Motor Vehicle Maintenance Policy

Type of Policy
Administrative
Last Revised
Review Date
Policy Owner
Facilities Fleet Services
Contact Name
Hyacinth Ide
Contact Title
Associate Director, Landscape Services & Vehicle Management
Contact Email
hyacinth.ide@facilities.gatech.edu
Reason for Policy

As part of the University System of Georgia (USG), Georgia Tech adheres to overarching state policies regarding state-owned vehicles. The Georgia Department of Administrative Services (DOAS) Office of Fleet Services established the Georgia Fleet Management Manual which serves as the primary policy document governing the purchase, maintenance, repair, and replacement of state-owned vehicles.

The purpose of this policy is to establish uniform maintenance protocols for motor vehicles owned or controlled by Georgia Tech.

Policy Statement

All Georgia Tech departments that own or control motor vehicles must comply with the DOAS Georgia Fleet Management Manual, as well as the Georgia Tech Motor Vehicle Maintenance Procedures set forth by Facilities Fleet Services.

Scope

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

Policy Terms

Motor Vehicle
Any motorized vehicle carrying a driver and capable of being tagged and titled in the state and driven on highways or streets, including motorcycles and utility vehicles.

This policy concerns motor vehicles purchased, leased, or controlled using Institute funds.

Procedures

All departments who own or control motor vehicles must follow the Georgia Tech Motor Vehicle Maintenance Procedures.

Responsibilities

6.1. DOAS

DOAS sets out many of the procedures for state-owned/operated motor vehicles in its Georgia Fleet Management Manual, including:

  • acquisition
  • use and operations
  • fuel, maintenance & inspections
  • disposal
  • liability
  • fleet management system
  • environmental compliance
  • maintenance and repair

In addition to DOAS, the following Georgia Tech departments have procedures in place to help with motor vehicle maintenance issues:

6.2. Facilities Fleet Services

  • preventive and demand vehicle services
  • vehicle acquisitions
  • fueling necessities (WEX Cards)
  • emergency assistance

6.3. Insurance & Claims Management

  • auto insurance cards
  • auto liability claims
  • claims and liability coverage questions

6.4. Purchasing

  • placing orders for all vehicles (including GEM cars and Club cars)
Enforcement

Facilities Fleet Services in partnership with Insurance & Claims Management will monitor for compliance with this policy. Failure to comply with this policy will result in notification of the Department Head and may lead to suspension of fuel privileges and or delay the acquisitions of new vehicles for the department.

To report instances of suspected noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/media/en/gui/7508/index.html

Policy History
Revision Date Author Description
March 2015 Facilities Fleet Services Updated Procedures Section
August 2014 Facilities Fleet Services New Policy

  

 

 

Confirm Your Understanding of Ethical Standards and the Conflict of Interest Policy by April 18

On an annual basis, every Institute employee is required to affirm their understanding of ethical standards and the conflict of interest policy; and certify all of their external activities and financial relationships. This year, all faculty, staff and student employees must do both between March 17 and April 18.

Policy Steering Committee

Appointed by the President, the Policy Steering Committee is the Institute body that oversees the development of Institute-level policies at Georgia Tech. It is a collaborative body that includes representatives from faculty, students, and staff. To reach the Policy Steering Committee, please contact the Institute Policy Specialist (policylibrary@gatech.edu).

The Policy Steering Committee is responsible for:

3.6 Organizational Conflict of Interest Policy

Effective Date
Review Date
Contact Name
Office of the Executive Vice President for Research
Contact Names
Gail Spatt
Contact Title
Director of Research Operations
Contact Email
spatt@gatech.edu
Reason for Policy

Organizational conflict of interest (OCI) assessment is a requirement of many government and some industry sponsors that fund Georgia Institute of Technology (Georgia Tech) research. The purpose of OCI assessment is to ensure objectivity in federal contracting. As a contractor, it is Georgia Tech’s intent to detect, avoid, and mitigate any OCI issues in its dealings with sponsors. The Organizational Conflict of Interest Policy provides consistency across such assessments and assurance to those sponsors who require that such a policy be in place before contracting with Georgia Tech.

Policy Statement

An organizational conflict of interest may occur when a federal contractor has an Unfair Competitive Advantage over other potential contractors or is unable to avoid Impaired Objectivity, or the appearance of Impaired Objectivity, in the course of the contracted work. (See section 4 below for detailed definitions of Unfair Competitive Advantage and Impaired Objectivity.) In order to comply with the Federal Acquisition Regulation (FAR) Subpart 9.5 – Organizational and Consultant Conflicts of Interest, researchers or their designates submit all research proposals via the eRouting system, where they answer questions about the programmatic requirement of an OCI assessment. Proposals that may contain an OCI requirement, as well as proposals for which the researcher would like a review, move to a member of the OCI Review Committee for a more detailed analysis. Georgia Tech is committed to recognizing, avoiding and mitigating potential organizational conflicts of interest, both real and perceived, wherever possible.

OCI review results are retained by the OCI committee and communicated via the eRouting system for institutional documentation.

Scope

This policy applies to all employees conducting sponsored research at Georgia Tech.

Policy Terms
Unfair Competitive Advantage Competing for work after having had access to source selection relevant information (from the sponsor or competitor’s private data) not available to all competitors or having defined the ground rules of the competition.
Impaired Objectivity Evaluating one’s own products, or similar products from competitors, on behalf of the government, in which judgment could be impaired or guidance provided to the government could be biased.
Procedures
OCI Evaluation
Submission The initial step for submission of any proposal at Georgia Tech is an entry into the eRouting system. This system contains a series of initial screening questions for OCI. Learn more here.
Review The screening questions in eRouting trigger an evaluation by the OCI Review Committee of all proposals that indicate a potential OCI or the potential appearance of an OCI. The committee’s review process typically includes, at a minimum: assessment of all relevant proposal paperwork and a search of other projects currently or recently underway for the sponsor by Georgia Tech researchers. Reviews generally take place as quickly as possible in the order in which the proposals were received, though the committee will place a greater priority on those proposals with a pending sponsor deadline. The review will be initiated within five business days of the committee’s receipt of the request, but the time frame for completion of the review will depend on its complexity.
Responsibilities

Faculty and Staff
Faculty and staff submitting proposals, conducting research, and supporting research operations are expected to consider the potential of organizational conflict of interest (OCI). They are to bring any concerns about possible OCI or the appearance of OCI to the attention of the Office of the Executive Vice President (EVPR), or the Georgia Tech Research Institute (GTRI), as well as to the contracting officer for the sponsor engagement. Faculty and staff should review information regarding submission timelines here. During execution of the project, researchers are to be vigilant about any developments which may introduce OCI. They must bring these to the attention of the above contracting officer so that these new developments can be disclosed, and potential mitigations considered.

Contracting Officers
When a proposal requires OCI review, the assigned contracting officer in the Georgia Tech Research Corporation or the Georgia Tech Applied Research Corporation ensures that the OCI Review Committee has evaluated the proposal and provided a recommendation. Based on that recommendation, the contracting officer is responsible for completing the necessary paperwork and certifying Georgia Tech’s compliance as required. The contracting officer is responsible for disclosing to the sponsor any OCI that emerges in the course of the work and for addressing any required mitigation actions with their counterparts in the sponsoring organization.

Office of the Executive Vice President for Research (EVPR)
The EVPR’s office is responsible for ensuring the accurate and thorough assessment of potential OCI on any given project, to the best of Georgia Tech’s ability. The Executive Vice President for Research directly appoints 1-2 members of the OCI Review Committee and delegates appointment of GTRI representatives to the director of GTRI. Other groups or offices may be asked to participate in this process at the direction of the EVPR.

Director of the Georgia Tech Research Institute (GTRI)
GTRI is designated as a University Affiliated Research Center (UARC) by the Department of Defense. A UARC is required to operate in the public interest and conduct its business in a manner befitting its special relationship with the government. To maintain the government’s trust in the integrity of the work, the GTRI Director has established a specially trained team that closely evaluates all proposals going out of GTRI. This team maintains OCI support throughout the life cycle of each GTRI project and supports the EVPR on other projects as required.

Georgia Tech Organizational Conflict of Interest (OCI) Review Committee
The OCI Review Committee works with researchers to evaluate the potential for OCI in sponsored projects, and then to plan and document avoidance or mitigation strategies if necessary and appropriate. The OCI committee also provides contracting officers in the Georgia Tech Research Corporation and the Georgia Tech Applied Research Corporation with advice on how to complete required OCI review certification or disclosure documents in sponsored proposals. Finally, the OCI review committee is available as a consulting body if researchers have questions around OCI or suspect that circumstances within their project may have altered their original analysis of real or perceived OCI.

Enforcement

The Georgia Tech OCI committee works diligently to ensure that noncompliance does not become an issue in the course of the award. Anyone involved in research who becomes aware of such an occurrence should immediately contact the EVPR office for correction according to the sponsor’s guidelines. Failure to disclose potential OCI issues to sponsors can cause awards to be rescinded or terminated or result in restrictions on future contracting. Actual OCI or the appearance of OCI can also be a cause for protests from competitors, creating program delays, loss of funding, and strained relations with government and industry partners. Deliberate violation of this policy constitutes research misconduct.

Policy History
Revision Date Author Description
09/2021 Office of the Executive Vice President for Research New Policy

Data Governance and Management Policy

Type of Policy
Administrative
Effective Date
Review Date
Policy Owner
Office of Information Technology
Contact Name
Zachary Hayes
Contact Title
Data Governance
Contact Email
zachary@gatech.edu
Reason for Policy

Information is critical to administration, planning, and decision-making and is a strategic asset of the Georgia Institute of Technology (“Georgia Tech” or “GT”) and the University System of Georgia (“USG”). To effectively and responsibly use information, data must be necessary and relevant, secure, well documented, and accessible for use by authorized, trained personnel as outlined in this policy and the corresponding guidelines, procedures, and resources referenced herein.

This policy outlines data governance and management requirements in compliance with the USG’s Business Procedures Manual (“BPM”) Sections 12.1 through 12.5 for Data Governance and Management.

Refer to the Georgia Tech Data Governance website for corresponding guidelines, procedures, and resources.

Policy Statement

2.1 Data Governance
The Georgia Tech data governance structure must include roles and committees to direct the proper use and handling of Organizational Data and Information Systems. The roles and committees as noted below in “Section 5 Responsibilities” must oversee the Data Governance, Data Management, Security, and Compliance of Georgia Tech Organizational Data and Information Systems as outlined in this policy and the corresponding guidelines, procedures, and resources. The GT technology governance structure must provide technical guidance to and support the work of the committees in the data governance structure. Learn more about the Data Governance structure.

2.2 Data Management
All Georgia Tech Organizational Data and Information Systems must be associated with appropriate Data Domains and Data Sub-Domains along with additional applicable categorizations to further assist with proper data management. Learn more about Data Domains. Learn more about Data Management Categorizations.

All Information Systems must be inventoried and have the ability to access and report documentation of the respective system’s Supporting Database schema and Data Elements. Learn more about Information Systems Inventory.

Additionally, all Mission-Critical Systems must have Data Element definitions for key elements, data quality controls and supporting documentation, and a method for communicating details about system and data availability and methods for individuals to report lack of availability. Learn more about Data Element Dictionary.

All Organizational Data must comply with USG and Georgia Tech retention and disposition requirements. Learn more about Records Management.

2.3 Data Security
Georgia Tech cybersecurity representatives, as appointed by the Chief Information Security Officer (“CISO”), must create policies, guidelines, procedures, and resources that facilitate a secure environment for the storage, use, and dissemination of Organizational Data to protect the confidentiality, integrity, and availability of information.

All Organizational Data must have a data protection categorization and a designated regulatory categorization (see “Section 2.4 Compliance”). All Protected Data must be protected in accordance with the appropriate Cyber Security Data Protection Safeguards and Protected Data Practices. These protections are recommended for all Public Data. Regulated Data is also subject to the controls specified in the applicable federal, state, local, and international laws and regulations as well as specifications contained in Georgia Tech grants, contracts, and other agreements entered into by, or for the benefit of, Georgia Tech. Such Regulated Data controls are required in addition to the controls specified in the Cyber Security Data Protection Safeguards and Protected Data Practices. When multiple controls exist, the strictest control will take precedent. Learn more about Data Protection Categorizations. Learn more about Cyber Security’s Data Protection Safeguards. Learn more about Cyber Security’s Protected Data Practices.

Access to an Information System via any interface (except user self-service) must be coordinated and reviewed through the Data User, associated Data Stewards for each applicable Data Domain, and the Data Administrator. Access to an Information System may require additional approvals (e.g., a Data User's supervisor) or may grant access through pre-approved role-based permissions. Access must be granted based on the Principle of Least Privilege, used only for the purpose for which it was originally intended, and used only by the individual Data Users who received approval. Additional training may be required by a Data Steward and/or a System Owner before access is granted. Human Resources must notify Data Stewards and Data Administrators when an employee is terminated or when an employee’s status has changed which requires a change to such employee’s access to Organizational Data and Information Systems. Access must be reviewed and verified on a regular basis to occur at a frequency determined by the Data Governance Committee. Learn more about Access Procedures.

All Georgia Tech units must ensure organizational structure, job duties, and business processes include an adequate system of separation of duties to reduce the risk of loss of confidentiality, integrity, and availability of Organizational Data. Learn more about Separation of Duties.

2.4 Compliance
Organizational Data must be closely managed to verify compliance with applicable federal, state, local, and international laws and regulations as well as specifications contained in Georgia Tech grants, contracts, and other agreements entered into by, or for the benefit of, Georgia Tech. All Organizational Data and Information Systems must have a designated regulatory categorization in order to identify applicable external regulatory requirements. Learn more about Data Regulation Categorizations. Learn more about Regulatory Compliance.

Training is required when a Data User enters any data governance and management role set forth in “Section 5.1 Roles.” Documentation of training participation and successful completion is required. Training must be completed on a regular basis, so employees are made aware of any updates to Policy, guidelines, procedures, or responsibilities of their role. Training frequency shall be determined by the Data Governance Committee. Learn more about Training.

The Data Governance Committee will appoint a Data Governance Officer to actively monitor compliance with this policy, guidelines, procedures, and resources. The roles and committees outlined in “Section 5 Responsibilities” must maintain appropriate documentation and general evidence that Georgia Tech is in compliance. Learn more about Monitoring. Learn more about Auditing.

Scope

This policy applies to all Georgia Tech units. Additionally, this policy applies to all Georgia Tech Information Systems and Organizational Data, including all data to which Georgia Tech has been granted stewardship by third parties. This policy does not address public access to Organizational Data as specified in the Georgia Open Records Act. Furthermore, this policy does not apply to documents and records that are the personal property of individuals in the Georgia Tech community including documents owned by students or personal intellectual property of professors or researchers. Learn more about this policy. Learn more about your role in data governance.

Policy Terms
  • Data Domain / Data Sub-Domain
    A logical representation of a category or grouping of Organizational Data that has been designated, named, and assigned accountability. Reference to a Data Domain includes the Data Sub-Domains within it. Learn more about Data Domains.
  • Data Element
    The smallest named item of Organizational Data that conveys meaningful information.
  • Individual Account
    Logical access to an Information System or Organization Data assigned to an individual Data User.
  • Information System
    The technology, software, and services administered for the purpose of creating, storing, managing, using, and gathering data and communication at Georgia Tech.
  • Mission-Critical System
    A data management categorization (see “Section 2.2 Data Management”) assigned by the Data Governance Committee to Information Systems that are key primary sources for Organizational Data. Unexpected downtime of Mission-Critical Systems could have a severe or catastrophic impact on Georgia Tech, presenting a high risk to Georgia Tech.
  • Organizational Data
    Data generated, owned, or managed, by or on behalf of, Georgia Tech including all data to which Georgia Tech has been granted stewardship by third parties. Organizational Data record facts, statistics, or information, which is read, created, collected, used, updated, reported, shared, stored, transferred, or deleted by Georgia Tech units. Data may be in any form, including electronic or physical. Organizational Data may reside in an Information System hosted by Georgia Tech or a third party.
  • Principle of Least Privilege
    Privileges of information resources permitting access to only what is necessary and relevant for the Data Users to successfully perform their job tasks and requirements.
  • Protected Data
    A data protection categorization (see “Section 2.3 Data Security”) where information is not generally available to parties outside of the Georgia Tech community. This is the default data protection categorization for Organizational Data. A Protected Data categorization does not always mean that the data contained therein is confidential or non-disclosable and such data may be subject to disclosure under the Georgia Open Records Act or other applicable laws and regulations.
  • Public Data
    A data protection categorization (see “Section 2.3 Data Security”) where information is targeted for public use. Examples include website content for general viewing and published press releases.
  • Regulated Data
    A data regulation categorization (see “Section 2.4 Compliance”) where information is bound by requirements of applicable federal, state, local, or international laws and regulations, and/or contractual obligations. This data must be guarded from disclosure; disclosure of this information may contribute to financial fraud and/or violate applicable federal, state, local, or international laws and regulations, and/or contractual obligations.
  • Service Account
    Logical access to an Information System or Organizational Data assigned to one or more Data Users through an established shared account.
  • Supporting Database
    The location where Organizational Data exists within an Information System.
Responsibilities

5.1 Roles
Data Owner

The President of Georgia Tech is the Data Owner and has ultimate responsibility for all Organizational Data.

Data Trustee
Data Trustees are Georgia Tech Executive Vice Presidents (or other direct reports to the President) who have overall responsibility for Organizational Data within their Data Domain(s). Data Trustees are appointed by the Data Owner.

Associate Data Trustee
Associate Data Trustees are executives (at the level of Vice President/Vice Provost or higher) who have responsibility for implementing and managing Data Trustee efforts. Associate Data Trustees are appointed by a Data Trustee.

Data Steward
Data Stewards are Georgia Tech leaders (at the director level of a division/unit) who have day to day responsibility for Organizational Data within their Data Sub-Domain(s). Depending on the size and complexity of a functional division/unit, it may be necessary, and beneficial, for the Data Steward to appoint an Associate Data Steward(s). Data Stewards are appointed by a Data Trustee or an Associate Data Trustee.

Associate Data Steward
Associate Data Stewards are division/unit subject matter experts who have responsibility for implementing and managing Data Steward efforts. Associate Data Stewards are appointed by a Data Steward.

System Owner
A System Owner is a technical expert who has overall responsibility for the data management, security, and compliance efforts of an Information System. Each Information System must be assigned a System Owner.

Technical Manager
A Technical Manager is a technical expert who has day to day responsibility for the data management, security, and compliance efforts of an Information System, including the safe transport and storage of data, establishing and maintaining the underlying infrastructure, and performing activities required to keep the data intact, maintained with data quality controls, and available to Data Users.  Each Information System must be assigned a Technical Manager, appointed by the System Owner.

Data Administrator
A Data Administrator is a technical expert who has responsibility for the provisioning of access to the Information System. Each Information System must be assigned one or more Data Administrators, appointed by the Technical Manager.

Data User
Data Users are Georgia Tech employees, affiliates, contractors, consultants, and vendors who access Organizational Data to perform their assigned duties. Data Users are responsible for safeguarding their access privileges, for the use of Organizational Data in conformity with all applicable Georgia Tech Policies and procedures, and for securing such data in accordance with cybersecurity policies and procedures. Data Users are responsible for the ethical use of Organizational Data.

Human Resources
The central office for Human Resources that maintains the official record of employee new hire, status change (either in job function, job status, or transfer to another unit), or termination. Human Resources must notify appropriate roles (as noted in “Section 2.3 Data Security”) when an employee is terminated or when an employee’s status has changed which requires a change to such employee’s access to Organizational Data and Information Systems.

Chief Information Officer / Chief Information Security Officer
The Chief Information Officer (“CIO”) and the Chief Information Security Officer (“CISO”) are each responsible for the technical infrastructure of Georgia Tech to support the Organizational Data needs and assets, including availability, delivery, access, and security across their operational scope. The CIO and the CISO will work closely with other Georgia Tech entities that contribute to the governance, privacy, compliance, strategy, and risk management of Georgia Tech Organizational Data and Information Systems.

Data Governance Officer
A Data Governance Officer is an individual assigned the responsibility of providing guidance, committee support, monitoring, and general oversight to data governance and management efforts. The Data Governance Officer will work closely with other Georgia Tech entities that contribute to the privacy, security, compliance, strategy, and risk management of Georgia Tech Organizational Data and Information Systems. A Data Governance Officer will be appointed by the Data Governance Committee.

5.2 Committees
Data Governance Committee

The Data Governance Committee is comprised of a selection of Associate Data Trustees and other Georgia Tech leaders (including faculty, staff, and student representatives) as appointed by the Data Owner. The Data Governance Committee is responsible for recommending policy, approving procedures, and providing guidance, direction, and support for data governance, management, security, and compliance efforts.

Data Management Committee
The Data Management Committee is comprised of a selection of Data Stewards and other Georgia Tech leaders (including faculty, staff, and student representatives) as appointed by the Data Governance Committee who are representative of Georgia Tech’s Data Domains. The Data Management Committee is responsible for collective decision making regarding substantive changes to Organizational Data that apply across Georgia Tech’s Data Domains.

Data Domain & Technology Sub-Committees
A Data Domain & Technology Sub-Committee is comprised of Associate Data Trustees, a selection of Data Stewards, and technology experts who are representative of the Organizational Data, business processes, service delivery, and Information System use within the Data Domain. Each Data Domain and Technology Sub-Committee is responsible for collective decision-making concerning substantive changes to Organizational Data and Information Systems within the specific Data Domain.

Frequently Asked Questions:

  • Does the Georgia Tech Data Governance and Management Policy replace the existing Georgia Tech Data Access Policy?
    Yes. Updates to the Georgia Tech Cyber Security Data Categorization resource and Data Protection Safeguards resource have been updated to align with this policy.
  • Where can I find details on the procedural requirements of this policy?
    For more guidelines, procedures, and resources related to the Data Governance and Management Policy, please visit the Georgia Tech Data Governance website. Learn more about this policy and resources.
  • What is the difference between Public, Protected, and Regulated Organizational Data?
    All Organizational Data will be assigned a data protection categorization of “Public” or “Protected,” which determines the minimum Georgia Tech data protection practices that must be followed. Organizational Data will also be categorized with a data regulation categorization of “Not Regulated” or “Regulated,” which may increase the minimum data protection practices that must be followed depending on the requirements of the regulation(s) that apply to the Organizational Data.
  • Are Service Accounts treated the same as Individual Accounts for the purpose of this Policy and the corresponding guidelines, procedures, and resources referenced herein?
    Yes. Service Accounts and Individual Accounts are treated the same.
  • What are some examples of Information Systems?
    Some common examples of Information Systems are Banner, OneUSG Connect, and Workday.  Some less recognized systems that are categorized as Information Systems are GitHub, DocuSign, and Microsoft 365.
  • Can someone serve more than one role as defined in “Section 5.1 Roles”?
    Yes. Examples may include:
    - An Associate Data Trustee of financial Organizational Data who also is a Data User of human resources Organizational Data
    - A System Owner for a small-scale Information System may also be the Technical Manager and Data Administrator for that Information System
Enforcement

Georgia Tech, the University System of Georgia, and/or the state of Georgia may periodically audit compliance with this policy.

To report suspected instances of noncompliance with this policy, please contact the Data Governance team at: datagovernance@gatech.edu

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

Policy History
Revision Date Author Description
09/20/2021 Data Governance New Policy

Postdoctoral Appointment Policy

Type of Policy
Administrative
Effective Date
Review Date
Policy Owner
Office of the Provost
Contact Name
Jana Stone
Contact Title
Director of Professional Development and Postdoctoral Services
Contact Email
postdocs@gatech.edu
Reason for Policy

The postdoctoral experience emphasizes scholarship and continued training for individuals who have recently completed a doctoral degree. Postdocs (see definition in Section 2) contribute to the Georgia Institute of Technology (Georgia Tech) community by enhancing the research and education programs. They bring expertise and creativity that enrich the research and educational environment for all members of the university community, including graduate and undergraduate students. Georgia Tech strives to provide a stimulating, positive, and constructive experience for the postdoc, by emphasizing the mutual commitment and responsibility of the institution, the faculty, and the postdoc. This policy outlines the requirements for postdoctoral appointments at Georgia Tech.

Policy Statement
Definitions

Postdoc
Postdoctoral appointees (“postdocs”) conduct research under the general oversight of a faculty mentor in preparation for a career in academe, industry, government, or the nonprofit sector. Postdoctoral work provides essential training that may include opportunities to enhance teaching and other professional skills.

Georgia Tech’s definition of postdoctoral appointments uses the following criteria:

  1. The appointee has received a Ph.D. or equivalent doctorate (e.g., D.V.M., Sc.D., M.D.), typically within the past 5 years, in a field directly related to the appointee’s assigned responsibilities;
  2. The appointee’s assigned responsibilities are primarily research and/or scholarship, and may include formal instructional responsibilities (typically no more than 50% effort);
  3. The appointment is full time, limited term (recommended to be 1-3 years, with a maximum of 5 years);
  4. The appointment is preparatory for a full-time career in academia, industry, government, or the nonprofit sector, and provides essential training that may include opportunities to enhance teaching and professional skills; and
  5. The postdoc must be supervised by a full-time faculty member in the unit to which the postdoc is assigned.

The titles currently used for postdoctoral appointments at Georgia Tech are: Postdoctoral Fellow, Affiliate Postdoctoral Scholar, Teaching Postdoctoral Fellow, Brittain Fellow, and Visiting Assistant Professor of Mathematics.

Throughout this policy, "postdoc” is used as an inclusive, general term.

Postdoctoral Fellow
Postdoctoral Fellows are usually funded from Georgia Tech-administered grants, contracts, or funds and for the purposes of services and benefits are considered employees of Georgia Tech. Postdoctoral Fellows receive compensation for services as required by the sources of the corresponding Georgia Tech-administered grants, contracts, or funds. Appointment as a

Postdoctoral Fellow may include teaching responsibilities, but these must constitute less than 50% of the postdoc’s effort.

Affiliate Postdoctoral Scholar
Affiliate Postdoctoral Scholars primarily have training status; they are not considered employees of Georgia Tech. They are provided a stipend in exchange for which no specific service to Georgia Tech is required. The stipend may be provided directly to the recipient from an external source (e.g., a postdoctoral fellowship) or provided by Georgia Tech from an external source (e.g., NIH NRSA fellowships and training grant awards).

Postdoctoral Teaching Fellow, Brittain Fellow and other postdoctoral titles
If instructional responsibilities are significant, postdocs may be appointed with an appropriate title that reflects these duties. Examples of instructional titles include Postdoctoral Teaching Fellow, Brittain Fellow in the School of Literature, Media, and Communication, and Visiting Assistant Professor of Mathematics.

Policy Statement

Postdoc Appointment Terms
Postdoctoral appointments should be full-time, with an expectation of a 40-hour workweek. Part- time appointments are appropriate only in extenuating circumstances, including, but not limited to, medical or personal reasons, or when the postdoc requires time for consulting or teaching external to Georgia Tech.

Generally, postdoctoral appointments at Georgia Tech should last between one and three years. The maximum term of appointment for postdocs at Georgia Tech is five years. This term limit is based on federal guidelines and the tenet that all postdoctoral appointments are primarily for training, which is inherently limited in duration. The appointment duration refers to the total time spent at Georgia Tech as a postdoc and does not include time spent at Georgia Tech as an undergraduate or graduate student, or as a postdoc at other institutions. The appointment may be interrupted for extended medical or family leaves. All postdoc reappointments should follow USG and Georgia Tech policies and procedures. See the Georgia Tech Faculty Affairs website.

Units must specify the duration of appointment, including the end date, in each postdoc’s offer letter. The unit in which a postdoc is appointed must verify that the actual duration of the appointment does not exceed five years or the term specified in the offer, whichever is shorter.

Requests for exceptions to the above terms of postdoctoral appointments must be approved by the Office of Faculty Affairs following a review by the Office of Postdoctoral Services.

Procedures for New Postdoctoral Appointments
Units are responsible for ensuring that appropriate procedures and forms are completed for both postdocs that hold an employee status, and Affiliate Postdoctoral Scholars, respectively. Upon identification of a postdoc for appointment, units must complete the steps required by Faculty Affairs and GTHR for new appointments.

All appointment request packages should include official transcripts issued to Georgia Tech showing the doctoral degree completion. Units must complete a request, receive approval, and provide an offer letter for all postdoctoral appointments, including new postdoctoral appointees, postdocs returning to Georgia Tech, and postdocs being reappointed or transferring within units at Georgia Tech. Units should consult with Faculty Affairs and GTHR for paperwork for returning or transferring postdocs. Offer letter templates are available from Faculty Affairs.

Approval of Postdoctoral Appointments
All postdoctoral appointments must be approved by the Office of Faculty Affairs following a review by the Office of Postdoctoral Services. Faculty Affairs maintains centralized records for all academic appointees, research appointees, and postdocs with instructional duties.

Granting Instructional Responsibilities
Postdocs may teach courses and be the instructor of record if an agreement is reached between the postdoc, the faculty supervisor, and the academic unit. Faculty Affairs grants grading privileges on a case-by-case basis. Faculty Affairs also verifies that the SACSCOC Faculty Credential Guidelines are followed and maintains centralized records of credentials for all instructors, including official transcripts issued to Georgia Tech.

Onboarding Postdocs

Onboarding Postdoctoral Employees
Postdoctoral employees must follow all Georgia Tech employment procedures, which include completing payroll and benefits forms as detailed on the Georgia Tech Office of Human Resources website.

Onboarding Affiliate Postdoctoral Scholars
Affiliate Postdoctoral Scholars are not employees but are entered in the Georgia Tech’s personnel system so that their affiliation with Georgia Tech is established and documented. Affiliate Postdoctoral Scholars must complete and sign the Postdoctoral Scholar Volunteer Agreement before onboarding at the Office of Human Resources. The onboarding process facilitates required access to facilities and OIT systems via Georgia Tech credentials.

Compensation of Postdocs
Postdoc salary minimums are reviewed and determined annually by the Offices of the EVPR and Provost by January 1st of each year to apply to the following fiscal year. Information on the compensation levels is published on the Faculty Affairs and Postdoctoral Services websites.

Guidance on salary levels commensurate with years of postdoctoral experience may also be provided.

The postdoc salary minimums will take into account:

  1. current level of stipends provided by US federal postdoctoral fellowships and salaries offered by peer institutions;
  2. years of postdoctoral experience before being hired at Georgia Tech;
  3. projected USG employee health insurance premium levels;
  4. state employee pay increase percentage;
  5. other cost factors affecting postdocs; and
  6. available funding.

While compensation minimums are determined by the Office of the EVPR and Provost, each school or unit that appoints postdocs is responsible for determining the salary/stipend ranges within the unit. The stipend levels shall be determined by the following factors:

  1. peer institution salary/stipend levels for the disciplines (peer reviews to be conducted by units);
  2. past experience and performance of the postdoc in research or teaching;
  3. level of research or teaching work conducted by the postdoc;
  4. for an international postdoc, the estimated cost of living as determined by the Office of International Education through the I-20 form (http://www.oie.gatech.edu/); and
  5. available funding.

Each school or unit shall annually review the overall postdoc salary/stipend levels for its postdocs based on the factors noted above. If Georgia Tech is authorized to provide annual salary increases to state employees, comparable increases to postdocs funded through sponsored funds will be recommended by the school or unit. Postdoc salaries may also be raised via an equity adjustment based on the minimum recommended by the Institute for their years of postdoctoral experience. Raises for postdocs funded by sponsored funds should be included, through escalation factors, in grant budgets. Units should publish postdoc salary and stipend ranges in a location accessible to both postdocs and faculty in the unit.

Affiliate Postdoctoral Scholar Compensation
For Affiliate Postdoctoral Scholars, the terms of the fellowship or award dictate the stipend amount and any increases; these are not controlled by Georgia Tech. However, stipends may be supplemented by the supervisor or unit, if allowable under the terms of the award. If the stipend of an Affiliate Postdoctoral Scholar is less than the minimum postdoc salary level established by the Institute, then a supplement to the stipend should be provided to match the minimum salary level. Note that NIH NRSA policy requires that that salary supplementation policies must be consistently applied to all Affiliate Postdoctoral Scholars regardless of the source of funds.

Requests to provide Affiliate Postdoctoral Scholars with a part-time salary for services rendered that are separate from the obligations of the fellowship or award will be considered on a case-by- case basis by Faculty Affairs and Postdoctoral Services.

In cases when stipends are provided directly to the postdoc from the sponsoring agency, the sponsoring agency is responsible for reporting for tax purposes. In cases where Georgia Tech administers the funding (e.g., NIH NRSA fellowships and training grant awards), stipends and stipend supplements should be provided via Georgia Tech Accounts Payable and reported on a Form 1099 to comply with federal tax regulations.

Benefits

Time Away from Work
Per the Georgia Tech Time Away from Work Policy, postdocs who are employees of Georgia Tech accrue 14 hours per month of paid annual leave and 8 hours per month of sick leave.

Affiliate Postdoctoral Scholars are eligible for the amount of leave articulated and allowed under the terms of the fellowship or award.

Health Insurance
Postdocs who are employees of Georgia Tech are eligible for the USG employee health insurance plans and other benefits, subject to USG policies (see USG benefits eligible definition: http://www.usg.edu/hr/manual/employee_categories). In rare cases where a postdoc employee is appointed at less than 75% effort (less than 30 hours per week), health benefits eligibility will be determined by the number of hours worked. Contact the unit HR representative or GTHR Benefits unit to learn more.

Affiliate Postdoctoral Scholars are not eligible for employee benefits per USG policy because they are not considered employees of Georgia Tech. Affiliate Postdoctoral Scholars may acquire their own health insurance or choose to participate in the voluntary student health insurance plan (known as SHIP). To enroll in the voluntary student health insurance plan, Affiliate Postdoctoral Scholars must be verified by the Office of Postdoctoral Services.

In some instances, an administrative financial allowance may be provided by the fellowship or award sponsor to be used by the unit to support allowable benefits-related expenses for Affiliate Postdoctoral Scholars. Units must verify compliance with the award terms and conditions.

Expenses not covered by an administrative allowance provided by the sponsor are the responsibility of the the Affiliate Postdoctoral Scholar.

Retirement Benefits
Postdoc employees have the option of participating either in the Teachers Retirement System (TRS) of Georgia or an Optional Retirement Plan (ORP). Upon initial appointment, the postdoc should consult an Office of Human Resources benefits counselor to determine the appropriate plan given the temporary nature of their appointment.

Affiliate Postdoctoral Scholars can use any administrative allowance funds provided with the award to make voluntary payments into other individually selected retirement plans only when sponsors allow such expenditures. No institutional administrative allowance funds can be transferred from a Georgia Tech restricted account to the Affiliate Postdoctoral Scholar’s retirement account without verification that the sponsor permits such payments from such funds. Verification must be provided through the Office of Sponsored Programs (OSP) to the Accounts Payable Office before transfers can take place.

Additional Benefits and Issues
The Employee Assistance Program (EAP) is available to all postdocs, including Affiliate Postdoctoral Scholars (even though Affiliate Postdoctoral Scholars are not eligible for other employee health benefits). This program provides no-cost, 24-hour access to confidential counselling for a range of personal, family, and work concerns.

International postdocs should check with the Office of International Education (if holding a J visa) or Global HR (if holding an H1B, F, or other visa) for assistance with questions regarding taxes and benefits, and how they will be treated under federal law (i.e., social security, etc.).

Performance Evaluations and Individual Development Plans
Recognizing that postdocs are in growth positions and striving for professional advancement, they are entitled to formal evaluations by their faculty mentors. USG and Georgia Tech policies (see USG Human Resources Administrative Practice Manual: Performance Evaluation) specify that written performance evaluations must occur on at least an annual basis.

In addition to performance evaluations, use of Individual Development Plans (IDPs) is strongly recommended by Georgia Tech as well as some funding agencies. While the IDP may inform the postdoc’s performance evaluation, the IDP has a different purposes. The IDP is written by the postdoc to outline his/her own progress and goals, while the performance evaluation is the supervisors’ assessment of the postdoc’s efforts.

Conflict Resolution
Postdocs may consult with the Faculty & Graduate Student Ombuds for confidential, neutral, informal, and independent conflict resolution at any time. Postdocs are encouraged to seek informal resolution of conflicts by talking with their faculty supervisor and then with the school chair (or delegate). The next step in informal resolution is to contact the Assistant Vice Provost for Academic Advocacy and Conflict Resolution. For other instances where an informal process is required, the Employee Dispute Resolution Policy is applicable to postdocs.

The Policy for Responding to Allegations of Scientific or Other Scholarly Misconduct is applicable to all postdocs (see Georgia Tech Faculty Handbook Section 5.7).

The Conflict Resolution Pathways Relevant to Postdocs document details the applicable polices and contacts for these and additional issues.

Appointment Conclusion

Resignation
A postdoc may resign his or her appointment by submitting a written statement to the immediate supervisor. Thirty days’ notice before the end date is standard, and as much time as is possible is preferred. When leaving Georgia Tech, the postdoc should also contact the HR representative for the unit to ensure that all of the correct steps are completed.

Dismissal
Postdoctoral appointments may be ended a thirty-day written notice if the funding support ends. In instances where a postdoc has violated any USG and/or Georgia Tech policy, dismissal may be immediate.

If Georgia Tech sponsors the visa of a postdoc and the employment ends prior to the original program end date, the supervisor must contact the Office of International Education (for J1 visas and F1-OPT authorized by Georgia Tech) or Global Human Resources (for H1B, F1-OPT authorized by other institutions, and other visas) prior to informing the postdoc of dismissal.

Appointment Duration Limit Reached
If the maximum term of appointment is reached, an appointee may be considered for a regular position through a competitive search. Regular positions that may be appropriate after a five-year postdoctoral appointment include, but are not limited to Research Scientist/Engineer II, Lecturer, or Academic Professional. Units should consult their HR representative or Faculty Affairs for additional information.

Summary Table of Postdoctoral Appointments

*Includes access to the Employee Assistance Program, Library, Parking & Transportation, Office of Postdoctoral Services programs and services, etc.

Scope

This policy applies to all units of Georgia Tech.

Responsibilities
7.1.Office of the Provost

The Office of Postdoctoral Services, in collaboration with the Office of Faculty Affairs, is responsible for periodically reviewing the Postdoctoral Appointment Policy for revisions as needed, and taking active steps to encourage compliance with the policy.

7.2.Appointment Unit

The unit in which a postdoc is appointed is responsible for ensuring that appropriate procedures and policies are followed, and complete files are established at the time of appointment.

7.3.Postdoc

Postdocs are responsible for:

  1. Completing the conscientious discharge of assigned duties.
  2. Collegial conduct toward coworkers.
  3. Maintaining compliance with good research practices and recognized Georgia Tech standards.
  4. Maintaining open and timely discussion with the faculty supervisor regarding research progress, distribution of reagents or materials, or any disclosure of findings or techniques privately or in publications.
  5. Completing the publication of research and/or scholarship during the period of the appointment, in consultation with the faculty supervisor.
  6. For appointees with formal instructional responsibilities, active participation in training and assessment activities related to instructional duties.
  7. When departing role, providing the faculty supervisor with as much notice as possible and leave behind the appropriate data, computer files, and tangible research materials.
  8. Maintaining compliance with all sponsor, Georgia Tech, and USG policies and procedures, including observation of established guidelines for research involving biohazards, human subjects, or animals, conflicts of interest.
  9. Successfully completing all mandatory trainings or certifications as required by Georgia Tech, USG, and/or funding agencies. Postdocs must complete Responsible Conduct of Research Training if appointed to an applicable NIH or NSF project (see the RCR Compliance Policy).
  10. Obtaining a Georgia Tech Buzzcard, providing access to physical facilities and online services, including access to libraries, parking, etc.
  11. Following Georgia Tech and USG policies.
7.4.Faculty Supervisor of the Postdoc

Faculty Supervisors of Postdocs are responsible for:

  1. Providing guidance on the postdoc’s research and scholarship goals, as well as the postdoc’s overall career development.
  2. Helping the postdoc acquire knowledge and skills based on their current and future needs.
  3. At the time that training begins, providing the postdoc with a written description of assigned duties and expectations together with a description of the goals and objectives of the training program.
  4. Regularly and frequently communicating with the postdoc about expectations and goals for assigned duties and projects.
  5. Providing written assessments of the postdoc’s performance at least annually (required by USG Board of Regents Policy and Georgia Tech).
  6. Communicating any changes in funding or support that could affect the length of the appointment to the postdoc as soon as possible.
Enforcement

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline 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 21, 2021

Office of Postdoctoral Services

New Policy

Commitment Accounting

Type of Policy
Administrative
Effective Date
Review Date
Policy Owner
Institute Budget, Planning and Administration
Contact Name
Terryl Barnes
Contact Title
Commitment Accounting Manager
Contact Email
terryl.barnes@business.gatech.edu
Reason for Policy

This policy outlines the requirements of Commitment Accounting at Georgia Tech in compliance with USG financial systems and processes.

Policy Statement

Commitment Accounting Requirements - General
Georgia Tech departments are required to:

  • Review and reconcile salary and fringe benefit data in a timely manner,
  • Establish position funding for filled positons,
  • Submit, review, and approve transactions in a timely manner.

If a department is awaiting funding from internal or external awards, salary and fringe benefits must be allocated to the undesignated driver worktag, or another discretionary funding source. Departments should not allocate salary and fringe benefits from delayed funds to the suspense worktag for their Department, or another grant.

Change Position Funding (CPF)
When salary and fringe benefit distribution for a future pay period needs to be updated, Departments must follow the requirements outlined below to execute a CPF transaction.

Express Direct Retro (EDR)

If the salary and fringe benefit distribution for a prior pay period within the current fiscal year needs to be corrected, Departments must follow the requirements outlined below to execute an EDR transaction.

Late EDR - Special Documentation Requirements and Limitations for Externally-funded Sponsored Awards and Cost Share

Per 2CFR §200.431, EDR salary distribution changes that add salary charges to externally-fundedsponsored awards and cost share worktags must be accompanied by a written (or system-recorded) justification statement at an appropriate level of detail. Specific reasons for the transfer must be provided in the explanation. Cost transfer requests of this type that are not properly documented with an acceptable justification statement will be moved to the unit's sponsored undesignated worktag number by the Commitment Accounting central office and must be reallocated off of undesignated by the end of the fiscal year.  

EDR salary cost transfers to externally-funded sponsored projects beyond 90 days of the original expense posting will not be allowed under normal circumstances. Exceptions to the 90 day limit must be approved by the Commitment Accounting Manager (Institute Budget Planning and Administration Office) , Sr. Director of Grants and Contracts Accounting (Grants and Contracts Accounting Office), and Vice President for Research Administration (Georgia Tech Research Corporation). Exceptions will be considered when:

  • Initial or continued sponsor funding is delayed beyond 90 days after the effective date, and the transfer is requested within the reporting period of the sponsored award (typically 60-90 days after the expiration date of the award).
  • The terms and conditions of the sponsored agreement provide for acceptance and payment of the expenses covered by the proposed cost transfer and appropriate supporting documentation is provided.
  • Other exceptions will be reviewed on a case-by-case basis by the Senior Director of Grants and Contracts, and/or the Vice President for Research.

When a request doesn’t meet the one of the exceptions above, the Vice President of Finance and Planning (Administration and Finance Office) may also be required to approve the over 90 days EDR request.

Transfers between grants associated with the same sponsored award and sponsored gifts not identified as cost share projects funded by the Georgia Tech Foundation and Georgia Tech Research Corporation are not subject to special documentation requirements or the 90 day limitation.

Invalid Funding / Suspense

Departments must run and review the Invalid Funding Report daily and correct entries found on the report prior to payroll processing for the pay period. In order to correct the invalid funding entries, a change position funding transaction must be submitted and approved.

Failure to correct invalid funding entries before the payroll is processed for the period will cause the allocations to post to a suspense worktag. If suspense transactions are not corrected in a timely manner, the transactions will be transferred to departmental undesignated driver worktags or cost overrun.

Scope

This policy applies to all departments of Georgia Institute of Technology.    

Policy Terms

Actuals

The actual amount of the encumbered portion that has been spent to date. An encumbered amount becomes an actual when an encumbered amount is paid. Actuals represent salary and fringe benefit expenses.

Change Position Funding (CPF)

The process of assigning or updating future pay period salary and fringe benefit distribution to a position by percentage and effective date.

Commitment Accounting

The Commitment Accounting business process enables departments to budget for salary and fringe benefit expenses and track actual salary and fringe benefit costs.

Encumbrance

A claim against funds; a projection of future expenses.

Express Direct Retro (EDR)

An Express Direct Retro is the retroactive redistribution of salary and fringe benefit costs.​

Invalid Funding Report

The invalid funding report displays positions with an error for future pay periods that have not been processed.

Provisioned Initiator

A Provisioned Initiator is a security role which gives an individual access to complete transactions for positions, position funding, EDRs, and other tasks for departments. Information regarding training to become a Provisioned Initiator can be found here.

Suspense

A Suspense is a combination code that allows for the review and resolution of errors, to track payroll costs that do not have position funding, and to track when funding ends in the middle of an earnings period.

Procedures

5.1 Change Position Funding Procedure Requirements

Submission

A CPF transaction must be submitted by a user with appropriate access to update future pay period (encumbrance) postings of gross salary distributions.

Review

Provisioned Initiators must identify if the employee for which the CPF is being processed is funded from multiple departments or awards. If employees are funded from multiple departments or awards, all departments must approve the CPF transaction. If all required departments are not included in the approval workflow the transaction will be denied.

5.2 Express Direct Retro Procedure Requirements

Submission

EDR requests must be submitted by a user with appropriate access to correct actual payroll postings of gross salary distributions.

Documentation

An Employee Cost Detail report and supporting documentation are required to be attached to each transaction. Failure to attach the required documents to the transaction will cause the transaction to be denied.

Review

Provisioned Initiators must identify if the employee for which the EDR is being processed is funded from multiple departments. If employees are split funded, all departments must approve the EDR.

Timing Requirements

The accounting date of the EDR transaction must be approved at all levels within the current accounting period in order to post the transaction to workday. The monthly cutoff for EDR transactions is determined by the Workday month end schedule. If the accounting date of the transaction is outside of the current accounting period, the transaction will be denied.

Example: the transaction was initiated on May 1st with the same accounting date, however the transaction was not approved until June 10th. This transaction will be denied because Workday closed for May prior to the approval date. The user will need to resubmit the transaction with a June accounting date and ensure the transaction is approved within the same month.

Late EDRs

An EDR request over 90 days past the original payroll posting date, where funding is being moved to a grant requires additional documentation and approval by the Commitment Accounting Manager, and the Sr. Director of Grants and Contracts Accounting. When a request doesn’t meet the one of the exceptions noted in the Policy Statement above, the Vice President of Finance and Planning (Administration and Finance Office) may also be required to approve the over 90 days EDR request. Users must complete the transmittal form, attach the employee cost detail report, supporting documentation and submit the request to the GT Financials Service Now.

Responsibilities
8.1 Institute Budget Planning and Administration – Commitment Accounting Team

The Commitment Accounting team in Institute Budget Planning and Administration is responsible for:

  • Managing, reviewing, and approving all commitment accounting related transactions,
  • Submitting EDR transactions over 90 days on behalf of campus users,
  • Correcting fringe benefits and tuition errors
  • Verifying transactions post to Workday general ledger

 

8.2. Departmental Initiators/Approvers/Reviewers

Departmental Initiators/Approvers/Reviewers are responsible for:

  • Verifying position funding,
  • Verifying salary, flate rate fringe benefits, and tuition remission distributions are accurate,
  • Reconciling transactions,
  • Reviewing transactions in a timely manner and ensuring transactions are approved or denied.
Enforcement

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

10/20/2020

Institute Budget Planning and Administration

New Policy

Equal Opportunity, Nondiscrimination, and Anti-Harassment Policy

Type of Policy
Administrative
Effective Date
Last Revised
Review Date
Policy Owner
Human Resources
Contact Name
Ivy B. Gardner
Contact Title
Director of Employee Relations
Contact Email
ivy.gardner@ohr.gatech.edu
Reason for Policy

The Georgia Institute of Technology (Georgia Tech) is committed to equal opportunity, a culture of inclusion, and an environment free from discrimination and harassment in its educational programs and employment. This policy replaces the Nondiscrimination and Affirmative Action Policy, the Anti-Harassment Policy, and the Equal Opportunity Complaint Policy.

Policy Statement

Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, or services.  Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities.

Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions.  This prohibition applies to faculty, staff, students, and all other members of the Georgia Tech community, including affiliates, invitees, and guests. 

As a federal contractor, it is also Georgia Tech’s policy to take affirmative actions to employ and to advance in employment all persons regardless of race, ethnicity, ancestry, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, marital status, disability, genetics, or protected veteran status, and to base all employment decisions only on valid job requirements.  This policy shall apply to all employment actions, including, but not limited to, recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship, at all levels of employment.

Georgia Tech makes reasonable accommodations for the disabilities of qualified employees, students, and applicants.  Please see Georgia Tech’s Disability Services website below for student ADA accommodations; see also Georgia Tech’s Human Resources Disability Services.

This policy outlines the process for reporting, investigating, and resolving claims of discrimination, including discriminatory harassment, and retaliation.

The Sexual Misconduct Policy governs allegations of sexual misconduct, which includes, but is not limited to, sexual discrimination, sexual harassment, domestic violence, dating violence, sexual assault, sexual exploitation, and stalking.  Pursuant to that policy, allegations of student sexual misconduct are investigated and resolved under USG Policy 6.7 (Sexual Misconduct) and USG Policy 4.6.5 (Standards for Institutional Student Conduct Investigation and Disciplinary Proceedings).  All other complaints of sexual misconduct will be resolved as outlined in this policy.

Scope

All faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, or services are covered by this policy.

 

Definitions

Discrimination

Decision-making based on protected categories of race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, genetics, veteran status, or any other category protected by law.
 

Discriminatory Harassment

Unwelcome verbal, non-verbal, or physical conduct directed against any person or group, based upon race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, genetics, veteran status, or any other category protected by law,that has the purpose or effect of creating an objectively hostile working or educational environment. A hostile environment is created when harassment is so severe, pervasive, or persistent as to unreasonably interfere with or limit an individual’s employment or educational opportunities.

 

Sexual/Gender Harassment

Unwelcome sexual advances, requests for sexual favors, gender-based denigration, and other verbal, non-verbal, or physical conduct of a sexual or gender-based nature, when:

  1. Submission to such conduct is made either implicitly or explicitly as a term or condition of an individual’s employment or status in a course, program, or activity;
  2. Submission or rejection of such conduct by an individual is used as a basis for condition of an individual’s employment or status in a course, program, or activity; or

Such conduct has the purpose of creating an objectively hostile working or educational environment.

Retaliation

Any materially adverse action taken or threatened against an individual because the individual has, in good faith, filed a complaint or grievance; sought the aid of Human Resources or any other campus authority; testified or participated in investigations, compliance reviews, proceedings, or hearings; or opposed actual or perceived violations of policy or unlawful acts.  Georgia Tech prohibits retaliation both under this policy and Georgia Tech’s Non-Retaliation Policy.

Procedures

Reporting Discrimination and/or Retaliation
Individuals who believe that they have been subjected to discrimination, including discriminatory harassment, and/or retaliation (the Complainant) should promptly report the matter to one of the following offices:  

Complaints against non-faculty employees should be filed with Georgia Tech Human Resources Employee Relations or (404-894-4847).

Complaints against a faculty member should be filed with the Associate Vice Provost for Advocacy and Conflict Resolution in the Office of the Provost.  

Complaints against a student should be filed with the Office of the Dean of Students or by filing an incident report with the Office of Student Integrity.

All complaints may also be filed with Georgia Tech’s EthicsPoint website. If the Complainant does not know the status of the person who allegedly discriminated and/or retaliated, then the complaint should be filed with Georgia Tech Human Resources Employee Relations.  Complaints against a Georgia Tech community member who is not a student, staff member, or faculty member, may be filed in EthicsPoint or with Georgia Tech Human Resources Employee Relations.  If a complaint is filed with the incorrect office, that shall refer the complaint to the correct office and notify the Complainant of the referral. 

Complaints of discrimination and/or retaliation should be brought as soon as reasonably possible so they may be addressed promptly.

Additional Reporting Options for Reporting Sexual Discrimination
In addition to the reporting options above, alleged sexual discrimination/sexual misconduct may be reported to the Title IX Coordinator or one of the Deputy Title IX Coordinators.   See Georgia Tech’s Title IX website for more information on reporting and resources for victims of sexual misconduct.

Appeals of Employment Actions
If an employee raises a complaint of discrimination through the appeal of a termination, suspension without pay, or demotion, the discrimination complaint will be investigated before proceeding with the grievance process. See Impartial Board of Review Appeal Policy; Demotion Appeal Policy; and Suspension without Pay Appeal Policy.  Only the appeal will be paused, and the adverse action will remain in effect.

Investigation/Resolution of a Complaint
Georgia Tech will diligently investigate and seek timely resolution of a complaint. Georgia Tech will take appropriate steps based on its findings.

Violations of this policy may result in discipline up to and including dismissal for employees, expulsion for students, and exclusion from the participation in programs and opportunities.

Additional Resources:
Age Discrimination Act of 1975 (Age Act), 42 U.S.C. §§ 6101 et seq., and its implementing regulation, 34 C.F.R. Part 110, which prohibit discrimination on the basis of age by recipients of FFA from the Department.

Section 504 of the Rehabilitation Act of 1973 (Section 504), as amended, 29 U.S.C. § 794, and its implementing regulation, 34 C.F.R. Part 104.  Section 504 prohibits discrimination on the basis of disability by recipients of Federal financial assistance (FFA) from the Department.

Title II of the Americans with Disabilities Act of 1990 (Title II), as amended, 42 U.S.C. §§ 12131 et seq., and its implementing regulation, 28 C.F.R. Part 35.  Title II prohibits discrimination on the basis of disability by public entities.

Title VI of the Civil Rights Act of 1964 (Title VI), 42 U.S.C. § 2000d, and its implementing regulation, 34 C.F.R. Part 100 which prohibit discrimination on the basis of race, color, or national origin by recipients of FFA from the Department.

Title IX of the Education Amendments of 1972 (Title IX), 20 U.S.C. §§ 1681 et seq., and its implementing regulation, 34 C.F.R. Part 106, which prohibit discrimination on the basis of sex in any education program or activity operated by a recipient of FFA from the Department.

Subscribe to