UCD POLICY & PROCEDURE MANUAL Transmittal Notice 2/10/99

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 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: Table of Contents, dated 2/10/99. SUPERSEDES: Table of Contents, dated 9/25/97. (DISCARD/RECYCLE.) 2. TRANSMITTED: Index. SUPERSEDES: Index, dated 9/25/97. (DISCARD/RECYCLE.) 3. TRANSMITTED: Section 200-40, UCDMC Hospital & Clinics Operating Policies and Procedures, dated 1/5/99. SUPERSEDES: Section 200-40, UCDMC Operating Policies and Procedures, dated 10/31/96. (DISCARD/RECYCLE.) PURPOSE: Revised as recommended by JCAHO to clarify that governance and responsibility for the Medical Center include the hospital, the hospital-based clinics, and the ambulatory care clinics. 4. TRANSMITTED: Section 260-15, Solicitation and Acceptance of Gifts, and Exhibits A-C, dated 12/16/98. SUPERSEDES: Section 260-15, dated 3/24/89. (DISCARD/RECYCLE.) PURPOSE: Extensive revision: includes definitions formerly in Section 260-20 and new definitions for deferred gift, industrial/corporate affiliate program, and "quid pro quo"; defines and describes "departmental acceptance" and "University (formal) acceptance" and the responsibilities that accompany them; revises format to clarify separately the authority and conditions for solicitation and for acceptance; authorizes vice chancellors and deans to solicit gifts, subject to certain conditions and dollar limits, and permits redelegation of authority to associate or assistant vice chancellors/deans, department heads, faculty, and staff; describes conditions and additional approvals required for solicitations; authorizes vice chancellors and deans to accept gifts on behalf of their department (not on behalf of the University), subject to certain conditions and dollar limits, and to submit gifts for formal acceptance, and permits redelegation of authority to associate/assistant vice chancellors/deans and department heads; updates information on allocations and reallocations by the Chancellor, consistent with University policy; specifies that department heads or vice chancellors/deans must retain signature authority over funds donated by employees; describes responsibilities of unit development offices and departments; updates references; provides information on the Prospect Management and Tracking System (Exhibit B) and forms for requesting approval of solicitations (Exhibit A) and for delegation of authority (Exhibit C); editorial revisions for clarity. 5. TRANSMITTED: Section 260-25, Gift Reporting Procedures, and Exhibits A-J, dated 11/6/98. SUPERSEDES: Section 260-25 and Exhibits A-K, dated 6/29/90. (DISCARD/RECYCLE.) PURPOSE: Extensive revision: specifies that gifts may be made either to The Regents or to the UC Davis Foundation, but that these procedures are generally applicable only to Regents gifts, except where indicated; removes definitions, which are now included in Section 260-15; updates procedures to incorporate the use of DaFIS; describes required documentation that supports the donor's intent, in the absence of a donor transmittal letter; provides for departmental notification if documentation is not adequate; updates information regarding donated securities, consistent with University policy; provides information on industrial/corporate affiliate programs and other gifts involving quid pro quo benefits; clarifies that those principal investigators who have a financial interest in a sponsor company donating a gift for research must complete the PI's Addendum to Statement of Economic Interest (in addition to Form 730-U); updates exhibits; editorial revisions for clarity. 6. TRANSMITTED: Section 290-04, Maintenance of Order, dated 12/10/98. SUPERSEDES: New section. PURPOSE: Describes policy and procedure for maintaining order on UC Davis properties, as authorized by the California Penal Code. 7. TRANSMITTED: Section 290-90, Animal Control on Campus, dated 12/18/98. SUPERSEDES: Section 290-90, Dogs on Campus, dated 3/18/96. (DISCARD/RECYCLE.) PURPOSE: Revises consistent with agreement with Yolo County Animal Control Services; expands scope to include animals that are a threat or nuisance; specifies that dogs (except for police dogs and guide, signal, and service dogs) are not permitted in posted campus buildings, or in posted livestock and field research areas; provides policy regarding unattended animals or animals running at large, carcasses, and animals in campus housing; updates procedures for reporting animal control issues, loose livestock, wild animals, and animal bites; adds references. 8. TRANSMITTED: Section 330-09, Agency Account Services, and Exhibit A, dated 2/8/99. SUPERSEDES: Section 330-09 and Exhibit A, dated 8/1/97. (DISCARD/RECYCLE.) PURPOSE: Revised to reflect recent audit recommendations; updates information regarding payroll services; specifies that the Extramural Funds Division, in conjunction with the authorized approver, will close the agency account at the completion of the project or activity; provides for account balances to be carried forward for recurring annual events; requires account manager's approval for changes in the agency accounts project/activity timeline; provides for fees for initial setup and monthly maintenance, as approved by the Rate Group; requires approval of Associate Vice Chancellor--University Relations if an agency account involves UCD Support Group, UCD Foundation, or fund-raising activity; adds procedure to change existing agency accounts. 9. TRANSMITTED: Section 380-30, Reemployment of Retirees, dated 2/8/99. SUPERSEDES: Section 380-30, dated 12/15/92. (DISCARD/RECYCLE.) PURPOSE: Removes references to UC personnel policies, which no longer incorporate retirement information; adds caveat about the effect of reemployment on health and dental benefits; adds information on the 403(b) and DCP minimum distribution rule (II-B-3); removes information about mandatory retirement, salary limits, phased retirement, and VERIP, which are no longer in effect, and summarizes those prior policies; updates department names; updates references; editorial revisions for clarity. Dott Burton Coordinator of Administrative Policy 99-017