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2007 PPM Revisions

December

Section 330-31, Administration of Contract and Grant Projects, 12/19/07.
Reorganizes policy for clarity; requires departments to review general ledger and payroll ledger monthly; clarifies that certification of costs must verify that they are allowable, allocable, and reasonable; requires PI notification to Office of Research when final reports are submitted to sponsors; updates DaFIS transaction listing/report references; requires Office of Research to monitor compliance with contract and grant closeout reporting requirements and coordinate inquiries on delinquent reports; requires Accounting and Financial Services to provide monthly listing of final financial reports filed with sponsors to Office of Research; provides timelines for making transaction adjustments; updates references.

November

Section 290-56, Chemical Safety, 11/30/07.
Editorial changes for clarity; provides requirement that carcinogen exposure records must be retained for 30 years, and employee medical records must be retained for 30 years beyond duration of employment; provides requirement for eating and food storage areas away from hazardous chemical use and storage areas; updates references.

Section 200-10, UC Davis Administrative Organizational Chart, 11/29/07.
Updated to reflect current organization.

Section 350-22, Purchasing Cards, 11/21/07.
Removes requirements for purchasing logs; clarifies roles for transaction reviews; removes role of supervisory reviewer; clarifies role of account manager in ensuring appropriateness and compliance of purchasing card usage; clarifies separation of duties requirements.

Section 350-70, Movement of University Property, 11/20/07.
Removes Exhibit A for maintenance on A&FS Web site; provides link to form; updates department names; provides procedures for notifying Equipment Management of loans of inventorial equipment; minor editorial changes for clarity.

Section 290-15, Safety Management Program; Exhibit A, Safety Committee Guidelines, 11/14/07.
Editorial changes for clarity; provides requirements for eating and food storage areas away from hazardous materials use and storage areas; updates references.

Section 310-27, Posting of Information, 7/13/06, rev. 11/9/07.
Technical update: Revises timing of Custodial Services clearing of general purpose bulletin boards from the 1st and 15th of the month to the end of every month.

Section 350-05, Waste Prevention and Recycling, 11/9/07.
New; sets forth standards and processes aimed at reducing waste at the source; encouraging the purchase and use of durable and reusable products; encouraging the purchase of high post-consumer content recycled products; increasing the total volume of waste materials diverted from landfills to recycling processes; and ensuring the long-term viability of campus recycling operations through appropriate education programs, coordination, management, and oversight.

Section 360-10, Building and Directional Signs, 11/9/07.
Provides reference to UCDHS policy; updates departmental names; updates references; updates contact information.

Section 350-21, Departmental Purchase Delegations, 11/6/07.
Technical update: Implements Directive #07-091, which authorizes campus departments to purchase office furniture up to $500 directly from non-agreement suppliers.

October

Section 310-24, Electronic Communications--Privacy and Access; Exhibit B, Request to Inspect or Disclose Electronic Records--Access Without Consent, 10/24/07.
Technical update: Updates form.

Section 310-50, Communications with Government Officials, 10/9/07.
Adds references to local government where appropriate; updates position titles; editorial changes for clarity.

Section 220-03, Anatomical Specimens, 10/9/07.
Updates and provides additional definitions; explicitly prohibits transfers to third-party brokers or intermediaries; provides list of prohibited activities; identifies HASTOC as the UC Davis Anatomical Advisory Board; updates HASTOC membership; provides for subcommittees to be convened for matters requiring immediate attention; requires user training; provides responsibilities for the Donated Body Program, department heads, project leaders, the AMRC, the Pathology Department, the Anatomical Specimens Coordinator, the Health System Compliance Departments, and Internal Audit Services; updates procedures to include other methods for requesting and acquiring anatomical specimens, and bringing specimens from external entities; provides information regarding change of use; updates related policies.

Section 380-05, Employee/Affiliate ID Cards, 10/5/07.
New; this section describes the policy and procedures for issuance and surrender of UC Davis identification cards issued through the Employee ID Card Office.

September

Section 200-45, Development and Review of Administrative Computing Systems, 9/13/07.
Major revision; establishes oversight and accountability for existing and proposed administrative computing systems to ensure that campus administrative information technology investments benefit from timely review and broad consultation, promote integrated systems, and minimize impact on business processes and workload.

Section 330-30, Budget Administration Responsibilities, 9/7/07.
DELETED: Policy predated DaFIS and is obsolete.

August

Section 230-05, Individual and Institutional Conflicts of Interest Involving Research; Exhibit A, Procedures for Reporting, Reviewing, and Managing Conflicts of Interest in Research, 7/30/07, rev. 8/28/07.
Technical update; corrects disclosure requirements for research projects involving human subjects; corrects name of form 800.

Section 380-71, Independent Contractor Agreements, 8/22/07.
New; outlines policy and procedures for securing the services of independent contractors; procedures apply to contracts requested through Materiel Management, Business Contracts.

Section 330-58, Departmental Cashiering Operations--Cash Deposits, 8/22/07.
Clarifies that procedures for preparing deposits apply to both major cashiering and subcashiering stations; requires additional documentation for deposits over $5,000 into Agency Accounts or University Related Event Accounts; minor editorial changes.

Section 360-05, Parking Regulations, 7/30/07.
Updates names of Health System departments; provides additional guidance on issuance of Departmental Guest permits to vendors and consultants; structural changes for clarity.

Section 350-10, Procurement Authority, 7/30/07.
Revises policy to allow for purchase of appliances for employee common areas with University funds; minor editorial changes; updates references.

Section 290-65, Hazardous Chemical Use, Storage, Transportation, and Disposal, 7/30/07.
Allows for transport of hazardous chemicals in the passenger compartment of University vehicles under specific conditions; updates references.

July

Section 230-05, Individual and Institutional Conflicts of Interest Involving Research; Exhibit A, Procedures for Reporting, Reviewing, and Managing Conflicts of Interest in Research, 7/30/07.
Establishes standards and procedures to ensure that the design, conduct, and reporting of sponsored research and educational activities will not be compromised by any conflicting financial interest on the part of the investigator(s) or the institution, by implementing a system for the disclosure, evaluation, and management, reduction, or elimination of potential conflicts of interest; complies with state disclosure requirements (Cal. Admin. Code, Title 2 §18705) and federal regulations regarding objectivity in research (21 C.F.R. Part 50 and 45 C.F.R. Part 94).

Section 200-51, Naming Properties, Programs and Facilities, 7/30/07.
Clarifies that this policy applies when naming is in honor of a person or entity; clarifies references to academic programs and provides additional references to related Section 200-20, 200-25, and 200-50; reorganizes to provide full authority information in III; designates Vice Chancellor--Resource Management and Planning as official to coordinate naming proposals; revises information on waiting periods; clarifies conditions that must be presented when naming is associated with recognition of a gift; provides information on transferring the name of a facility; provides procedures for Naming Board to review proposals electronically or through teleconference; updates references and related policies; structural and editorial changes for clarity and consistency.

Section 330-85, Fees and Fines, 7/18/07.
DELETED: Information regarding establishing campus based fees is available in Section 280-15, Campus Based Student Fees; Section 330-86, Course Materials Fees; or Section 340-25, Recharge Activities.

PPM Index, 7/13/07.
Added Section 200-60 as a reference under "Delegation of Authority" and "Signature Authorization".

Section 200-60, Assignment of Administrative Authorities, 7/10/07.
New; describes the manner in which authority may be assigned to campus officials and provides the policy and procedures to ensure accurate issuance and management of delegations of authority.

Section 380-17, Improper Governmental Activities, 7/10/07.
Technical update: revises Purpose statement to include UCOP-required text.

Section 290-04, Maintenance of Order, 7/3/07.
Scheduled review; updates designee position titles; clarifies that a hearing officer can be appointed to hold a hearing on withdrawal of consent and report finding to the Chancellor for final determination regarding reinstatement; updates references and related policies.

June

Section 350-21, Departmental Purchase Delegations, 6/11/07.
Technical update: increases the delegation for OV (open vendor) purchases and RO (repair order) transactions from $2,500 to $4,999 consistent with a recent change in UC Business and Finance Bulletin BUS-43, Materiel Management; clarifies telephone order procedures for DaFIS Departmental Purchase Orders and Departmental Repair Orders.

May

PPM Index, 5/30/07.
Added Section 310-75 as reference under "Communications, Electronic"; "Computer, Electronic Communications"; "Computer, Security"; "Privacy of and Access to Information, Electronic Communications"; "Records, Access" and "Records, Electronic".

Section 310-75, Whole Disk Encryption, 5/29/07.
New; establishes use of whole disk encryption for the storage of electronic information consistent with campus need for continued availability of the information; applies to the storage of academic and administrative electronic information and its users.

Section 340-20, Billing Procedures of Service Activities, 5/29/07.
Updates responsibility for posting charges to the General Ledger; provides additional information regarding AFAU; updates references; structural and editorial changes for clarity.

Section 320-21, Privacy and Disclosure of Information from Student Records; Exhibit A, Procedures for Disclosing Grades and Distributing Student Work; Exhibit B, Types and Locations of Student Records; Exhibit C, Authorization for Disclosure of Information to Third Party; Exhibit D, Authorization for Disclosure of Information from Student Records for Letter of Recommendation or Reference; Exhibit E, Statement of Legitimate Education Interest; Exhibit F, Student Request to Review Student Records; Exhibit G, Waiver of Access to Student Records; Exhibit H, Record of Disclosure, 5/2/07.
Major revision for compliance with Federal Regulations and to implement updated UC Policies Applying to Campus Activities, Organizations, and Students, Section 130.00, Policies Applying to Disclosure of Information from Student Records; structural and editorial changes for clarity; exhibits renumbered and updated.

April

Section 380-57, Emergency Payroll Payments to Employees, 4/27/07.
Updates purpose statement to remove statement that policy applies to employees at all work locations and provides reference to UCDHS policy on same subject; updates policy regarding temporary emergency checks; updates and clarifies procedures for requesting and distribution of temporary emergency and payroll advance checks; editorial revisions for clarity.

Section 290-55, Biological Safety, 4/27/07.
Structural changes for clarity; provides updated requirements for approval of activities involving various biological agents; provides updated responsibilities for the Biological Safety Administrative Advisory Committee, Biological Safety Officer, Principal Investigator, and Office of Sponsored Programs; updates references; brings campus policy into compliance with NIH Guidelines.

Section 240-01, Integrity in Research; Exhibit A, Procedure for Conducting the Inquiry; Exhibit B, Procedure for Conducting the Investigation, 4/9/07.
Sets forth the principles and methods for assessing allegations of research misconduct, conducting inquiries and investigations related to possible research misconduct, and reporting the results to federal sponsors. This policy is intended to comply with federal law regarding research misconduct involving federally funded research (42 CFR Part 93).

Section 200-06, 2007-08 Academic and Administrative Deadlines, 4/9/07.
Provides deadlines for various reports and materials required throughout the 2007-08 year to help personnel plan for possible workload fluctuations.

March

Section 330-65, Fiscal Year-End Closing, 3/28/07.
Corrects position titles and department names; corrects fund numbers; minor editorial and structural changes for clarity.

Section 310-30, Directives, 3/27/07.
Provides clarification regarding the types of information that can be sent as a directive; clarifies that general announcements can be sent following the policy and procedure provided in 310-18; provides more complete procedures for the drafting, review, approval, and distribution of directives; updates references.

Section 380-13, Near Relatives, 3/27/07.
Revises definition of near relative; adds aunt/uncle and niece/nephew to list of relationships considered near relatives; provides links to new forms; clarifies procedures for requesting approval for hire of near relative; clarifies procedures for approval of plan to eliminate conflict of interest when relationship between current employees changes, making them near relatives.

Section 250-04, Exhibit A, Proposal for Distribution of Copyright-Protected Material, 3/28/07.
Technical update: updated references to reflect technological changes; reorganized sections for clarity; edited language for clarity and brevity; removed instructions and signature block for rate approvals and replaced with a reference to the rate approval process described in PPM 340-25.

Section 290-30, Care and Use of Animals in Research and Teaching, 3/19/07.
Changes section name; reorganizes policy for clarity; updates policy to apply to all vertebrate animals (living or dead) as required by USDA; updates name of advisory committee to Institutional Animal Care and Use Advisory Committee (pending official approval through separate process); clarifies purpose and policy statements; adds two exemptions to Animal Care and Use Protocol requirements; creates section detailing responsibilities of campus committees, units, and officials; adds requirement that students be provided with information regarding potential risks and proper handling when animals will be used as part of a class activity; moves information on animal care regulatory authorities to end of policy; adds information on authorities and guides; provides links to information on EH&S Web site and IACUC Web site; updates references; editorial revisions to streamline section.

Section 280-01, Student Rights and Responsibilities, 3/13/07.
New; provides an overview of the rights and responsibilities of UC Davis students and references to standards of conduct, disciplinary procedures, and complaint resolution processes in accordance with UC Policies Applying to Campus Activities, Organizations, and Students.

PPM Index, 3/21/07.
Added Section 280-01 as reference under "Conduct, Standards Of", and "Student, Rights and Responsibilities".

Section 270-06, Constituent Organizations and Student Governments, 3/13/07.
Updates constituent organization and publication names; updates references; updates approval authority for fees; provides information regarding conditions under which a student may request a refund of a portion of a compulsory fee; updates information regarding expenditure and allocation of funds.

February

Section 330-80, Entertainment and Hospitality with University-Controlled Funds; Exhibit A, Rates for Entertainment; Exhibit B, Exceptional Entertainment Approval Request; Exhibit C, Declaration of Lost Evidence; Exhibit D, Exceptional Entertainment Reimbursement Request, 2/12/07.
Revises and simplifies policy to focus on local implementation and procedures; provides definition of event coordinator and clarifies official host and work location; provides general policy statements that guide section; provides listing of allowable expenses, exceptional expenses, and unallowable expenses, and provides reference to BUS-79 for additional information; clarifies approval authority for entertainment expenses; provides information regarding roles and responsibilities; provides procedures and forms for requesting exceptional approval; provides step-by-step procedures for submitting for reimbursement; clearly notes that exceptional entertainment and alcohol costs cannot be charged to state funds; updates references; updates forms; removes exhibit regarding Dean Witter fund as those funds are not specific to entertainment.

Section 270-25, Commercial Activities; Exhibit A, Guidelines for Approval of Commercial Activities, 2/5/07.
Provides regulations and guidelines for management, evaluation, and approval of commercial activities proposals; adds definitions; defines the Commercial Activities Advisory Group's responsibilities; clarifies policies on routine and other types of sales, and cosponsorships of events with commercial enterprises; provides policy on advertising and acknowledgement on University Web sites; updates references; updates approval guidelines in Exhibit A.

Section 330-06, Use of Campus Earnings from the Short-Term Investment Pool, 2/1/07.
Technical update: corrected date in Section VII.D reference to Chancellor's letter.

January

Section 280-10, Death of a Student, Former Student, or Applicant, 1/29/07.
Major revision; provides information on procedures and notifications in the event of a former student's or applicant's death; clarifies categories of students; provides clear information on who is notified and individual department responsibilities following notification; title change.

Section 330-05, Business Contracts, 1/22/07.
Technical update: updates the procedure for submitting business agreement requests to the Business Contracts Office using the Requisition (PR) document in DaFIS; updates document titles.

Section 340-30, Disposal of Agricultural By-Products, 1/22/07.
Technical update: updates the procedure for submitting business agreement requests to the Business Contracts Office using the Requisition (PR) document in DaFIS; updates the procedure for initiating changes to a Purchase Order or Business Agreement in DaFIS via the Change Purchase Order/Business Agreement (CO) document in DaFIS; and updates document titles, hyperlinks, and telephone numbers.

Section 350-10, Procurement Authority, 1/22/07.
Technical update: updates document titles and hyperlinks.

Section 350-18, Government Excess and Surplus Property, 1/22/07.
Technical update: updates the procedure for initiating a Requisition (PR) for payment of service and handling fees.

Section 350-21, Departmental Purchase Regulations, 1/22/07.
Technical update: updates the procedure for initiating changes to a Purchase Order or Business Agreement in DaFIS via the Change Purchase Order/Business Agreement (CO) document in DaFIS; updates document titles, hyperlinks, and telephone numbers.

Section 350-24, Equipment Screening and Sharing, 1/22/07.
Technical update: updates Requisition (PR) document titles.

Section 350-25, Procurement Through the Purchasing Department, 1/22/07.
Technical update: updates the procedure for submitting business agreement requests to the Business Contracts Office using the Requisition (PR) document in DaFIS; updates the procedure for initiating changes to a Purchase Order or Business Agreement in DaFIS via the Change Purchase Order/Business Agreement (CO) document in DaFIS; updates document titles and hyperlinks.

Section 350-29, Nonstandard Furnishings, 1/22/07.
Technical update: updates Requisition (PR) document titles.

Section 350-30, Lease, Rental, and Lease-Purchase of Equipment, 1/22/07.
Technical update: updates Requisition (PR) document title.

Section 350-75, Fabrication and Modification of Equipment, 1/22/07.
Technical update: updates Requisition (PR) document titles.

Section 380-70, Independent Consultants; Exhibit A, Request for Consultant Services, 1/22/07.
Technical update: updates the procedure for submitting business agreement requests to the Business Contracts Office using the Requisition (PR) document in DaFIS; updates the procedure for initiating changes to a Purchase Order or Business Agreement in DaFIS via the Change Purchase Order/Business Agreement (CO) document in DaFIS; updates document titles, hyperlinks, and telephone numbers.

Section 300-17, Transportation Expenses--Automobile, 1/17/07.
Technical update: updated Web page name and link for current summary of contract rates for rental cars, airlines, and hotel rooms.

Section 350-21, Departmental Purchase Delegations, 1/17/07.
Technical update: updated Web page links to UCD Buy and Special Conditions Commodities.

Section 350-80, Disposition of Excess and Surplus Property, 1/17/07.
Technical update: updated Web page link to Bargain Barn.

Previous Revisions


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Last Updated: 5/5/09

 
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