Policies, Procedures and Guidance

Institute Policies and Procedures

A: Policy related

MIT Policies & Procedures – A guide for faculty and staff members

http://web.mit.edu/policies/

“The primary purpose of this document is to state the principal policies and procedures that guide MIT faculty and staff members in the pursuit of Institute objectives and in relations with the community at large. It is also designed to acquaint new faculty and staff members with the organization and aims of the Institute and with their obligations and benefits. Some of the policies in this guide apply to the entire Institute community.”

Personnel Policy Manual

http://hrweb.mit.edu/policy/

“The MIT Personnel Policy Manual is a resource document containing personnel policies for employees in the nonacademic payroll groups, specifically the administrative, sponsored research, support and service staff. It complements “Policies and Procedures: A Guide for Faculty and Staff Members.”

Policies, Rules, and Guidelines for I/T at MIT

http://web.mit.edu/ist/topics/policies/

“Information technology policies ensure that everyone's use of the Institute's computing and telecommunications resources support its educational, research, and administrative mission in the best possible way.”

Procurement Policy and Procedures

http://controllers.mit.edu/site/procurement/policies_procedures

“The official policies and related procedures for Procurement. The manuals have been organized using a standard numbering format – and in some cases have been abridged or summarized – in order to make them more accessible.”

Student Information Policies

http://web.mit.edu/policies/sip/

“This policy builds upon the Family Education Rights and Privacy Act (FERPA) of 1974, a federal law designed to protect students' privacy, and to provide them access to their education records. Under FERPA, "education records" include all records, in all tangible formats (print, electronic, visual, etc.) that are directly related to currently or formerly enrolled students and are maintained by an academic institution”

MIT Environmental Policies

http://web.mit.edu/environment/ehs/policy.shtml

“The MIT EHS policy approved by the Academic Council, signals MIT's commitment to environmental, health, and safety stewardship in research, teaching and operations. The Policy was developed by an Ad Hoc EHS Subcommittee of MIT's EHS Council. Co-chaired by the Vice President for Research and Associate Provost and Managing Director for Environmental Programs/Senior Counsel, this subcommittee includes senior faculty and administrators. All of MIT's EHS activities - compliance, good practices and positive initiatives - are directed toward achieving the goals described by the policy.

B: Department Related

MIT Office of Budget Operations

http://web.mit.edu/budget/

“To support the Institute's mission of excellence in education, research, and discovery as the trusted partner of the Corporation, Senior Management, and academic and administrative units in matters of resource allocation and management.”

Office of Finance

http://web.mit.edu/finance/

“To support MIT's platform for education and the advancement of knowledge by integrating the institution's bold and expansive mission with a sustainable financial model that balances investment in long-term opportunities with the funding of pressing short term initiatives.”

Office of Sponsored Programs

http://web.mit.edu/osp/www/

“The Office of Sponsored Programs’ mission is to conduct the centrally organized administrative, business, and financial functions related to award administration and to assist faculty, principal investigators, and their administrators in the identification of resources for and the management of individual sponsored projects consistent both with MIT’s academic and research policies and with the stewardship requirements of and obligations to external sponsors.”

Human Resources

“The mission of the Human Resources Department is to advance a vibrant and diverse work community where individuals thrive and contribute to MIT’s excellence.”

http://hrweb.mit.edu/

Student and Administrative Information Services (SAIS)

http://web.mit.edu/ist/org/admincomputing/index.shtml

“SAIS bridges technology and business expertise in diverse functional areas, including financial, logistics, and human resources. We are a Directorate within IS&T. Our core purpose is to provide outstanding service around high impact, enterprise-wide and departmental business solutions.”

Ombuds Office

http://web.mit.edu/ombud/index.html

“The MIT Ombuds Office helps people express concerns, resolve disputes, manage conflicts, and learn more productive ways of communicating. The Ombuds Office serves as an independent, confidential, neutral and informal resource to the diverse MIT community—it is a resource for faculty, staff, students and post-docs. It provides a place for every voice at MIT to be heard and to receive impartial attention without fear of loss of privacy. The Ombuds Office seeks to promote a fair conflict management system and supports systemic changes to achieve this goal.”

Office of the General Counsel

http://web.mit.edu/ogc/services/

“OGC attorneys have expertise across the range of subject areas listed. We tend to specialize in one or more areas but seek to work broadly with colleagues across areas to provide our MIT clients with the range of advice and service they need. Anyone unsure which OGC lawyer to call should contact Mark C. DiVincenzo, Deputy General Counsel.”

C: Financial related issues

Guidelines for Financial Review and Control

http://web.mit.edu/cao/www/FRC/

“The main purpose of this document is to provide guidelines for the monthly review of detail transactions in MIT's Departments, Laboratories, and Centers (DLCs). The approach described is risk-based.”

Financial System quick reference

http://web.mit.edu/sapr3/finsysqr/

“In the Financial Systems Quick Reference, you can find information about the various computer systems used at MIT for performing and supporting the financial work of the Institute. The quick reference describes each system, what it is used for, how to obtain authorizations and access to the system, and what training, documentation, and support is available.”

The internal control structure

http://controllers.mit.edu/site/general_ledger_operations_reporting/policies_procedures/financial_review_and_control/appendix_a

“Internal Controls are processes designed by management to provide reasonable assurance that the Institute will achieve its objectives. They are tools used by all managers, from the Support Staff level to the President of the Institute, everyday to help assure that their Department, Laboratory, or Center (DLC) is operating according to plan. Internal Controls may be designed to: safeguard assets; maintain the accuracy and reliability of accounting data; promote operational efficiency, and/or encourage adherence to prescribed managerial policies.”

General Ledger Accounts

https://controllers.mit.edu/site/content/download/2756/13883/file/GLdefins_Dec2003-1.xls

“A listing of the general leger accounts used by MIT.”

SAPWeb

http://web.mit.edu/sapweb/PS1/index.shtml

“SAPweb is a web-based front-end to MIT's SAP financial and administrative system. It was developed to provide a simple interface, requiring minimum training that could be used on any platform that supports the Netscape web browser. You can use SAPweb to perform many financial and administrative functions, including creating requisitions and journal vouchers, approving requisitions, verifying credit card transactions, and maintaining employee personal information.”

Roles Data Base

http://web.mit.edu/rolesdb/

“The Roles Database provides a consistent way to store and maintain access rules for other applications, such as SAP. The associated user front-end application serves as a common tool for users in offices and labs to maintain access rules (authorizations) for their systems. Authorizations are stored in the Roles system's central database; you use the front-end application to display, create, or modify them. Limited read-only access is also available via a Web interface.”

Date Warehouse

http://web.mit.edu/ist/warehouse/

“The Data Warehouse is the Institute's reporting system. It provides the MIT community with integrated data from various administrative systems stored in one location. Most information is updated by nightly feeds from the systems of Record - e.g., SAP, HR, MITSIS, Space Accounting.”

Record Retention

http://libraries.mit.edu/records/schedules-list.html

Policy related to each administrative office, academic department, research center, and laboratory responsibility for proper management of their records in its custody.