UCD POLICY & PROCEDURE MANUAL Transmittal Notice 8/16/99

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 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 350-15, General Rental Service, 7/20/99. SUPERSEDES: Section 350-15, dated 6/19/91. (DISCARD/RECYCLE.) PURPOSE: Describes types of office furniture that are available; offers folding banquet tables and stacking chairs for rental by departments; clarifies that departments are required to replace damaged equipment; explains that a charge will be assessed to reconfigure a computer returned without all provided software or with additional software; updates procedures; editorial revisions for clarity. 2. TRANSMITTED: Section 350-20, Procurement and Use of Ethyl Alcohol, and Exhibit A, 7/20/99. SUPERSEDES: Section 350-20 and Exhibit A, 7/20/99. (DISCARD/RECYCLE.) PURPOSE: Updates unit names; requires designated custodians to submit orders for ethyl alcohol to Storehouse in person; minor editorial revisions. 3. TRANSMITTED: Section 350-28, Copiers and Digital Copiers/Printers, 7/20/99. SUPERSEDES: Section 350-28 and Exhibit A, 1/6/92. (DISCARD/RECYCLE.) PURPOSE: Removes duplicators and printers from the scope of this policy, and adds dual function digital copiers/printers; clarifies that Repro Graphics is the designated service activity for the general campus, health sciences, and academic departments at UCDMC, and UCDMC Duplicating Service for UCDMC departments; updates position titles; removes reference to Professional Staff Advisory Group on Office Equipment, which has been disbanded; revises procedures to incorporate DaFIS; adds references; deletes request form (Exhibit A). 4. TRANSMITTED: Section 350-30, Lease, Rental, and Lease-Purchase of Equipment, 7/20/99. SUPERSEDES: Section 350-30, 5/31/89. (DISCARD/RECYCLE.) PURPOSE: Recommends cost analysis to compare total cost of lease or rental versus total cost of lease-purchase; incorporates DaFIS process and cost analysis into procedure; updates unit names and references. 5. TRANSMITTED: Section 350-40, Inspection of Shipments and Damage Claims, and Exhibit A, 7/20/99. SUPERSEDES: Section 350-40 and Exhibit A, 6/19/92. (DISCARD/RECYCLE.) PURPOSE: Clarifies that University transit risk insurance covers loss of or damage to property shipped FOB origin or any point other than UC Davis; updates position titles and unit names; updates references; minor editorial revisions for clarity. 6. TRANSMITTED: Section 350-45, Shipment of Goods, and Exhibit A, 8/2/99. SUPERSEDES: Section 350-45, 6/19/92. (DISCARD/RECYCLE.) PURPOSE: Updates unit names; updates procedures; requires Hazardous Material Information Sheet (Exhibit A), as well as Material Safety Data Sheet, for hazardous materials shipped off campus; requires department personnel to be certified to package or ship hazardous shipments; requires department to complete shipping memo, and details the information needed; specifies that shipments of hazardous materials must be disclosed and correctly described, or are subject to penalties by the FAA; updates references and related policy. 7. TRANSMITTED: Section 350-51, Identification of Equipment, 8/2/99. SUPERSEDES: Section 350-51, 6/19/92. (DISCARD/RECYCLE.) PURPOSE: Reflects change in inventory system to Capital Asset Management System (CAMS); specifies that all inventorial equipment, including equipment borrowed from or owned by non-University agencies, must be recorded in CAMS; specifies that governmental noninventorial equipment that is considered theft-sensitive or attractive under the terms of an agreement must be tracked in CAMS; updates information on engraving; removes keyboards from those components that require decals; updates unit names; updates reference; editorial revisions for clarity. 8. TRANSMITTED: Section 350-60, Management of Supply Inventories, 7/27/99. SUPERSEDES: Section 350-60, 6/15/88. (DISCARD/RECYCLE.) PURPOSE: Provides examples of ways requisitioning departments can review orders for their accuracy and appropriateness; updates position titles and unit names; updates references; minor editorial revisions for clarity. 9. TRANSMITTED: Section 360-16, Display of Flags, 8/3/99. SUPERSEDES: Section 360-16, 10/31/94. (DISCARD/RECYCLE.) PURPOSE: Includes the flag flown at Toomey Field; specifies that flags of other nations may be displayed at certain events; designates Memorial Union Main Office as the office responsible for display of flags at the MU; minor editorial revisions. 10. TRANSMITTED: Section 380-11, Affirmative Action in Employment of Veterans and Persons with Disabilities, 8/3/99. SUPERSEDES: Section 380-11, 3/26/91. (DISCARD/RECYCLE.) PURPOSE: Shortens title and generally streamlines and simplifies; updates position titles, unit names, and references; adds citations of U.S. Code and OFCCP regulations; simplifies definitions and includes reference to complete definitions in OFCCP regulations; revises statement of policy, consistent with changes to Universitywide policy, including separating affirmative action and nondiscrimination, expanding veterans' coverage, adding protection for all (not just underutilized) minorities and women; reorganizes and shortens "administrative responsibilities" to parallel Section 380-10; deletes material on reasonable accommodation and provides reference to Policy 81 and parallel union contracts, since the duty to reasonably accommodate arises primarily out of the American with Disabilities Act rather than the OFCCP affirmative action regulations; adds material on the invitation to self-identify; adds material on pre-employment medical examinations. 11. TRANSMITTED: Section 380-17, Improper Governmental Activities, and Exhibits A and B, 7/14/99. SUPERSEDES: Section 380-17 and Exhibits A and B, 4/27/92. (DISCARD/RECYCLE.) PURPOSE: Updates position titles and unit names and generally streamlines; adds "interference with reporting of improper activities" as part of scope and adds description of health care payor compliance program (I); moves confidentiality provisions from "definitions" to "policy" and adds definition of "grievance process" (II); adds provisions to protect the rights of persons accused of improper activity and clarifies delegations (III); adds that report may be filed with the State Auditor, modifies confidentiality provisions, adds time limits, clarifies multiforum provisions (IV); includes interference in text that addresses retaliation for disclosing improper governmental activities, adds provision protecting supervisor's right to take normal personnel actions, clarifies multiforum provisions, adds time limits (V); updates policy and legal references (VI); updates exhibits. Dott Burton Coordinator of Administrative Policy 99-089