The Administrative Guide is Stanford's collection of guidelines for non-research university activities that govern workplace interactions, approaches, procedures and processes. Please take the opportunity to review the Administrative Guide policies that may have changed or are new to you.
Policy Documents to Review Regularly (Updated 2021)
The following are some of the key employment-related polices and resources that should be reviewed regularly.
University Code of Conduct
As members of the Stanford University community, all faculty, staff, students, members of the Board of Trustees, university Officers and affiliates are responsible for sustaining the high ethical standards of this institution, and of the broader community in which we function. The university values integrity, honesty and fairness and strives to integrate these values into its teaching, research and business practices.
Harassment, Discrimination and Consensual Relationships Policies
Stanford University strives to provide a place of work and study free of harassment, discrimination, intimidation or exploitation. Where harassment or discrimination has occurred, the university will act to stop the harassment or discrimination, prevent its recurrence, and discipline and/or take other appropriate action against those responsible.
Protection of Minors
Stanford University has adopted a Policy for Protection of Minors to establish safeguards for children under the age of 18 who participate in Stanford activities and programs on campus or under the authority and direction of the university at other locations.
Violence in the Workplace
Stanford University strives to provide employees a safe work environment; therefore, the university does not tolerate violence or threats of violence in the workplace.
Controlled Substances and Alcohol
This policy maintains a drug-free workplace and campus. The unlawful manufacture, distribution, dispensation, possession and/or use of controlled substances or the unlawful possession, use or distribution of alcohol is prohibited on the Stanford campus, in the workplace or as part of any of the university’s activities.
Electronic Information, Network Usage and Information Security Policies
These policies define privacy guidelines, appropriate use and security measures for the university’s networks and electronic information.
Staff Policy on Conflict of Commitment and Interest
It is important for staff to avoid actual or apparent conflicts of interest between their university obligations and their outside interests. In addition, staff members who are exempt from governmental regulations regarding compensation for overtime work owe their primary professional allegiance to the university, so external activities must not result in inappropriate conflicts of commitment, such as how time and energy is allocated.
Purchasing Cards and Business and Travel Expenses
The policies below outline the use of Purchasing Cards and the guiding principle and reimbursement policy for business- and travel-related expenses.
Important Information and Resources
In addition to the required policies, below are links to information on other important work topics.
President's Reaffirmation of Equal Employment Opportunity
Stanford University prohibits discrimination and harassment and provide equal opportunity for all employees and applicants for employment regardless of race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, age, sexual orientation, gender identity, veteran status, or any other trait or status protected by applicable law.
Resources to Address a Workplace Concern
Stanford University offers a wide variety of resources to help employees understand the policies and procedures at Stanford and to address questions or resolve issues that may influence their experience at Stanford, including informal and formal review processes.
Ethics and Compliance Helpline
All employees are able to confidentially report concerns about conflicts of interest, environmental health and safety concerns, sexual harassment, theft or fraud, accounting irregularities, athletics compliance, violations of law, contract or university policy by calling the Ethics and Compliance Helpline.
Veteran and Disability Designation and Race and Identity Self-Identification in Axess
To create an inclusive, accessible, diverse and equitable university, Stanford requests employees designate their veteran and disability status, as well as their race and ethnicity information. Log into Axess>Employee Center>Personal Information section to click the applicable links to submit or update your Veteran and Disability or Race and Ethnicity information.
Notice on Asbestos-Containing Materials in Stanford Buildings
State law (Connelly Act) requires employers to notify employees of known asbestos-containing construction materials located in buildings constructed prior to 1981. This notification is provided to new Stanford employees and distributed to all employees on an annual basis.
Jeanne Clery Disclosure of Campus Security and Campus Crime Statistics Act (Clery Act)
Stanford's Department of Public Safety compiles an annual report to keep the campus community informed about crime statistics, fire incident statistics, and safety policies, allowing individuals to make informed decisions about their personal safety and enhance the safety of others. The information is used to assess and identify ways to strengthen emergency planning university-wide. See pages 52-76.
Mandated Reporting of Child Abuse and Neglect
California law requires certain individuals at Stanford, called Mandated Reporters, to report known or reasonably suspected child abuse or neglect to the authorities. Mandated Reporters are required to sign an acknowledgement.
Collective Bargaining Agreements
2019-2024 Collective Bargaining Agreement between SEIU Higher Education Workers Local 2007 and Stanford University
An agreement is in place for Stanford employees represented by SEIU Higher Education Workers Local 2007.
2015-2021 Collective Bargaining Agreement between Stanford Deputy Sheriffs’ Association and Stanford University
An agreement is in place for Stanford employees represented by the Stanford Deputy Sheriffs’ Association.
If you have questions, please contact your school or unit HR manager (a listing of each area's HR manager is online) or University Human Resources - Employee & Labor Relations at firstname.lastname@example.org or (650) 721-4272.