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.

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.

 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.

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.

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.

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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.

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

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

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.

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.