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Academic Affairs
Office of Research Integrity

Policy for Responding to Allegations of Research Misconduct: Research Misconduct is the fabrication, falsification, or plagiarism in proposing, performing, or reviewing research or in reporting research results.

This manual is based on applicable federal regulations, applicable state statutes, and Ball State University (BSU) Policies as they pertain to the responsible conduct of research (RCR) at BSU. For purposes of education and training in the area of Responsible Conduct of Research (RCR), BSU uses a combination of online trainings tools, in-person presentations, in-class presentations, and one-on-one (or small group) consultations.

Business Affairs
Accounts Payable
Travel Policies

Travel Expense Policy:

The Travel Expense Policy defines valid and approved Ball State University travel and outlines requirements for approval, substantiation, documentation, and compliance. The policy also establishes appropriate travel expenses, per diems, expense limits, procedures for requesting and booking travel, making payments, and seeking reimbursements.

International Travel Policy:

The International Travel Policy establishes mandatory requirements for approvals, insurance, and security related to international travel. Travel to countries classified by the U.S. Department of State as Level 3 or Level 4 requires additional review and approval by the International Travel Oversight Committee (IOTC). This policy applies to all Ball State University undergraduate and graduate students, employees, and any other individuals traveling on University-approved business, regardless of the funding source.

Driving Privileges Policy:

The Driving Privileges Policy governs the use of Ball State University vehicles—including University-owned, leased, rented, and approved personal vehicles—for authorized University business. The policy requires that approved University drivers be at least 18 years old and hold a valid driver’s license that meets applicable state Department of Motor Vehicles (DMV) requirements. The policy also outlines driver responsibilities. Approvals and termination of driving privileges are managed by the Office of Risk Management.


Purchasing Services
The Purchasing Policy outlines allowable and appropriate official university expenses, methods of procurement, payment, and reimbursement. The policy also explains the required approvals and documentation necessary to comply with Ball State University policy, the state of Indiana, and federal requirements. The Policy cross-references other specialized purchasing-related policies (i.e., Sponsored Projects Purchasing Policy, Information Technology Purchasing Policy, Fixed Asset Purchasing Policy). Following the Policy demonstrates responsible financial stewardship, prevents delays, and ensures proper purchasing, payments, and expense management. Non-compliant purchases are considered personal expenses and may lead to disciplinary action.
Procurement Card (P-Card) Policy: The P-Card (university credit card) is a purchasing method outlined in the Purchasing Policy. The P-Card Policy specifies what purchases are allowed or prohibited, sets transaction and card limits, and details the required documentation and reconciliation steps. While the P-Card offers a quick and easy way to buy low-cost business goods and services, cardholders and their proxies must follow all University procurement policies and ethical standards and responsibly manage University resources.
University Controller
The Hospitality Expenses Policy defines and outlines allowable hospitality expenses necessary to support academic, administrative, research, fundraising, and outreach activities. The policy outlines the procedures and processes for payments and reimbursements, including required approvals, substantiation, documentation, and the appropriate funding sources for allowable hospitality expenses.

Accountable Plan (Expense Reimbursement): Ensure employees and contractors who incur valid business expenses are reimbursed in a fair and equitable manner; that business expenses are reported, recorded, and reimbursed in a consistent manner throughout the University; and that the University complies with all applicable federal, state, and local rules and regulations.

Procedure for Disbursing Awards, Prizes, Scholarships and Payments for Services: Details the proper channels through which to process payments to Ball State University ("University") Students / In compliance with federal student aid regulations, requires that all scholarships, grants and academic award payments to University students be made through the Office of Scholarships and Financial Aid.

Procedure for Disbursing Awards, Prizes, Scholarships and Payments for Services to Foreign Nationals: Details the proper channels through which to process payments to Ball State University ("University") for the benefit of foreign national students and vendors / In compliance with federal student aid regulations, requires that all scholarships, grants and award payments to foreign national students be made through the Office of Scholarships and Financial Aid.

Employer-Provided Uniforms or Clothing Policy: This policy details potential tax implications of clothing distributed to employees funded or reimbursed by Ball State University or the Ball State University Foundation and including items donated by outside parties, such as vendors or other donors.

Foreign Gift and Contract Reporting Policy: This policy is used to facilitate the University’s compliance withfederal and state laws that require Ball State University (“University”) to report certain gifts received from, or contracts entered into, with foreign sources.
Risk Management

Policy for the Use of Unmanned Aircraft Systems (Drones): This policy applies to all Ball State University operations within the U.S. and where the FAA has authority. This includes, but is not limited to: faculty, staff, students, volunteers, clubs, and similar organizations and individuals who are operating or planning to operate Unmanned Aircraft Systems (drones) as part of their university employment or as part of any university-related research or activity.

All operation and use of drones must comply with FAA regulations, state and federal laws, and university policies at all times; including all FAA registration requirements before drone operation takes place. All operators covered by this policy shall apply for approval to the Office of Risk Management for any drone activity at least 14 calendar days prior to the first drone flight. Previously approved operators must also apply for approval 14 calendar days prior to each planned flight unless otherwise approved by the Office of Risk Management.

Chief Strategy Officer
Office of Institutional Research and Decision Support

Institutional Data Governance and Management Policy: The purpose of this policy is to protect BSU’s data and information resources from unauthorized access, modification, damage or corruption while preserving open access to information as necessary.

Institutional data are valuable assets at Ball State University (Ball State) and resources must be maintained and protected as such. This policy establishes uniform data management principles and standards for the caretaking and use of institutional data; and identifies the responsibilities and expectations of University staff for assuring the integrity of the data as well as insuring data use is accurate, efficient, effective, responsible and appropriate.

General Counsel

Disposal of University Data, Computers, Storage Media, and Paper Documents: Transferring or disposing of university data stored on computers, storage media, or paper documents improperly can result in inadvertent disclosure of confidential information resulting in civil and criminal penalties to the responsible parties, (Indiana law IC 24-4-14). In order to ensure compliance with these regulations, the Office of Information Security Services (OISS) in consultation with the Office of the Vice President and General Counsel, and the Director of Auditing, have established the following standards and procedures which apply to all university employees.

Information Technology
General Policies Regarding Information Technology

Information Technology Users' Privileges and Responsibilities: Information technology plays a crucial role in delivering Ball State University’s educational mission. In making use of these shared resources, members of the university community have a responsibility to help create an intellectual environment in which students, faculty, and staff feel free to create and collaborate without fear that the products of these efforts will be violated by misrepresentation, tampering, illegal access, destruction, or theft. This policy outlines the ethical and acceptable use of information systems and resources at Ball State University and the duties and responsibilities incumbent upon everyone who uses these resources.

 IT Purchase Policy: This policy covers all university acquisitions of information technology assets, including software, hardware, consulting, and vendor-hosted services. The policy applies to all methods of acquisition, whether purchased, leased, donated, or acquired in some other manner.

All employees must follow the approval process to ensure Ball State University's technology assets meet requirements for regulatory compliance, integration, security, and fit within the strategic plan for the University's technology portfolio.

Ball State Information Technology Governance: The IT Governance Policy outlines the strategies and procedures used to guide the development and ongoing management of Ball State University's technology portfolio.

The IT Executive Council provides strategic advice to the Vice President of Information Technology and Chief Information Officer (VPIT/CIO) and ensures all university divisions comply with technology and data governance requirements defined and referenced within this governance framework. The Executive Council is sponsored by the VPIT/CIO as part of the BSU IT governance structure.

Information Technology IT Governance and Technology Lifecycle Management: This document describes the complete process for the lifecycle of university information systems.

All departments and university units considering an information technology purchase should refer to this guide as a starting point when considering the purchase of technology-related software, hardware, and services. All requests for new enterprise technology must be routed through the Enterprise Project Management Office (EPMO) to ensure compliance with technical, integration, and other requirements.

Security Camera Operations Access and Placement: This policy describes requirements for fixed-position security cameras to enhance campus and public safety. The University considers many factors when evaluating the need for the installation of security cameras, such as campus safety, cost, avoiding unnecessary intrusions upon academic freedom and civil liberties (such as privacy and freedom of expression), physical restrictions, environment, and serviceability.

Policies & Procedures Related to University Data

Processes and Procedures for Access to University Systems and Data: This policy describes the requirements and process for requesting, approving, reaffirming, and removing access to university systems and data.

Procedures described in this document are mandatory and represent the foundational basis for the University's controls established to manage university data through systems, databases, and direct table access.

Data Management Procedures and Governance Structure: If you are responsible for maintaining or using University information in your department, this guide will help you understand who and where to contact for help as well as how university data is management is organized.

ERP Maintenance Committee: The ERP Maintenance Committee serves as gatekeepers of university data assets and establishment of processes for reviewing and approving data use and to whom access is granted.

Tableau Viewer Access Governance Procedure: This policy defines the requirements for gaining access to the Tableau reporting environment and applies to anyone requesting new or continued Viewer access to the Tableau data visualization tool, as well as the appropriate use of Tableau and the data accessible through this environment.

Information Security Policies

Reporting a Suspected Information Security Incident Policy: This policy describes procedures employees must follow when an information security incident is suspected and outlines the roles and responsibilities for incident response for an information security breach.  

Disposal of University Data, Computers, Storage Media, and Paper Documents: Disposing of university data stored on computers, storage media, or paper documents improperly can result in inadvertent disclosure of confidential information. This policy defines the proper procedures for the disposal of technology assets and equipment as well as university data.

Authentication and Access Control Standards: Ball State University information systems contain sensitive information assets crucial to the ongoing operation of the University. These standards define mandatory measures and access control requirements for safeguarding these assets against unintended disclosure.

Website, Email, Text Messaging, and Communications Policies

Campus Digital Signage Policy: This policy addresses technical, content, and architectural requirements for installing, managing, and operating digital signage at Ball State University.

Internal Communications Policy: This policy establishes requirements for the use of mass email, the Communication Center, and the university calendar of events. Refer to this policy before sending mass email messages.

Website Privacy Policy: This privacy policy applies to all Ball State University websites owned or operated by or on behalf of Ball State University. The policy describes the information we collect on our websites, emails, and other electronic messages through our websites, and information gathered when website visitors interact with our advertising on third-party websites if such advertisements include links to this policy.

Marketing and Communications

Internal Communications Policy: This policy establishes requirements for the use of mass email, the Communication Center, and the university calendar of events. Refer to this policy before sending mass email messages.

Sponsored Social Media Policy: This policy is intended to outline the appropriate and effective use of Ball State University-sponsored Social Media Accounts.

Social media is a valuable platform for timely communications about news and events at Ball State University. It also gives the University and its units the opportunity to build and promote an engaged community — while carrying real potential to impact the University's reputation.

This policy governs the use of all Ball State University-sponsored Social Media Accounts and applies to all University colleges, departments, offices, programs, and units, including faculty, staff, students, volunteers, and anyone involved in the use, administration, or management of a University-sponsored account. It establishes requirements for account registration and administration, acceptable content and discourse, federal accessibility compliance under Title II of the ADA, the use of artificial intelligence in content creation, influencer and paid partnership arrangements, and more.

Website Privacy Policy: This privacy policy applies to all Ball State University websites owned or operated by or on behalf of Ball State University. The policy describes the information we collect on our websites, emails, and other electronic messages through our websites, and information gathered when website visitors interact with our advertising on third-party websites if such advertisements include links to this policy.

People and Culture

Drug Free Campus Booklet: A Guide to Regulations for a Drug Free Campus provides summary information on laws, health risks, expectations and consequences, and resources which have been created to educate about, and discourage the abuse of, alcohol and illicit drugs.

Ball State is committed to establishing and maintaining a safe and drug-free workplace to assist in your wellbeing. The Drug-Free Workplace Act of 1988 and State of Indiana Drug-Free Executive Order No. 90-5 of 1990, require the University to establish and maintain a drug-free workplace. To accomplish this, Ball State continues to provide programs, services, and activities which are designed to encourage employees and students to develop and practice healthy and drug-free lifestyles.

Student Affairs
Office of Student Conduct

Sexual Harassment and Misconduct Policy: This policy applies to all forms of sex and gender-based discrimination, sexual harassment, sexual violence, stalking, and intimate partner violence.

The Sexual Harassment and Misconduct Policy governs the University’s response to complaints of discrimination based on sex or gender, and all forms of sexual misconduct (which includes sexual harassment, sexual assault, other forms of sexual violence, dating violence, domestic violence, sexual exploitation, and stalking) involving any Ball State University student or student organization, including off-campus conduct. Sexual misconduct complaints made against faculty, staff and other Parties are handled pursuant to other policies. (See the Statement on Sexual Harassment).

Code of Student Rights and Responsibilities: The Code of Student Rights and Responsibilities outlines behaviors expected of students at Ball State University and methods used to judge student behavior fairly according to these standards.

The standards of conduct apply to students while on the campus or off campus, when attending University -sponsored events or activities, or when such conduct involves the security or integrity of the University community.


Ensure employees and contractors who incur valid business expenses are reimbursed in a fair and equitable manner; that business expenses are reported, recorded, and reimbursed in a consistent manner throughout the University; and that the University complies with all applicable federal, state, and local rules and regulations. Read policy.

Ball State University information systems contain sensitive information assets crucial to the ongoing operation of the University. These standards define mandatory measures and access control requirements Read policy.

The Code of Student Rights and Responsibilities outlines behaviors expected of students at Ball State University and methods used to judge student behavior fairly according to these standards.

The standards of conduct apply to students while on the campus or off campus, when attending University -sponsored events or activities, or when such conduct involves the security or integrity of the University community. Read policy.

This policy describes the university’s data governance structure and requirements, including the role of the data stewards, the data dictionary, and the IT infrastructure required to operate our data analytics and data reporting environments. Data administration responsibilities and university the university data classification system is also defined by this policy. Read policy.

Data Stewards serve as gatekeepers of university data assets and establishment of processes for reviewing and approving data use and to whom access is granted. Read policy.

This document describes the complete process for the lifecycle of university information systems. All departments and university units considering an information technology purchase should refer to this guide as a starting point when considering the purchase of technology-related software, hardware, and services. All requests for new enterprise technology must be routed through the EPSO to ensure compliance with technical, integration, and other requirements. Read policy.

This policy addresses technical, content, and architectural requirements for installing, managing, and operating digital signage at Ball State University. Read policy.

Details the proper channels through which to process payments to Ball State University ("University") Students / In compliance with federal student aid regulations, requires that all scholarships, grants and academic award payments to University students be made through the Office of Scholarships and Financial Aid. Read policy.

Details the proper channels through which to process payments to Ball State University ("University") for the benefit of foreign national students and vendors / In compliance with federal student aid regulations, requires that all scholarships, grants and award payments to foreign national students be made through the Office of Scholarships and Financial Aid. Read policy.

Transferring or disposing of university data stored on computers, storage media, or paper documents improperly can result in inadvertent disclosure of confidential information resulting in civil and criminal penalties to the responsible parties, (Indiana law IC 24-4-14). In order to ensure compliance with these regulations, the Office of Information Security Services (OISS) in consultation with the Office of the Vice President and General Counsel, and the Director of Auditing, have established the following standards and procedures which apply to all university employees. Read policy.

This policy which governs the use of Ball State vehicles is designed to support safe and prudent use of University owned, leased, and donated or rented vehicles, including personal vehicles in the event the vehicle is used on University Business.

Ball State must ensure that the operation of University vehicles is done in a manner that minimizes risk to the general public as well as to our employees and students. University Business is defined as those activities that further the mission of the University and, in the case of an employee of the University, are within the scope and authority of that person’s employment or for activities which they are seeking mileage reimbursement. Read policy. 

This policy applies to all Ball State University operations within the U.S. and where the FAA has authority. This includes, but is not limited to: faculty, staff, students, volunteers, clubs, and similar organizations and individuals who are operating or planning to operate Unmanned Aircraft Systems (drones) as part of their university employment or as part of any university-related research or activity.

All operation and use of drones must comply with FAA regulations, state and federal laws, and university policies at all times; including all FAA registration requirements before drone operation takes place. All operators covered by this policy shall apply for approval to the Office of Risk Management for any drone activity at least 14 calendar days prior to the first drone flight. Previously approved operators must also apply for approval 14 calendar days prior to each planned flight unless otherwise approved by the Office of Risk Management. Read policy.

A Guide to Regulations for a Drug Free Campus provides summary information on laws, health risks, expectations and consequences, and resources which have been created to educate about, and discourage the abuse of, alcohol and illicit drugs.

Ball State is committed to establishing and maintaining a safe and drug-free workplace to assist in your wellbeing. The Drug-Free Workplace Act of 1988 and State of Indiana Drug-Free Executive Order No. 90-5 of 1990, require the University to establish and maintain a drug-free workplace. To accomplish this, Ball State continues to provide programs, services, and activities which are designed to encourage employees and students to develop and practice healthy and drug-free lifestyles. Read policy.

This policy details potential tax implications of clothing distributed to employees funded or reimbursed by Ball State University or the Ball State University Foundation and including items donated by outside parties, such as vendors or other donors. Read policy.

This policy is used to facilitate the University’s compliance withfederal and state laws that require Ball State University (“University”) to report certain gifts received from, or contracts entered into, with foreign sources. Read policy.

 

The IT Governance Policy outlines the strategies and procedures used to guide the development and ongoing management of Ball State University's technology portfolio.

The IT Executive Council provides strategic advice to the Vice President of Information Technology and Chief Information Officer (VPIT/CIO) and ensures all university divisions comply with technology and data governance requirements defined and referenced within this governance framework. The Executive Council is sponsored by the VPIT/CIO as part of the BSU IT governance structure. Read policy.

Information technology plays a crucial role in delivering Ball State University’s educational mission. In making use of these shared resources, members of the university community have a responsibility to help create an intellectual environment in which students, faculty, and staff feel free to create and collaborate without fear that the products of these efforts will be violated by misrepresentation, tampering, illegal access, destruction, or theft. This policy outlines the ethical and acceptable use of information systems and resources at Ball State University and the duties and responsibilities incumbent upon everyone who uses these resources. Read policy.

The purpose of this policy is to protect Ball State's data and information resources from unauthorized access, modification, damage or corruption while preserving open access to information as necessary.

Institutional data are valuable assets at Ball State University (Ball State) and resources must be maintained and protected as such. This policy establishes uniform data management principles and standards for the caretaking and use of institutional data; and identifies the responsibilities and expectations of University staff for assuring the integrity of the data as well as insuring data use is accurate, efficient, effective, responsible and appropriate. Read policy.

This policy establishes requirements for the use of mass email, the Communication Center, and the university calendar of events. Refer to this policy before sending mass email messages. Read policy.

Any University student or employee proposing to undertake University authorized and/or facilitated international travel must follow the appropriate approval, insurance, and travel security requirements set forth in this policy.

This policy applies to all Ball State University undergraduate and graduate students, employees, and others traveling internationally including but not limited to the purposes of: attending or participating at international conferences; international research, teaching, and administrative travel, with or without students; study abroad; internships; exchange programs; student group travel (of any duration and whether offered for credit or not); technical or educational assistance programs; faculty led programs and any other international travel organized under University auspices by academic departments or administrative units. This policy does not apply to travel outside of the United States for purposes of vacation, pleasure, study, or work outside the scope of University employment or programs. Read policy.

This policy covers all university acquisitions of information technology assets, including software, hardware, consulting, and vendor-hosted services. The policy applies to all methods of acquisition, whether purchased, leased, donated, or acquired in some other manner.

All employees must follow the approval process to ensure Ball State University's technology assets meet requirements for regulatory compliance, integration, security, and fit within the strategic plan for the University's technology portfolio. Read policy.

This policy describes procedures employees must follow when an information security incident is suspected and outlines the roles and responsibilities for incident response for an information security breach. Read policy.

Research Misconduct is the fabrication, falsification, or plagiarism in proposing, performing, or reviewing research or in reporting research results.

  • Fabrication: Making up data or results and recording or reporting them.
  • Falsification: Manipulating research materials, equipment, or processes; or changing or omitting data or results such that the research is not accurately represented in the research record.
  • Plagiarism: The appropriation of another person's ideas, processes, results, or words without giving appropriate credit.

This manual is based on applicable federal regulations, applicable state statutes, and Ball State University (BSU) Policies as they pertain to the responsible conduct of research (RCR) at BSU. For purposes of education and training in the area of Responsible Conduct of Research (RCR), BSU uses a combination of online trainings tools, in-person presentations, in-class presentations, and one-on-one (or small group) consultations. Read policy.

This policy describes requirements for fixed-position security cameras to enhance campus and public safety. The University considers many factors when evaluating the need for the installation of security cameras, such as campus safety, cost, avoiding unnecessary intrusions upon academic freedom and civil liberties (such as privacy and freedom of expression), physical restrictions, environment, and serviceability.  Read policy.

This procedure covers the security of all data rendered personal information, regardless of its format in either hard copy or electronic form. It governs all individuals with access to BSU data or records that contain confidential personal information including, but not limited to, adherence to Health Insurance Information Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA). This includes, but is not limited to, all BSU employees, student employees, contractors, business partners or associates, alumni, and any other affiliated individuals with access to BSU data or records. Read policy.

This policy applies to all forms of sex and gender-based discrimination, sexual harassment, sexual violence, stalking, and intimate partner violence.

The Sexual Harassment and Misconduct Policy governs the University’s response to complaints of discrimination based on sex or gender, and all forms of sexual misconduct (which includes sexual harassment, sexual assault, other forms of sexual violence, dating violence, domestic violence, sexual exploitation, and stalking) involving any Ball State University student or student organization, including off-campus conduct. Sexual misconduct complaints made against faculty, staff and other Parties are handled pursuant to other policies. (See the Statement on Sexual Harassment). Read policy.


This policy is intended to outline the appropriate and effective use of Ball State University-sponsored Social Media Accounts.

Social media networking is a useful platform for timely communications about news and events occurring at Ball State University. The use of social media provides the University and its units, faculty, staff, and students the opportunity to build and promote an engaged community. The use of social media also has the potential to impact the reputation of the University and those who represent it. This policy provides a list that all individuals involved in the use, administration or management of a University-sponsored Social Media Account must comply with. Read policy.

This policy describes the requirements and process for requesting, approving, reaffirming, and removing access to university systems and data.

Procedures described in this document are mandatory and represent the foundational basis for the University's controls established to manage university data through systems, databases, and direct table access. Read policy.

This policy defines the requirements for gaining access to the Tableau reporting environment and applies to anyone requesting new or continued Viewer access to the Tableau data visualization tool, as well as the appropriate use of Tableau and the data accessible through this environment. Read policy.

The Ball State University Travel Policy provides information on what is covered and approved including details about how to gain authorization and reimbursements.

This Policy, and appropriate rate information, is based on the State of Indiana Travel Policy, as Ball State University is an instrumentality of the State of Indiana. Read policy.

This Ball State University Website Privacy Policy (“Policy”) applies to information we collect on our websites (as identified below) or in emails and other electronic messages between you and our websites, and information gathered when you interact with our advertising on third-party websites if such advertisements include links to this Policy.

Ball State University (“Ball State University,” “Ball State”, “University”, “us”, “our”, or “we”) respects your privacy and has established various policies and procedures to protect confidential information Ball State accepts from visitors and members of the University community.

All students, employees, and others who make use of Ball State University information technology resources or services are subject to the Information Technology Users' Privileges and Responsibilities policy. Read policy.