Transmittal Notice


The attached UCD Policy & Procedure Manual sections have been approved by the appropriate vice chancellor and by the Provost and Executive Vice Chancellor. After inserting these sections in your manual, please annotate the Table of Contents to reflect the changes, then post or circulate this transmittal notice so employees will be aware of these policies. If any pages are missing, notify Irene Fecht, Chancellor's Office (530-752-9745 or ilfecht@ucdavis.edu).

Manual sections are published on the World Wide Web as they are approved. UC Davis policies and procedures and Universitywide policies are available electronically on the World Wide Web via http://manuals.ucdavis.edu. You may also register at this site to be notified by email when policies and procedures change.

1.   TRANSMITTED:  Section 200-10, UCD Administrative Organizational Chart, 1/1/03.

SUPERSEDES:  Section 200-10, 1/1/02.

NOTE:  If you need a printed chart, it is available on the web at http://manuals.ucdavis.edu/ppm/200/200-10.pdf. Print in 11" x 17" landscape, or shrink to 8.5" x 14" legal landscape.

2.   TRANSMITTED:  Section 200-40, UCDMC Hospital & Clinics Operating Policies and Procedures, 3/6/03.

SUPERSEDES:  Section 200-40, 12/3/00.

PURPOSE: Minor revisions for biennial review; updates titles.

3.   TRANSMITTED:  Section 210-10, Private Support of Research, 3/4/03.

SUPERSEDES:  Section 210-10, 3/25/93.

PURPOSE: Extensive revision in response to an NIH review; outlines basic policies and procedures governing privately sponsored research and sets forth definitions, procedures for approval, processing, budgeting, and accounting for research funded from private sources.

4.   TRANSMITTED: Section 210-75, Preparation of Manuscripts and Theses, 2/26/03.

SUPERSEDES:  Section 210-75, 6/24/94.

PURPOSE:  Minor editorial changes; reissued to update previous publication in 1994; confirmed that the 1971 UCOP policy is still in effect.

5.   TRANSMITTED:  Section 260-45, Gifts Presented to Nonemployees, 2/6/03.

SUPERSEDES:  Section 260-45, 5/23/01.

PURPOSE:  Clarifies that gifts may not be presented to any elected official, candidate for public office, organization, or committee, when the gift is a contribution to a political campaign or referendum; permits gifts to elected or appointed with certain restrictions and documentation, consistent with UC policy; revises for clarity and streamlining.

6.  TRANSMITTED:  Section 270-07, Registered Student Organizations, 12/18/02.

SUPERSEDES:  Section 270-07, 5/31/89.

PURPOSE:  Extensive revisions and reorganized; adds a scope statement that identifies the organizations not covered by this policy; adds definition of "student"; extends information on privileges and responsibilities of registered student organizations, student control of the organizations, and the registration process.

7.  TRANSMITTED: Section 290-04, Maintenance of Order, 4/21/03.

SUPERSEDES:  Section 290-04, 12/10/98.

PURPOSE: Adds three titles to the list of designees who can act for the Chancellor; adds the Chief of Police to the list of people notified when consent to enter UCD properties has been withdrawn; adds a UCDHS contact under "Further Information"; editorial revisions for clarity.

8.   TRANSMITTED: Section 290-05, Campus Emergency Policy, 2/3/03.

SUPERSEDES: Section 290-05, 6/28/96.

PURPOSE: States that the Standardized Emergency Management System (SEMS) and the Incident Command System (ICS) are used for management of major emergencies; requires recovery/contingency actions in department emergency response plan; provides for and defines the policy group during an emergency; provides web addresses for additional information; updates unit names and position titles; updates references; editorial revisions for clarity.

9.   TRANSMITTED:  Section 300-30, University-Owned Vehicles, 10/18/02.

SUPERSEDES:  Section 300-30 and Exhibit A, 11/6/98.

PURPOSE:  Clarifies that trailers may be pulled by non-University vehicles under certain conditions; prohibits consumption of alcoholic beverages in University-owned or operated buses; updates types of vehicles available through Fleet Services; removes information on department-purchased general purpose and specialized vehicles controlled by Fleet Services (general purpose vehicles are no longer purchased by departments, and specialized vehicles are addressed elsewhere in the section); explains that departments are recharged directly for fuel for assigned vehicles; removes Exhibit A, which is now available on the web; editorial revisions for clarity.

10.  TRANSMITTED:  Section 310-17, Wireless Communications, and Exhibit A, 10/3/02.

SUPERSEDES:  New section.

PURPOSE:  Describes how wireless technologies are implemented, administered, and supported at UC Davis.

11.  TRANSMITTED:  Section 340-06, State Sales and Use Tax Collections, and Exhibit A, 5/12/03.

SUPERSEDES:  Section 340-06 and Exhibit A, 6/28/96.

PURPOSE:  Minor revisions for scheduled update; updates unit names and telephone numbers; updates sales tax account numbers; adds changes to tax rates for the City of Sebastopol and City of West Sacramento effective 4/1/03 (Exhibit A).

12.  TRANSMITTED:  Section 350-17, Use of Agricultural Field Support Services, 4/29/03.

SUPERSEDES:  Section 350-17, 6/28/96.

PURPOSE:  Extensive revision; changes the title; recognizes that Agricultural Services now reports to Facilities Operations & Maintenance; provides instruction on obtaining services related to irrigation and labor; strengthens the reservation-and-return policy for day-use rental equipment; clarifies rate structure regarding use of rental equipment.

13.  TRANSMITTED:  Section 360-30, Operation and Maintenance of Plant, 1/28/03.

SUPERSEDES:  Section 360-30 and Exhibits A and B, 6/14/85.

PURPOSE:  Extensive revisions; reflects new organizational structure and updates position titles; adds information on acceptable and unacceptable landfill refuse; includes available agricultural services; clarifies that night and weekend service is limited to emergencies where repairs are required to avoid injury to humans or animals, damage to facilities, or loss of research; updates the dollar amounts for minor capital improvements; clarifies that departments must obtain regulatory reviews prior to construction; provides contacts for billing or statement questions; updates references; editorial revisions for clarity.

14.  TRANSMITTED: Section 370-05, Student Off-Campus Events, Programs, and Travel, 10/21/02.

SUPERSEDES:  New section.

PURPOSE:  Provides safety guidelines for domestic and foreign student off-campus travel and activities (except those related to medical residents) that include field trips, fieldwork, research expeditions, travel, and education abroad, and procedures in response to an emergency situation or catastrophic injury, death, or major property loss.

15.  DELETE: Section 370-15, Employee Insurance Plans, 6/27/97.

PURPOSE:  The information in this section is available on the Web at http://www.hr.ucdavis.edu or from the Benefits Office.

16.  TRANSMITTED:  Section 380-13, Near Relatives, 1/24/03.

SUPERSEDES:  Section 380-13, 2/10/97.

PURPOSE:  Extensive revision; adds domestic partners and roommates to definition of "near relative"; expands scope of rule to include reorganizations that bring near relatives into the same department; adds restrictions on participation in tenure and discipline; new exception to approval authority for student roommates; adds time limits; updates references; revises for clarity and general streamlining.

17.  TRANSMITTED:  Section 380-15, Staff Complaints of Discrimination, 4/14/03.

SUPERSEDES:  Section 380-15, 3/30/94.

PURPOSE:  Streamlines and simplifies; updates unit names, references, and web addresses; clarifies scope, adds definition of discrimination and information on the Principles of Community; requires departments to consult with Staff Affirmative Action & Diversity office when they receive a complaint; adds summary of state and federal law and a list of major enforcement agencies; expands ability to file an informal complaint to include friend or representative may be present during informal reviews, and clarifies the time limits; deletes former rule limiting remedy to lost pay, benefits, or rights; deletes recordkeeping requirements except for basic 3-year disposition schedule, and rule that these records should be kept outside of the personnel files; deletes exhibits.

18. TRANSMITTED: Section 380-20, Employee Driving Records, 3/27/03.

SUPERSEDES:  Section 380-20, 10/15/93.

PURPOSE:  Clarifies that UCDMC Fleet Services and Unitrans are authorized to use the DMV Pull Notice System for their employees; changes biannual update of the license status of participants to an annual update; adds that departments will be notified if a participating employee has had an action that renders his or her license invalid; requires employees with access to Pull Notice records to sign a statement agreeing to protect against unauthorized access, use, or disclosure; clarifies that employees with Class A or B licenses or special certificates must have a current DMV Medical Certificate; updates department names and adds Web addresses; deletes exhibits, which are now available on the Fleet Services Web site.

19.  TRANSMITTED:  Section 380-60, Loyalty Oath and Exhibits A& B, 4/4/03.

SUPERSEDES:  Section 380-60, 3/30/94.

PURPOSE:  Updates information to reflect the use of DaFIS and Payroll/Personnel System; clarifies that all employees must sign the loyalty oath, whether with or without compensation, except aliens; refers the department to the appropriate personnel office if a prospective employee refuses to sign the oath; updates the titles that are authorized to administer oath; updates procedures, references, and exhibits.


Dottie Turner
Coordinator of Administrative Policy