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Policy and Procedure Manual

Index
Date: 7/13/07
Supersedes: 5/30/07

Responsible Department: Offices of the Chancellor and Provost
Source Document: N/A

A

Abuse

Child, 380-81
Elder and Dependent Adult, 380-80

Academic & Administrative Calendar, 200-05

Academic & Administrative Reports, 200-06

Academic Personnel

Integrity in Research, 240-01
Records, 320-20

Academic Programs

Establishment or Revision, 200-25

Academic Units

Establishment or Revision, 200-20
Name Changes, 200-20

Access to Electronic Communications

General, 310-24
Hosting Web Sites, 310-70

Accessibility Standards

Web Sites, 310-70

Account

Agency, 330-09
Bank, 330-43
Billing For, 330-89
Collection, 330-90
Descriptions, 330-30
Write-off, 330-90
SEE ALSO Reserve Account

Administrative Controls, 330-11

Administrative Organizational Chart, 200-10

Administrative Report Deadlines, 200-06

Administrative Retreats, 330-81

Adult Abuse Reports, 380-80

Administrative Unit Reviews

Policy, 200-30
Role in Budget Process, 330-16

Advertising, 270-25

Affiliation Agreement, 210-05

Affirmative Action, 380-10

SEE ALSO Nondiscrimination

Agency Account Services, 330-09

Agreements

Affiliation, 210-05
Business, 330-05
Commercial Transportation, 300-10
Independent Consultant, 380-70
Private Support of Research, 230-01

Agriculture

Burning, 290-20
By-Products, 340-30
Equipment, 350-17
Field Support Services, 350-17
Seasonal Farm Labor, 380-77

Airport, 360-55

Alarms

Security, 360-35

Alcohol

Ethyl, 350-20

Alcoholic Beverages

Consumption in Vehicles, 300-30
Consumption on UCD Properties, 270-21
Purchase with University Funds, 330-80
Substance Abuse, 380-18
Testing of Drivers, 380-22

Aliens

Employment, 380-14
Employment Eligibility Verification, 380-06
Honorarium, 380-76
Income Tax, 380-65, 380-66
Visas, 380-64

All-Terrain Vehicles, 350-32

Alumni

Groups, 270-50
Relations, 270-50

Anatomical Specimens, 220-03

Animals

Animal Care Regulations, 290-30
Animal Control, 290-90
Disposal of, 340-30
Individuals in Contact With, 290-25
Research Subjects, 240-50
Use in Teaching & Research, 290-30

Announcements

Campus, 310-30
Distributing, 310-25
Posting, 310-27

Appointment

Multicampus, 380-75
SEE ALSO Employment

Appropriation Control, 330-11, 330-30

Approval Authorization, 330-10

Archives Program, 320-10

Artworks

Display of, 360-15

Associated Students

SEE Organizations

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B

Bank Accounts, 330-43

Bank Statements

Reconciliation to General Ledger, 330-60

Bargain Barn, 350-80

Bass/Ticketmaster Ticket Sales, 270-45

Benefits

Budgeting, 330-24
Death, 380-40

Billing

Accounts Receivable, 330-89
By Service Activities, 340-20

Biological Safety, 290-55

Boats

Control & Care of, 300-30

Budget

Control Responsibilities, 330-30
Employee Benefits, 330-24
Medical Housestaff, 330-21
Operating Budget Process, 330-16
Salary Actions, 330-26
Staff Salary Savings, 330-26
Veterinary Medical Housestaff, 330-21

Buildings

SEE Facilities

Bulletin Boards, 310-27

Bus

Intercampus, 300-31

Business Cards, 310-55

Business Contracts, 330-05

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C

Calendar

Academic & Administrative, 200-05
Report Deadlines, 200-06

Campus Interest Groups, 270-05, 270-08

Campus Organizations, 270-05

Campus Units

Changes in Name, 200-50

Campus-Based Student Fees, 280-15

Cash

Collections, 330-11, 330-57
Deposits, 330-58
Petty, 330-45

Cashiering

Applicants for Employment, 330-55
Change Fund, 330-46
Departmental Operations, 330-55, 330-56, 330-57, 330-58, 330-59, 330-60
Security, 330-57, 330-59

Change Fund, 330-46

Check Cashing, 330-57

Check Distribution, 330-12

Check Request, 330-40

Check, Returned, 330-58

Chemicals

Chemical Safety, 290-56
Flammable Liquid Storage, 290-20
Hazardous, 290-65

Child Abuse Reports, 380-81

Clothing

Protective, 290-50

Collections

Accounts Receivable, 330-90
Departmental Cash, 330-57
Sales and Use Tax, 340-06
Social Security Numbers, 320-22

Collective Bargaining Agreements, 380-21

Commemorative Gift, 260-40

Commercial Activities

Fund Raising, 270-16
General Policy, 270-25
Multimedia Productions, 310-45
Trademarks, 310-65
Use of University Name For, 310-65

Communications

Directives, 310-30
Electronic, 310-17, 310-23, 310-24, 310-75
Hazardous Substances, 290-27
Marketing, 310-40
Mass Electronic Messaging, 310-18
Telecommunications, 310-10
Terrorist Acts Targeting Research, 290-08
Web Sites, 310-70
Wireless, 310-17
With Government Officials, 310-50
With Public & Media, 290-08, 310-40
With Students, 310-18, 310-19

Complaint Procedure

Discrimination, 380-15
Sexual Harassment, 380-12
Student, 280-05

Computer

Acceptable Use Policy, 310-23(A)
Electronic Communications, 310-23, 310-24, 310-75
Network, 310-21, 310-22
Security, 310-21, 310-22, 310-23, 310-24, 310-75
Software Ownership & Use, 250-03
Vulnerability, 310-21

Computing Plan, 200-45

Computing Systems, 200-45

Concurrent Courses

Distribution of Income, 210-15

Conduct

Standards Of, 270-05, 280-01

Conferences

Agency Account for, 330-09
Arrangements for, 270-20

Confined Space Operations, 290-86

Conflict of Commitment, 230-01

Conflict of Interest, 380-16

Financial Disclosure, 230-05

Constituent Organizations, 270-05, 270-06

Consultant

Independent, 380-70

Continuing Education, 210-16

Contracts

Business, 330-05
Commercial Transportation, 300-10
Research, 330-31

Controlled Substances

Procurement & Control, 290-70
Substance Abuse, 380-18
Testing of Drivers, 380-22

Electronic Infringement, 310-23
General Information, 250-01
Legal Advice, 250-02
Ownership & Transfer, 250-04
Registration, 250-02

Copyrighted Materials

Certification Re Use, 250-03(C)
Classroom Copying, 250-03
Computer Software, 250-03
License Agreement, 250-03
Multimedia Productions, 310-45
Notice Re Reproduction of, 250-03(B)
Permission to Use, 250-03(A)
Proposal for Development, 250-04(A)
University-Produced, 250-04
Use of, 250-03, 210-80

Corporate Affiliate Program, 260-15, 260-25

Cost Recovery

Recharge Rates, 340-25

Cost Transfer, 330-63

Costing Policy, 230-01, 330-62

Course Materials Fee, 330-86

Credit

Granting of, 330-89

Credit Card

Merchant Requirements, 330-35

Crops

Disposal of, 340-30

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D

Damage

Freight, 350-40
Personal Property, 370-40
University Property, 350-85

Dean Witter Fund, 330-80

Death

Employee, 380-40
Student, 280-10

Debit Card

Merchant Requirements, 330-35

Degree Programs

Establishment, 200-25
Transfer or Disestablishment, 200-25

Delegation of Authority, 200-60, 330-10

Delivery of Goods, 350-35

Direct Cost Agreement

SEE Service Agreement

Direct Costs, 230-01, 330-62

Directives, 310-30

Disbursements

Nonpayroll, 330-11, 330-40
Payroll, 330-11

Disclosure of Information

Personal Records, 320-20
Personnel Records, 320-20
Public Records, 320-20
Research, 290-05
Student Records, 320-21

Discrimination

Staff Complaints, 380-15
Student Complaint Procedure, 280-05
SEE ALSO Nondiscrimination

Disease Control, 290-40

Dissertation Preparation, 210-75

Distribution of Information

Directives, 310-30
General, 310-25
Mass Electronic Messaging, 310-18
To Students, 310-18, 310-19

Diving Safety Program, 290-80

DMV Records, 380-20

Dogs on Campus, 290-90

Domestic Partners, 380-13

Donor Recognition, 260-35

Drug Abuse, 380-18

Drug Control, 290-70

Drug Testing of Drivers, 380-22

Dues

University Payment of, 330-75

Dunning Letter, 330-90(A), 330-90(B)

Duplicating & Printing, 310-20

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E

Electrical Safety, 290-85

Electronic Communications

Directives, 310-30
Mass Electronic Messaging, 310-18
Official Communications with Students, 310-19
Policy, 310-23, 310-24

Emergency

Building Evacuation Plans, 290-05
Campus Emergency Operations Plan, 290-05
Department Plans, 290-05
Employee Loan Fund, 380-56
Payroll Payments, 380-57
Student Travel, 370-05
Suspension of Individuals, 290-07

Employee

Acceptance of Gifts, 380-55
Alcohol Testing, 380-22
Benefits, 330-24
Conflict of Interest, 380-16
Death, 380-40
Driving Records, 380-20, 380-22
Drug Testing, 380-22
Emergency Loan Fund, 380-56
Emergency Payroll Payments, 380-57
Exposure & Medical Records, 290-60
Health, 290-25, 290-60, 370-20
Non-Cash Awards, 380-50
Organizations, 380-21
Personnel Records, 320-20
Recognition Awards, 380-50
Substance Abuse, 380-18, 380-22
Sympathy Gifts, 380-50
Use of University Name, 310-65
Work-Related Awards, 380-50
SEE ALSO Academic Personnel

Employee-Vendor Transactions, 350-90

Employment

Affirmative Action, 380-10
Aliens, 380-14
Eligibility Verification, 380-06
Intercampus Transfer, 380-75
Near Relatives, 380-13
Persons with Disabilities, 380-10
Retirees, 380-30
Seasonal Farm Labor, 380-77
Veterans, 380-10
SEE ALSO Academic Personnel

Endowment Funds, 260-25

Energy Conservation, 360-30

Procurement, 350-10

Entertainment with University Funds, 330-80

Envelopes, 310-55

Environmental Protection, 290-35

Environmental Sanitation, 290-35, 290-40

Equipment

Agricultural, 350-17
Fabrication, 350-75
Forklifts, 290-86, 350-32
Identification, 350-51
Inventorial, 350-50, 350-55
Loans, Gifts, & Transfers, 350-65
Maintenance, 350-55
Miscellaneous Vehicles, 350-32
Modification, 350-75
Movement, 350-70
Personal Use, 350-55
Personally Owned, 350-55
Rental, 350-17, 350-30
Repair of Scientific Research, 350-96
Safety, 290-50
Screening & Sharing, 350-24
Sharing Scientific, 350-95
Surplus, 350-18, 350-80
Theft-Sensitive, 350-50
Welding, 290-86
SEE ALSO Procurement

Ethyl Alcohol, 350-20

Evacuation Plans, 290-05

Event Arrangements, 270-20

Excess Property

Acquisition of, 350-18
Disposition of, 350-80

Exclusion from UCD Properties, 290-04

Expenditure Adjustments, 330-63

Extension

SEE University Extension

External Purchaser

Sales to, 340-09, 340-25

External Vendor

Payment, 330-40

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F

Facilities

Airport, 360-55
Animal Care, 290-30
Assignment, 360-21, 360-23
Evaluation, 360-21
Key/Access Card Control, 360-50
Maintenance, 360-30
Maintenance/Repair of Leased, 330-05
Naming of, 200-51
No Smoking in, 290-10
Rental Costs, 270-20
Reservation of, 270-20
Sanitation, 290-04
Signs, 360-10
Smoking in, 290-10
Use of, 270-20

Facilities & Administrative Costs

Rates, 230-01
Recovery in Rates, 340-25

Faculty

SEE Academic Personnel

Faculty Positions

Allocation of, 330-16, 330-25X1

Farm Equipment, 350-17

Farm Labor, 380-77

Fees

Assessed by Campus, 330-85
Campus-Based Student Fees, 280-15
Course Materials, 330-86
Membership, 330-75
Property Use, 270-20
Student Government, 270-06

Field Trip

Insurance for, 370-10
Reimbursement for, 300-24
Students, 370-05

Financial Controls, 330-11

Financial Disclosure, 230-05

Fine Arts Insurance, 370-35

Fines, 330-85

Fire Safety, 290-20

Fiscal Year-End Closing, 330-65

Flags, 360-16

Food

Sanitation, 290-40
Service, 270-20

Forklift Operation, 290-86, 350-32

Freedom of Speech & Advocacy

By Student Governments, 270-06
On University Properties, 270-20

Freight

Damage, 350-40
Receipt & Delivery, 350-35
Shipment, 350-45

Fund Raising

By Individuals, 270-16
By Organizations, 270-16
By UCD Support Groups, 270-60
Gift Fee, 260-50

Funds

Campus Unrestricted Fund, 330-06
Cashiering Change, 330-46
Dean Witter, 330-80
Employee Emergency Loan, 380-56
Memorial, 260-40
Misappropriation of, 380-17
Petty Cash, 330-45, 380-77
Research Expenditures Before Approval, 230-06

Furnishings

Installation, 350-27
Nonstandard, 350-29
Procurement or Rental, 350-27

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G

Gift Fee, 260-50

Gifts

Acceptance by University Employees, 380-55
Donor Recognition, 260-35
Equipment, 350-65
Gift Fee, 260-50
Gift-in-Kind, 260-25
Government Officials, 260-45
Investment Income, 330-06
Memorial/Commemorative, 260-40
Nonemployees, 260-45
Reporting Procedures, 260-25
Research, 230-01
Solicitation & Acceptance, 260-15
Sympathy (Employees), 380-50

Golf Carts, 350-32

Government Officials

Gifts to, 260-45
University Communications with, 310-50

Grant Administration, 330-31

Groups

Alumni, 270-50

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H

Hazards

Biological, 290-55
Hazardous Substances, 290-27
Physical, 290-86
Shipment of Hazardous Materials, 350-45

Health & Safety

Animal Contact, 290-25
Animal Control, 290-90
Biological Safety, 290-55
Campus Emergency, 290-05
Chemical Safety, 290-56
Diving Program, 290-80
Electrical Safety, 290-85
Environmental Protection, 290-35
Ergonomics Program, 290-16
Fire Safety, 290-20
Hazardous Chemicals, 290-65
Hazardous Operations, 290-86
Hazardous Substances, 290-27, 290-35
Occupational Medicine, 290-60
Pest Control, 290-45
Pesticides, 290-95
Protective Clothing & Equipment, 290-50
Public Health & Sanitation, 290-40
Radiological Safety, 290-75
Regulatory Agencies, 290-06
Safety Committee, 290-15
Safety Management Program, 290-15
Sanitation, 290-35, 290-40
Smoke-Free Policy, 290-10
Standards, 290-06
Terrorist Acts Targeting Research, 290-08
Training, 290-27
Violence in the Workplace, 290-09

HIPAA

Protected Health Information, 310-55, 320-35

Honorarium, 380-76

Housestaff

Budget & Enrollment, 330-21

Human Research Subjects, 240-50

Complaints, 240-57
Vulnerable Populations, 240-54

Human Stem Cell Research, 220-02

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I

Improper Governmental Activities, 380-17

Income Tax

Citizens & Residential Aliens, 380-65
Nonresident Aliens, 380-66

Independent Consultant, 380-70

Industrial Affiliate Program, 260-15, 260-25

Indirect Costs

SEE Facilities and Administrative Costs

Information

Privacy of & Access to, 320-20
SEE ALSO Distribution of Information

Injury

Work-Related, 370-20

Insurance

Boats, 370-25
Fine Arts, 370-35
Loaned Property, 350-65
Students Off Campus, 370-10
Trailers, 370-25
Transit Risk, 350-40
Travel, 300-14
University Property, 370-30
Vehicle, 350-32, 370-25
Workers' Compensation, 370-20

Integrity in Research, 240-01

Intercampus Transfers, 380-75

Intercampus Travel, 300-23

Inventions

Patents, 250-15

Inventorial Equipment

Care & Control, 350-55
Definition, 350-50
Identification, 350-51

Inventory

Equipment, 330-11, 350-55
Keys, 360-50
Records, 320-10
Supplies, 330-11, 350-60

Invoice

Accounts Receivable, 330-89
External Vendor, 330-40

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K

Keys & Access Cards, 360-50

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L

Land Assignment, 360-22

Lease

Agreement, 330-05
Equipment, 350-30
Sales & Use Tax on, 340-06

Legal Notices, 320-30

Letterhead, 310-55

Loan

Agreement, 330-05
Employee Emergency, 380-56
Equipment, 350-65
Fine Arts & Collections, 370-35

Logotypes, UCD, 310-65

Loss

Personal Property, 370-40
University Property, 350-85

Loyalty Oath, 380-60

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