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Offices of the Chancellor and Provost
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Policy and Procedure Manual

Index
Date: 5/19/09
Supersedes: 7/13/07

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, 220-05

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, 330-63

Write-off, 330-90

SEE ALSO Reserve Account

Administrative Computing Plan, 200-45

Administrative Computing Systems, 200-45

Administrative Controls, 330-11

Administrative Deadlines, 200-06

Administrative Organizational Chart, 200-10 (PDF)

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

Advisory Groups, 200-15

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

Independent Contractor, 380-71

Private Support of Research, 230-01

Agriculture

Burning, 390-40

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

Sales on University Property, 270-21

Service on University Property, 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, 290-30

Procurement for Research, 290-30

Research Subjects, 240-50

Use in Teaching & Research, 290-30

Announcements

Distributing, 310-25

Emergency, 390-15

Posting, 310-27

Appointment

Multicampus, 380-75

SEE ALSO Employment

Appropriation Control, 330-11

Approval Authorization, 330-10

Archives Program, 320-10

Artworks, 360-15

Associated Students

SEE Organizations

Back to Top

B

Bank Accounts, 330-43

Bank Statements

Reconciliation to General Ledger, 330-60

Bargain Barn, 350-80

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, 330-11

Employee Benefits, 330-24

Operating Budget Process, 330-16

Salary Actions, 330-26

Staff Salary Savings, 330-26

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 Administrative Units

Changes in Name, 200-50

Campus-Based Student Fees, 280-15, 280-20

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, 390-40

Hazardous, 290-65

Child Abuse Reports, 380-81

Claims

Fine Arts and Collections, 370-35

Life Insurance, 380-40

Merchandise, 350-40

Receipt of, 320-30

Personal Property, 370-40

Student Trip Insurance, 370-10

Travel, 300-19, 300-26

University Property, 370-30

Vehicle Accidents, 370-25

Work-related Injury, 370-20

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

Emergency, 390-15

Hazardous Substances, 290-27

Marketing, 310-40

Mass Electronic Messaging, 310-18

Telecommunications, 310-10

Terrorist Acts Targeting Research, 390-35

Web Sites, 310-70

Wireless, 310-17

With Government Officials, 310-50

With Public & Media, 390-35, 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

Business Agreement Restrictions, 380-70, 380-71

Financial Disclosure, 230-05

Constituent Organizations, 270-05, 270-06

Consultant

SEE Independent Consultant

Continuing Education, 210-16

Contractor

SEE Independent Contractor

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

Copyright

Electronic Infringement, 310-23

General Information, 250-01

Legal Advice, 250-02

Ownership & Transfer, 250-01, 250-03

Registration, 250-02

Copyrighted Materials

Certification of Use, 250-03(C) (PDF)

Classroom Copying, 250-03

Computer Software, 250-03

License Agreement, 250-03

Multimedia Productions, 310-45

Notice of Reproduction, 250-03(B)

Permission to Use, 250-03(A) (PDF)

Proposal for Distribution, 250-04(A)

University-Produced, 250-04

Use of, 250-03, 210-80

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

Back to Top

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, 200-20

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

Disability Accommodation, 350-10, 370-20, 380-10

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, 390-10

Student Records, 320-21

Discrimination

Staff Complaints, 380-15

Student Complaint Procedure, 280-05

SEE ALSO Nondiscrimination

Disease Control, 290-40

Distribution of Information

Directives, 310-30

Emergency, 390-10, 390-15

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) (PDF), 330-90(B) (PDF)

Duplicating & Printing, 310-20

Back to Top

E

Electrical Safety, 290-85

Electronic Communications

Directives, 310-30

Emergency, 390-15

Mass Electronic Messaging, 310-18

Official Communications with Students, 310-19

Policy, 310-23

Emergency

Campus Planning, 390-10

Declaration of, 390-10

Departmental Planning, 390-10

Employee Loan Fund, 380-56

Notification to Campus of, 390-10, 390-15

Payroll Payments, 380-57

Staff Emergency Loan Fund, 380-56

Student Travel, 370-05

Suspension of Individuals, 390-25

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 Payroll Payments, 380-57

Exposure & Medical Records, 290-60

Health, 290-25, 290-60, 370-20

Identification Cards, 380-05

Non-Cash Awards, 380-50

Organizations, 380-21

Personnel Records, 320-20

Recognition Awards, 380-50

Staff Emergency Loan Fund, 380-56

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

Endowments

Establishing, 260-15

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, 390-10

Event Arrangements, 270-20

Excess Property

Acquisition of, 350-18

Disposition of, 350-80

Recycling, 350-05

Exclusion from UCD Property, 390-25, 390-20

Expenditure Adjustments, 330-63

Extension

SEE University Extension

External Purchaser

Sales to, 340-09, 340-25

External Vendor

Payment, 330-40

Back to Top

F

Facilities

Airport, 360-55

Animal Care, 290-30

Artwork Siting, 360-15

Assignment, 360-21

Evaluation, 360-21

Hazardous Operations at, 290-86

Key/Access Card Control, 360-50

Maintenance, 360-30

Maintenance/Repair of Leased, 330-05

Minors in, 290-32

Naming of, 200-51

No Smoking in, 290-10

Operations, 360-30

Rental Costs, 270-20

Reservation of, 270-20

Sanitation, 390-20

Signs, 360-10

Smoking in, 290-10

Use of, 270-20

Facilities & Administrative Costs

Indirect Costs, 230-03

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

Auxiliary Service, 340-25

Compulsory Campus-Based Student Fees, 280-15

Course Materials, 330-86

Membership, 330-75

Professional Services, for, 340-25

Property Use, 270-20

Student Government, 270-06

Voluntary Campus-Based Student Fees, 280-20

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

Fire Safety, 390-40

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

For University Purposes, 260-15

Gift Fee, 260-50

Funds

Campus Unrestricted Fund, 330-06

Cashiering Change, 330-46

Memorial, 260-40

Misappropriation of, 380-17

Petty Cash, 330-45, 380-77

Research Expenditures Before Approval, 230-06

Staff Emergency Loan, 380-56

Furnishings

Installation, 350-27

Nonstandard, 350-29

Procurement or Rental, 350-27

Back to Top

G

Gift Fee, 260-50

Gifts

Acceptance by University Employees, 380-55

Acknowledgement, 260-25

Corporate, 260-25

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

Processing, 260-25

Reporting, 260-25

Research, 230-01, 260-25

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

Back to Top

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, 390-10

Chemical Safety, 290-56

Diving Program, 290-80

Electrical Safety, 290-85

Environmental Protection, 290-35

Ergonomics Program, 290-16

Fire Safety, 390-40

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, 390-35

Training, 290-27

Violence in the Workplace, 390-30

HIPAA

Protected Health Information, 320-35, 320-36

Honorarium, 380-76

Human Research Subjects, 240-50

Complaints, 240-57

Vulnerable Populations, 240-54

Human Stem Cell Research, 220-02

Back to Top

I

Identification Cards, 380-05

Improper Governmental Activities, 380-17

Income Tax

Citizens & Residential Aliens, 380-65

Nonresident Aliens, 380-66

Independent Consultant, 380-70

Employee-vendor Transactions, 350-90

Independent Contractor, 380-71

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, 220-05

Intercampus Transfers

Procedures, 380-75

Temporary Appointment Form, 380-75(2)

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

Back to Top

K

Keys & Access Cards, 360-50

Back to Top

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

Equipment, 350-65

Fine Arts & Collections, 370-35

Staff Emergency, 380-56

Logotypes, UCD, 310-65

Loss

Personal Property, 370-40

University Property, 350-85

Loyalty Oath, 380-60

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Last Updated: 5/19/09 | Questions and Comments

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