UCD POLICY & PROCEDURE MANUAL Transmittal Notice 8/1/97

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, contact Irene Fecht, Chancellor's Office (752-9745 or ilfecht@ucdavis.edu). UC Davis policies and procedures and Universitywide policies are also available electronically on the World Wide Web via: http://www.mrak.ucdavis.edu/web-mans/manuals.htm 1. TRANSMITTED: Section 290-30, Use and Care of Animals in Teaching and Research. SUPERSEDES: Section 290-30, dated 3/18/96. PURPOSE: Updates names of regulatory agencies; removes exemptions from filing protocols for agricultural herds and flocks (IV-B), as AAALAC requires review of all aspects of animal husbandry; requires that active protocols be reviewed each year, and a new protocol submitted every third year, under current PHS policy; deletes detailed criteria for review of protocols, and cites Federal regulations and policies as sources of required review criteria (IV-D); clarifies procedures for purchasing laboratory and domestic animals; updates references; editorial revisions for clarity. 2. TRANSMITTED: Section 290-60, Occupational and Preventive Medicine. SUPERSEDES: Section 290-60 and Exhibits A and B, dated 4/28/89. PURPOSE: Extensive revision to simplify and streamline; eliminates complex procedure for requesting exposure and medical record access (employees can now use a simple memo to the record holder); updates department names and locations; adds policy on volunteers and students; eliminates overlap with Workers' Compensation (Section 370-20); removes lengthy definition of "toxic substance"; eliminates separate procedures for represented and nonrepresented employees; deletes Exhibits A and B (authorization for release of information forms--now done by memorandum). 3. TRANSMITTED: Section 320-21, Disclosure of Information from Student Records, and Exhibits A-J. SUPERSEDES: Section 320-21 and Exhibits A-G, dated 1/18/85. PURPOSE: Extensive revision based on changes in University policy and the Family Educational Rights and Privacy Act (FERPA) and repeal of the California Education Code sections governing privacy of student records, including the following: adds/revises definitions (II); information required in annual notification of rights (III) includes procedures for reviewing records and seeking corrections to records; review of student records by students (IV) provides 20 working days to respond to requests to review records, defines rights of students to request explanations/ interpretations of records, specifies that actual costs of certain copies may be charged; clarifies that applicant records (V) for those who do not become students are not covered by this policy; waivers of access to records (VI) reflects change in requirement that campus not disclose whether a waiver has been executed to parties acting upon a recommendation; public information (VII) includes class units, class schedule, e-mail address; non-public personally identifiable information (VIII) provides for disclosures to State officials in connection with juvenile justice proceedings, states that organizations misusing info may not receive info for 5 years, permits disclosure without notice to student if court order or subpoena so requires, clarifies "emergency" for disclosure of confidential information, permits/requires schools to disclose outcome of student disciplinary actions to victims of violent crimes, clarifies that academic records containing certain disciplinary info may be disclosed without consent, incorporates campus policy on posting grades and distributing graded student work; simplifies grievance procedure (X). 4. TRANSMITTED: Section 330-09, Agency Account Services, and Exhibit A. SUPERSEDES: Section 330-09 and Exhibit A, dated 3/18/96. PURPOSE: Revises for compatibility with 7/1/97 implementation of UC Davis Financial Information System (DaFIS); updates position titles and unit names. 5. TRANSMITTED: Section 330-10, Approval Authorization, and Exhibits A and B. SUPERSEDES: Section 330-10, Signature Authorization, and Exhibits A-C. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; clarifies that payroll and personnel transactions require written signature approval, while other financial transactions are approved via DaFIS routing mechanisms, and specifies the two separate authorization forms for these types of transactions; includes conditions that approval authority indicates are true by approving travel vouchers and entertainment expenses; specifies that department heads must delegate appropriate approval authority to DaFIS Account Delegates; updates types and names of forms listed in Exhibits A and B; deletes sample Signature Authorization or Cancellation form (Exhibit C), as the two new forms are available on the World Wide Web. 6. TRANSMITTED: Section 330-12, Departmental Check Distribution, and Exhibit A. SUPERSEDES: Section 330-12 and Exhibit A, dated 1/20/89. PURPOSE: Reviewed for manual updating; updates unit names and references. 7. TRANSMITTED: Section 330-40, Disbursement Procedures. SUPERSEDES: Section 330-40, dated 10/3/88. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; specifies items for which the department is responsible for verifying on invoices; clarifies that invoice discrepancies for orders released by Purchasing should be forwarded to the buyer if resolution is not obtained by the department; updates the specific items that Accounting & Financial Services verifies on selected invoices; updates unit names. 8. TRANSMITTED: Section 330-43, Official University Bank Accounts. SUPERSEDES: Section 330-43, dated 3/18/96. PURPOSE: Revises procedures for compatibility with 7/1/97 implementation of DaFIS. 9. TRANSMITTED: Section 330-45, Petty Cash Funds, and Exhibits A and B. SUPERSEDES: Section 330-45 and Exhibits A-C, dated 1/4/91. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; updates Request for Petty Cash Fund (Exhibit B); deletes the sample Check Request for Petty Cash Fund (Exhibit C), which has been replaced by DaFIS Direct Charge document; updates unit names. 10. TRANSMITTED: Section 330-46, Cashiering Change Funds, and Exhibit A. SUPERSEDES: Section 330-46 and Exhibits A and B, dated 3/17/88. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; updates Request for Cashiering Change Fund (Exhibit A); deletes sample Check Request for Petty Cash Fund (Exhibit B), which has been replaced by DaFIS Direct Charge document; updates unit names. 11. TRANSMITTED: Section 330-50, Sales of University Supplies and Services, and Exhibit A. SUPERSEDES: Section 330-50 and Exhibit A, dated 3/25/93. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; specifies that unrelated business income may be subject to Federal taxation; clarifies that billing for a sale or reimbursement may be processed through the Banner Student Information System or DaFIS; updates unit names. 12. TRANSMITTED: Section 330-55, Departmental Cashiering Operations, and Exhibit A. SUPERSEDES: Section 330-55 and Exhibits A-C, dated 4/10/96. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; provides separate instructions for campus and UCDHS departments for Statement of Cash Collections; clarifies "properly secured area" by examples; updates position titles and unit names; updates references; deletes Exhibit B (cash receipt), which is a simple form that does not require an example; deletes Exhibit C (statement of cash collections and receipts issued), which has been replaced by a DaFIS document and is no longer used by campus departments, and the UCDMC form has a sample included on the reverse of the form. 13. TRANSMITTED: Section 330-62, Basic Costing Policy. SUPERSEDES: Section 330-62, dated 3/30/94. PURPOSE: Revises for compatibility with 7/1/97 implementation of DaFIS; updates unit names; updates references. 14. TRANSMITTED: Section 330-70, Cashiering Services. SUPERSEDES: Section 330-70, dated 10/23/90. PURPOSE: Deletes information for Box Office Cashier's Office, which is no longer a major cashiering station; updates information on notary public service; minor editorial revisions. 15. TRANSMITTED: Section 330-75, University Payment of Memberships. SUPERSEDES: Section 330-75, dated 4/10/96. PURPOSE: Revises procedures for compatibility with 7/1/97 implementation of DaFIS. Dott Burton Coordinator of Administrative Policy 97-097