.
October 2020 Auxiliary Services Updated exemption limit.
February 2015 Auxiliary Services Contact Info Updated
September 2014 Bob Junko, Student Center Associate Director, Business Policy update
July 2014 Kira Freeman Auxiliary Operations New campus caterer addition

Departmental Sales and Services (DSS)

Type of Policy
Administrative
Policy No
1.11
Last Revised
Review Date
Policy Owner
Controller's Office
Contact Name
Amry Stanley
Contact Title
Financial Compliance Program Manager
Contact Email
amry.stanley@business.gatech.edu
Reason for Policy

This policy addresses accounting requirements for Departmental Sales and Services (DSS) charges and enables the Central Office Units and Campus Units to easily identify carry forward eligible funds. This policy also helps to ensure Institute and Board of Regents (BOR) policy requirements for Service Centers and Departmental Sales and Services funds are met.

Policy Statement

Overview
Georgia Tech has accounting requirements related to Departmental Sales and Services (DSS) funds and the ability to carry eligible funds forward in the next fiscal year. DSS accounting in the Georgia Tech financial system requires DSS driver worktags to correctly point to a non-lapsing fund which then allows campus units to carry forward eligible funds. Certain requirements must be met by the unit to carry forward funds. DSS accounting also requires specific revenue ledger account and revenue category (RC) codes to be used for Quasi/Internal revenue (includes GT Affiliates), revenue External to GT and GT Affiliates and revenue External Sponsored Grants/Awards. The ability to carry forward funds enables revenue centers to better manage their operations and plan ahead for future commitments. Financial administrators and managers are responsible for managing carry forward funds for their unit.

Exclusions
Revenue and expenses for continuing education program fees and sales support program costs are tracked in DSS fund (FD) worktag FD14000. However, management of continuing education fees and costs are excluded from this policy.

Revenue and expenses for study abroad program charges are tracked in DSS fund worktag FD14100. Since study abroad programs must be managed according to section 21.0 of the University System of Georgia’s Business Procedures Manual (BPM), they are excluded from this policy.

Funds and Balancing Units
To ensure compliance with University System of Georgia (USG) and state audit requirements, DSS activity is required to be established using a fund worktag in the FD14xxx range. The Balancing Unit (BU) worktag should be used to maintain carry forward balances for DSS. For more information on balancing units, please visit the DSS Knowledge Article.

Fund and Balancing Unit worktags are assigned to the DSS Driver Worktag (i.e., Designated or GTRI Charge Code) as a Related Worktag at setup. This will ensure these values are associated with the operational transaction or journal when the worktag is assigned. Revenue Categories and Ledger Accounts For revenue to be tracked in a DSS fund (FD14xxx), at least 50% of the revenue source must be from external sources (e.g., student, faculty, staff, general public, grantors, other institutions/agencies, etc.). If less than 50% of the revenue source is from external sources, the activity must be tracked in FD10600 (Other General – Education and General) using Class Code CL11305 (Other General – No Fringe). FD10600 is a lapsing fund and activity tracked in this fund cannot be carried forward into the next fiscal year.

Quasi/Internal and External DSS revenue must be distinguished in the financial system for reporting purposes. This is accomplished by the use of specific revenue categories and revenue ledger accounts. DSS revenue is broken down into three categories:

  • Quasi/Internal (includes GT Affiliates)
  • External to GT and GT Affiliates
  • External Sponsored Grants/Awards

For more details on DSS revenue categories and accounts, please visit the DSS Knowledge Article.

Split Funded Transactions
When DSS activities are charged to multiple driver worktags (i.e., Designated, Gift, Grant, etc.), the revenue recognized by the service unit should be allocated to the appropriate DSS revenue categories and ledger accounts based on the percentage each driver worktag is paying for the service.

Lapsing Funds Exemption
Departmental Sales and Services are exempt from the state law concerning Lapsing Funds. Therefore, DSS surplus balances may be carried forward into the next fiscal year if certain requirements are met. The requirements per section 2.2.1 of the University System of Georgia’s Business Procedures Manual (BPM) (modified for GT financial system terminology) are as follows:

  • The activity mus generally be self-supporting
  • The activity should not normally use state-appropriated or other general operations funds
  • Revenue and associated expenses for each DSS activity should be readily identifiable; e.g., by class, cost center, driver worktag, balancing unit, etc.
  • At least 50% of the revenue source must be from external sources; e.g., student, faculty, staff, general public, grantors, other institutions/agencies, etc.

Salaries and the accompanying fringe benefits should be charged to each DSS driver worktag in proportion to the effort of employees providing the goods or services for that activity.

The Office of Grants & Contracts Accounting will provide assistance as needed in confirming that the above requirements for service centers have been met.

General Operations vs. DSS Funds
DSS funds are in a separate fund category from General Operations Funds per the University System of Georgia. Funds in distinct categories cannot be combined and their balances cannot be used to offset balances in the other fund. Therefore, a surplus in a DSS fund or in a General Operations fund cannot be used to cover a deficit in the other fund. DSS funds/balancing units with a deficit at year-end are required to have a funding plan to clear the deficit in the next fiscal year(s). This plan should be documented and retained in the unit.

Contact Information
For assistance with this policy, please enter a ServiceNow request at www.services.gatech.edu > Financials > Financial Accounting. Specific questions can also be directed to the groups below as needed.

  • Budget Office - Questions related to DSS budgeting should be emailed to the units Budget Analyst.
  • Financial Accounting (Controller’s Office) – Questions related to DSS revenue categories, revenue ledger accounts and DSS accounting.
  • Grants (Grants & Contracts Accounting) – Questions related to Georgia Tech “Resident Instruction” Service Centers
Scope

This policy applies to all Georgia Tech staff, faculty, and researchers who generate revenue from Departmental Sales and Services.

Policy Terms

Departmental Sales and Services (DSS)
Transactions generated from the sales of goods and services by one campus unit to another campus unit or to an entity outside of Georgia Tech.

Quasi/Internal Revenue
Quasi/Internal revenue is defined as income from sources internal to the Institute. DSS occurs when one campus unit (service unit) provides goods or services to another campus unit (receiving unit) and subsequently charges the receiving unit for the goods or services. The service unit books revenue to recognize income for the goods or services provided and the receiving unit is charged an expense to recognize the cost of the goods or services received.

DSS Revenue from External Sponsored Grants/Awards
DSS revenue earned from External Sponsored Grants is defined as income where the funding source is external to the Institute and its affiliated organizations. Because the Institute recognizes grant revenue based on expenses as part of the monthly closeout process, revenue from DSS activities charged to sponsored grants must be recognized by the unit as Quasi/Internal revenue. This will ensure revenue is not double counted for financial reporting purposes.

DSS Revenue from Entities External to GT and GT Affiliates
DSS revenue earned from entities External to GT and GT Affiliates is defined as income from sources external to the Institute and to its Affiliated Organizations.

Carry Forward or Non-Lapsing Funds
Funds appropriated or collected that do not lapse and are not required to be returned to the State if balances remain unexpended and not contractually obligated at year-end per State of Georgia Official Code of Georgia Annotated (O.C.G.A.) 20-3-86 a. These funds can be moved from one fiscal year into the next fiscal year for expenditure if all State of Georgia, USG, and Georgia Tech requirements for carrying forward funds have been met.

Lapsing Funds
Funds appropriated or collected that lapse and must be returned to the State if balances remain unexpended and not contractually obligated at year-end per State of Georgia O.C.G.A. 45-12-89. These funds cease to be available to the Institute at this time.

Procedures

Campus Units
Campus units will utilize the new financial system structure (i.e., Driver Worktags, Revenue Categories, Ledger Accounts, Balancing Units, reports, etc.) for DSS to more easily identify revenue and carry forward funds.

Responsibilities

Campus Unit
The unit is responsible for following the guidelines in this policy as well as initiating requests to set up new DSS Designated and balancing unit worktags. The unit is also responsible for reconciling transactions in the DSS worktag and creating and maintaining a funding plan for deficit balances.

Budget Office
The Budget Office is responsible for setting up DSS Designated and Balancing Unit worktags and working with campus units to ensure eligibility to carry forward DSS funds is met.

Controller’s Office
The Controller’s Office is responsible for working with campus units as it relates to DSS accounting and ensuring campus units understand the policy.

Policy History
Revision Date Author Description
12-3-2013 Controller's Office and Budget Office Minor revisions to verbiage
3-26-2014 Controller's Office and Budget Office Updated document exclude GTPE revenue from this process. Minor revisions to verbiage. Updated Procedures section.
9-22-2022 Controller's Office and Budget Office Editorial updates for Workday implementation
6-29-2023 Controller's Office Updated exclusions for continuing education and study abroad; updated carry forward and lapsing funds definitions, updated policy layout.

  

 

 

Institute Council on Environmental Health and Safety Policy

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Contact Name
Nazia N. Zakir
Contact Title
EHS Director of Research Safety
Contact Email
nazia.zakir@ehs.gatech.edu
Reason for Policy

Georgia Tech is committed to providing a safe, secure and healthy environment for all faculty, staff, students, and visitors; and conducting its research and educational programs in compliance with applicable environmental health and safety (EHS) laws and regulations, including research funding partner and Board of Regents guidelines and policies.

In 2005, a peer review of Georgia Tech’s EHS programs and processes was conducted by an outside team of EHS experts from other major research universities. The review team recommended changes to reduce institutional risk, enhance academic and administrative partnership opportunities, and address unmet operational needs. A primary recommendation was to establish a campus-wide oversight council and several other EHS-focused committees, with appropriate faculty representation, for the purpose of formulating, integrating, and updating Georgia Tech EHS programs, policies, committees, and compliance procedures.

Based on this recommendation, the Provost and Vice President for Academic Affairs and the Senior Vice President for Administration and Finance established the Institute Council on Environmental Health and Safety (IC-EHS) in 2006. The IC-EHS is an oversight group charged with coordinating EHS policy development and assessing recommendations of other Institute EHS-focused committees.

This policy codifies the charge of the IC-EHS in overseeing the establishment of EHS policies, procedures, and committees for Georgia Tech, as well as the support role of the EHS Office in education, monitoring, and enforcement of those policies and procedures.

Policy Statement

The IC-EHS is charged with formulating, integrating, and updating Georgia Tech’s EHS programs, policies, committees, and compliance procedures.

The IC-EHS will be chaired by a faculty member and will maintain appropriate faculty representation. The IC-EHS reports to the Office of the President through the Executive Vice President for Administration and Finance and the Executive Vice President for Research.

The IC-EHS ensures that the other EHS committees have clear and well documented charges, role definitions, reporting structure, membership assignment processes, and inter-relationships among the committees. The EHS committees include the Biological Materials Safeguards Committee, the Chemical & Environmental Safety Committee, the Laser Safety Committee, the Occupational Health & Safety Committee, and the Radiation Safety Committee.

The Institutional Biosafety Committee and the Institutional Animal Care & Use Committee are also represented on the IC-EHS. Both are federally mandated compliance committees constituted in accordance with federal law. Their makeup and operational authority reside in federal law and they are not governed by the IC-EHS.

Roles and responsibilities of the IC-EHS include developing and implementing EHS policies and providing related information to Georgia Tech schools, departments, laboratories and centers regarding compliance matters including chemical, biological, radiological, environmental, occupational health and safety issues. The IC-EHS assesses the effectiveness of these policies, programs, and procedures and the risks associated with non-performance and/or non-compliance. The IC-EHS has the authority to recommend disciplinary actions, in accordance with Institute procedures, for any students, staff or faculty who fail to maintain a safe workplace, fail to perform their work in a safe and compliant manner or who knowingly or willfully disregard safety requirements at Georgia Tech.

The IC-EHS utilizes the Administrative Policy development process for approval of Institute policy where necessary.

Scope

All Georgia Tech faculty, staff, students, campus visitors, laboratories, colleges, schools, offices, and departments are subject to this Institute policy.

Procedures

4.1 Institute Council on Environmental Health and Safety

Membership
The IC-EHS Chair is appointed by the President, in consultation with the Executive Leadership Team and the Assistant Vice President of EHS. Membership of the IC-EHS is comprised of the Chairs of the other Institute EHS-related committees and compliance-related departments including: The Biological Materials Safeguards Committee (BMSC), Chemical and Environmental Safety Committee (CESC), Laser Safety Committee (LSC), the Occupational Health and Safety Committee (OHSC), the Radiation Safety Committee (RSC), the Institutional Biosafety Committee (IBC), and the Institutional Animal Care and Use Committee (IACUC). Other departments with standing appointments to the IC-EHS include Legal Affairs, Georgia Tech Research Corporation (GTRC) / Office of Research Integrity Assurance, Stamps Student Health Services and the Office of Human Resources.

Reporting
The IC-EHS reports to the Office of the President through the Executive Vice President for Administration and Finance and the Executive Vice President for Research.

4.2 EH&S Committees

Biological Materials Safeguards Committee
The Biological Materials Safeguards Committee (BMSC) is responsible for reviewing and approving all applications for research, teaching, and training that involve the use of biological materials (except recombinant DNA and Synthetic Nucleic Acid Molecules) including but not limited to pathogenic organisms (including CDC select agents), etiological agents, infectious and non-infectious materials, and certain human samples and ensuring that the proposed activities comply with the federal regulations governing them. The BMSC generally reviews proposals via email, but holds in-person meetings, as needed. The BMSC’s work is coordinated by the EHS Biosafety Officer, who is also the “Responsible Official” for CDC select agents and toxins. The BMSC reviews protocols to ensure the safety of personnel working with these materials and that laboratory practices conform to federal and state regulations. The BMSC reviews policies and procedures for biotechnology at Georgia Tech and advises departments and individual researchers regarding compliance methodologies. The Chair of the BMSC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. BMSC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments which use biological materials.

Chemical and Environmental Safety Committee
The Chemical and Environmental Safety Committee (CESC) advises EHS and the IC-EHS on policies and procedures regarding the safe acquisition, storage, use and disposal of chemicals in Georgia Tech facilities. The Committee considers, evaluates and recommends policies and procedures regarding laboratory safety and chemical hygiene plans. The CESC reviews chemical research protocols for compliance with sponsor agency requirements, federal/state laws and Georgia Tech policies and procedures. The Chair of the CESC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. CESC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments.

Laser Safety Committee
The Laser Safety Committee (LSC) establishes and maintains safety policies, procedures and guidance regarding the use of Class 3B and 4 lasers at Georgia Tech. The LSC meets semi-annually and considers and advises EHS and the IC-EHS on programs and policies regarding the safe and compliant use of Class 3B and 4 lasers at Georgia Tech. The Chair of the LSC is nominated by LSC members. LSC members are nominated and appointed by the Chair, in consultation with the Georgia Tech Laser Safety Officer and the Assistant Vice President of EHS.

Occupational Health and Safety Committee
The Occupational Health and Safety Committee (OHSC) develops policy recommendations and procedures to ensure Institute workplace health and safety. The OHSC is the oversight committee for the Georgia Tech Occupational Health Program, established primarily for workers engaged in research, teaching, or other activities using animal models, research using human blood, tissues, or other products, biological materials, pathogenic organisms, toxins, select agents, chemicals and other hazardous materials or specialized equipment. The OHSC advises EHS and the IC-EHS on the implementation and administration of the Occupational Health and Safety Program. The OHSC will periodically review the program for compliance and effectiveness and provide recommendations to the Assistant Vice President of EHS to enhance program effectiveness. The Chair of the OHSC is appointed by the Executive Vice President for Administration and Finance and the Executive Vice President for Research. OHSC members are nominated and appointed by the Chair, in consultation with the Assistant Vice President of EHS, and are selected in a manner to ensure adequate representation across schools and departments.

Radiation Safety Committee
The Radiation Safety Committee (RSC) is responsible for overseeing and maintaining the health and safety standards associated with the use of radioactive materials and radiation generating devices at Georgia Tech. The RSC meets quarterly, at a minimum, to review proposed experiments and tests utilizing radioactive material, radiation-generating equipment and all the other types of ionizing radiation at Georgia Tech. The RSC also reviews incidents associated with potential radioactive material spills and/or exposures. RSC members are appointed by the President and serve three-year terms. The Chair is is elected by committee members. (http://www.ors.gatech.edu)

Other Research Committees
Other Committees With EHS Involvement – Administered Through the Office of Research Integrity Assurance: Other groups represented on the IC-EHS include the Institutional Biosafety Committee (IBC) and the Institutional Animal Care & Use Committee (IACUC) which are mandated and prescribed by federal law. While their representation on the IC-EHS is critical to development and integration of campus safety policies and procedures, their constitution, charges, role definitions, reporting structure, and membership are subject to federal law. These committees operate under written Assurances of Compliance with the relevant federal agency and implement policies that conform to the requirements of those federal agencies.

Institutional Biosafety Committee for rDNA
The Institutional Biosafety Committee (IBC) is responsible for reviewing all applications for research, teaching, and training that involve the use of recombinant DNA (rDNA) and Synthetic Nucleic Acid (sNA) Molecules and ensuring that the proposed activities comply with the federal regulations governing them. The IBC has the responsibility and authority to review, approve, disapprove, or require changes in activities involving rDNA and sNA materials. The IBC holds meetings as needed to review protocols. Georgia Tech’s IBC is registered with the National Institutes of Health (NIH) Office of Biotechnology Activities (OBA). The EHS Biosafety Officer is a member of the IBC and works closely with the committee on protocol review and laboratory activities. Committee membership is structured in accordance with federal requirements; members are appointed by the Executive Vice President for Research. (http://researchintegrity.gatech.edu/about-ibc/)

Institutional Animal Care and Use Committee
The Institutional Animal Care and Use Committee (IACUC) is charged with reviewing all faculty-, staff-, or student-proposed use of vertebrate animals, regardless of where the work is performed or source of funding, if any. The IACUC focuses on the humane use and treatment of vertebrate animals utilized in research at Georgia Tech. This committee regularly inspects and monitors the animal care and use program to ensure that all components are in compliance with regulations and guidelines outlined in the federal Animal Welfare Act. Georgia Tech animal facilities are registered with the U.S. Department of Agriculture. The IACUC meets monthly, or as needed, to review research protocols which involve vertebrate animals. Georgia Tech’s Animal Welfare Assurance is approved by the Department of Health and Human Services. Committee membership is structured in accordance with federal requirements; members are appointed by the Vice President for Research, who also serves as the Institutional Official for matters related to animal subjects. (http://researchintegrity.gatech.edu/about-iacuc). The IACUC and its records are included in the inspection of the animal program conducted not less than annually by the US Department of Agriculture.

4.3 EH&S Office

Mission
The mission of the EHS Office is to develop and provide training programs, technical assistance, compliance oversight, consultation, and specialized services to the Georgia Tech community in the following areas:

  • Chemical / Laboratory Safety
  • Biological Materials / Biological Laboratory Safety
  • Laser Safety
  • Hazardous Materials Management / Emergency Response
  • Fire and Life Safety
  • Radiological Materials and Radiation-Producing Equipment Safety
  • General (Physical) Safety
  • Environmental Assessment and Compliance

It is the goal of EHS to enhance Georgia Tech’s mission by providing high-quality and value-added service in each of these areas to assist the Institute in meeting its public health, safety and environmental protection responsibilities. This is vital in maintaining a safe, healthful and regulatory-compliant learning, living and working environment for all personnel, for preserving the integrity of research activities, and for facilitating the overall growth of the institution.

Reporting
The EHS Office reports administratively through the department of Facilities Management, with “dotted-line” reporting responsibility to the President’s Executive Leadership Team.

Education
Education and training programs are provided in each of the areas indicated above under Mission.

Enforcement

EHS is responsible for guiding and assisting the Institute community in meeting its public health, safety, environmental protection, and compliance responsibilities.

EHS shall assist PIs and laboratory users in determining and following safe practices; coordinating safety activities; providing education in safety; investigating accidents and incidents in laboratories and chemical incidents campus wide; conducting lab inspections and verifying proper operation of lab safety equipment and systems. While lab safety programs are most effective when lab groups self-monitor and enforce the rules, EHS is also responsible for monitoring and verifying compliance with state and federal safety regulations and Georgia Tech lab safety policies. In addition, EHS is responsible for collecting and analyzing Institute-wide data regarding accidents, injuries, illnesses, and property damage incidents to identify trends and recommend appropriate corrective actions.

In cases of imminent danger to life and health of persons in a laboratory and/or to others nearby or to property, EHS is authorized to take appropriate action including, but not limited to, stopping work, closing the laboratory, and evacuating laboratories or buildings.

Refer also to Section 6 below.

Responsibilities

5.1. Institute Council on Environmental Health and Safety.

  1. The IC-EHS serves as a forum in which overlapping and joint areas of concern of various EHS committees are reviewed and clarified, and where individual committee jurisdictional questions are resolved.
  2. The IC-EHS is responsible for identification of new EHS matters that may emerge as new activities at Georgia Tech are undertaken and as new technologies develop or old ones change direction. In instances where such new activities do not fall within the purview of an existing EHS committee, the IC-EHS may expand the area of concern of an existing committee or recommend the creation of a new committee.

5.2. Environmental Health and Safety Committees

  1. EHS-focused committees formulate and update Georgia Tech EHS programs, policies, and compliance procedures.

5.3. Office of Environmental Health and Safety

  1. The EHS Office is responsible for guiding and assisting the Institute community in meeting its public health, safety, environmental protection and compliance responsibilities.
  2. The EHS Office shall assist PIs and laboratory users in determining and following safe practices; coordinating safety activities; providing education in safety; investigating accidents and incidents in laboratories and chemical incidents campus wide; conducting lab inspections and verifying proper operation of lab safety equipment and systems.
Enforcement

Any Georgia Tech student, faculty, or staff member who fails to meet their responsibilities for safe conduct of work in laboratories or who knowingly and willfully disregards safety procedures will be held accountable and will be subject to disciplinary action in accordance with Institute procedures.

In addition, any visitors using Georgia Tech laboratories who fail to meet their responsibilities for safe conduct of work or knowingly and willfully disregard safety procedures or fail to comply with direct safety instructions from their Georgia Tech faculty sponsor, EHS, or emergency response personnel regarding emergencies or evacuations will be held accountable and subject to loss of privileges to use Georgia Tech laboratory facilities. (NOTE: “visitors” may include contractors, visiting scholars, and other non-Georgia Tech personnel)

An additional method for reporting suspected instances of noncompliance with this policy is to visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
Revision Date Author Description
March 2015 EH&S Added Charter memo to related information
05-17-2006 Provost / EVP Admin & Finance New policy

Payments to Non-U.S. Citizen Employees

Type of Policy
Administrative
Policy No
8.2
Last Revised
Review Date
Policy Owner
Human Resources
Contact Name
Lori Jones
Contact Title
Global HR Manager
Contact Email
lori.jones@gatech.edu
Reason for Policy

This policy provides guidance to those seeking information about payments made to Non-U.S. Citizen employees.

Policy Statement

Georgia Tech will comply with all federal, state, and local tax laws and regulations regarding payments made to non-U.S. Citizens. As allowed by those laws and regulations, Georgia Tech will honor requests by foreign national employees for applicable tax treaty exemptions. For more information regarding tax compliance procedures see https://hr.gatech.edu/foreign-national-tax-compliance.

Scope

All faculty and staff within the Georgia Institute of Technology are affected by, and should be aware of this policy.

Procedures

Tax status and appropriate tax withholdings, including tax treaty determinations and implementations, will be determined and implemented by Georgia Tech Human Resources.

Responsibilities

The responsibilities each party has in connection with Payments to Non-U.S. Citizen Employees are:

Party Responsibility
Human Resources (Global HR) Offer assistance with policy interpretation and administer policy

.

Policy History
Change made Date
Policy statement, purpose, process/procedure, etc. 10/6/2010