Policy News and Updates

10/6/2025

In September, the Board of Trustees reviewed and approved most of the Board level policies.

• Defense and Indemnification of Mines Employees Policy (changed title from “Authorized Agent Indemnification Policy” to “Defense and Indemnification of Mines Employees Policy,” removed references to Authorized Agents, clarified language consistent with the Colorado Governmental Immunity Act, updated format)
• Conflict of Interest Policy (included language prohibiting participation in Malign Foreign Talent Recruitment Programs, added definition of MFTRP, updated resources)
• Contract Approval and Signature Authority Policy (changed title from “Contract Approval Policy” to “Contract Approval and Signature Authority Policy,” updated policy statement, increased Board approval threshold to $8,000,000, updated format)
• Capital Construction and Real Estate Conveyance Policy (changed reporting requirements, updated delegated authority, added clarifying language, updated format)
• Debt Management Policy (clarified language, updated format)
• Contractual Indemnification Policy (expanded delegation authority, updated procedures)
• Temporary President Appointment Policy (changed title from “Executive Authority Delegation Policy” to “Temporary President Appointment Policy,” removed specific succession, granted Board Chair the authority to appoint a temporary president and the Board to appoint an interim president)
• Institutional Plan for Student Fees (clarified applicability, updated definitions)
• Interest Rate Swap Policy (update to reflect current regulations, updated definitions, update format)

Questions? Email us at compliance@mines.edu.

9/8/2025

We’ve been busy this summer! Here are the policies that were updated in the past few months:

• Dependent Tuition Reduction Benefit Policy (updated application due date)
• Student Code of Conduct (added links for Disciplinary Record Expungement Requests)
• Personal Services Agreements (PSA) Policy (updated format, update to meet current regulatory requirements)
• Nepotism Policy (added restrictions on financial transactions between and employee and an immediate family member)
• Cell Phone Allowance Policy (updated format, changes to qualifying individuals)
• Hazing Policy (updates to language and references to reflect changes in federal law)
• Use and Storage of Firearms, Explosives, and Other Dangerous Weapons (updated format, changed policy name from “Policy on Firearms, Explosives, and other Weapons” to “Use and Storage of Firearms, Explosives and Other Dangerous Weapons,” updated policy contact, updated to meet statutory revisions)
• Student Complaint Policy and Procedures (changed policy name from “Student Complaint Process and Procedures to “Student Complaint Policy and Procedures,” updated format)
• Responses to Records Requests (updated to reflect changes in Colorado law, included language addressing FERPA and non-Public Records, change name from “Responses to Public Records Requests” to “Responses to Records Requests”)

IT was particularly busy and clarified language in these policies:

• Physical and Environmental Protection Policy
• Audit and Accountability Policy
• IT Configuration Management Policy
• Information Security Awareness and Training Policy
• IT Appropriate Use Policy
• IT Risk Assessment Policy
• System and Communications Protection Policy
• System and Information Integrity Policy (added Security Vulnerability Scanning section)
• Media Protection Policy (removed references to Controlled Unclassified Information (CUI))
• Access Control Policy (updated department names and contacts)
• Identification and Authentication Policy (updated department names and contacts)
• Information Systems Maintenance Policy (updated department names and contacts)

Questions? Email us at compliance@mines.edu!

4/3/2025

March saw updates to the following policies:

• Student Code of Conduct
  • Changes: Updated the appeal and interim suspension process
• First and Second-year Residency Requirement Policy
  • Changes: Renamed (formerly “First-year Residency Requirement Policy”), updated to include second year students, updated format, procedures included
• Tuition and Fee Waiver Appeal Policy
  • Changes: Updated format, updated contact person for undergraduate requests, updated definitions, added a member to the Financial Hardship and Leniency Committee)

1/7/2025

Get ready, February is Conflict of Interest Disclosure month!

Mines policy requires certain employees to submit a Conflict of Interest Disclosure every year. Disclosure forms will go out to campus for completion in February. Identified employees will receive an email link to complete their form. The email will come from our GRC (Governance, Risk and Compliance) system, MetricStream.

You can find information about what you do and do not need to disclose as well as how to navigate MetricStream here.

3/6/2025

In February the Institutional Plan for Student Fees was updated. The Policy is now in the current format and fee names and definitions now accurately reflect current campus practices.

Questions? Let us know! compliance@mines.edu

2/10/2025

In January, Mines introduced a new policy – Availability of Epinephrine Auto-Injectors on Campus. EpiPens are available at designated high-traffic locations for use in an emergency.

The Required IT Security Practices and Guidelines were also updated to reflect current best practices. Familiarize yourself with the updates to make sure you are doing your part to protect Mines data and technology resources.

12/4/2024

These policies were updated in November:

• Procurement Policy and Procedures
  • What changed: Increased Solicitation thresholds, added additional procurement methods.
• Policy Prohibiting Sexual Misconduct, Discrimination and Retaliation
  • What changed: Updated definition of sexual harassment, updated scope of the policy to include sponsored conferences and events, updated OIE address
• Procedure A: Resolution for Complaints of Sexual Misconduct under Title IX
  • What changed: Updated OIE address
• Procedure B: Resolution for Complaints of Sexual Misconduct, Discrimination, and Retaliation
  • What changed: Updated OIE address

Questions? Contact the policy owner or the Compliance office at compliance@mines.edu.

10/31/2024

The Mines Policy Library is the official hub for campus-wide administrative policies and procedures. Campus-wide administrative policies generally apply broadly and have an impact on a substantial segment of the campus population.

The Policy Library houses the official, current version of campus policies. Policies should not be posted on other websites; link to the Policy Library instead! This helps us make sure all policies and references to policies are up-to-date and accurate. We don’t want to create confusion or frustration by have multiple versions of the same thing posted in different places.

You can find policies by subject or in the A-Z index. The categories are:

• Board of Trustees (policies that require Board approval)
• Academic (Faculty Handbook, Academic Procedures, Student Catalogue)
• Data (data code of conduct, security cameras, records retention, etc.)
• External Relations (media, marketing, government relations, etc.)
• Financial (travel, procurement, cash handling, budget, etc.)
• Human Resources (personnel files, overtime, school closure, etc.)
• Information Technology (e-mail, data access, security, etc.)
• Research (conflict of interest, intellectual property, export control, etc.)
• Safety, Facilities, Parking and Property (parking, facilities use, public safety, etc.)
• Student (honor code, disciplinary action, campus housing, etc.)

Every policy has a Responsible Administrative Unit and a contact person or office. Generally, questions about a policy should be directed to the contact person or office. You can also contact the Office of Compliance, Policy and Risk Management at compliance@mines.edu.

Policies are reviewed on a regular basis and updates will be shared on this page. The following were recently updated:

• Campus Public Speech and Freedom of Assembly Policy – the name of the policy was changed (previously known as the Campus Free Speech Policy), format updated, definitions updated, added procedures.
• ADA request Procedures (Employees and Job Applicants) – updated contact information, updated format.

Have a question? Can’t find what you’re looking for? Need to update or add a policy to the Policy Library? Let us know!