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Policy and Procedure ManualChapter 310, Communications and Technology Responsible Department: Offices
of the Chancellor and Provost See Directive 08-036. This section outlines policy and procedures for review and approval of directives; and departmental responsibilities for distribution of directive information to employees. A. Announcement--communication distributed to the campus community to announce certain events that are of general interest to a campus group but do not affect operations or require action. B. Directive--communication distributed to the campus community that requires some form of action or affects business operations on campus. The content of a directive must fall into one of the following categories: 1. Information regarding health, safety, or welfare. 2. Information regarding regulations, policies, or procedures. 3. Information regarding campus road closures. 4. University-sponsored conferences or events that allow for release time or funding. 5. Information regarding employee-related matters, including employee awards. 6. Recruitment announcements for Senior Management level positions. 7. Other information to maintain compliance with federal or state regulations. 8. Other information required by departments to conduct campus business. A. Announcements designed for broad campus distribution shall be reviewed, approved, and distributed as described in Section 310-18. Announcements cannot be sent to the directives mailing list. B. Directives shall be reviewed and approved by the Campus Policy Coordinator, Offices of the Chancellor and Provost. C. Directives prepared for the Chancellor's or Provost's signature must be reviewed and approved by the Chancellor or Provost prior to approval by the Campus Policy Coordinator. D. Directives will be sent electronically. Directives are approved for hard-copy distribution in exceptional circumstances only. Justification for the hard-copy distribution shall be provided by the department requesting distribution. IV. Responsibilities for Departmental Distribution A. The department head is responsible for designating an Electronic Communications Representative (ECR) to receive and distribute email directives appropriately. When an ECR leaves the department, the department head must designate a new ECR and assure that the new ECR is subscribed to the email list. 1. To subscribe to the email list, follow the instructions at http://directives.ucdavis.edu. 2. Any employee can subscribe to the directives email list. B. The department head must assure that directives and announcements are made available to all employees who should be aware of the information. V. Procedures for Drafting and Approval of Directives A. The department responsible for the information drafts the directive. 1. The directive should be brief. 2. The directive should include specific policy references or links to additional information as necessary. 3. The directive must include the originating department name at the top in the same manner as it appears on interdepartmental letterhead (see Section 310-55). 4. The directive must include contact information at the end. 5. The sender of the directive must be the department head or equivalent position, and must review and approve the directive prior to submitting for distribution approval. B. Addressing the directive 1. All electronically distributed directives go to the same email list, but the directive should be addressed to one of the following groups to ensure accurate distribution by departments: a. DEANS, DIRECTORS, AND DEPARTMENT CHAIRS. (Includes key administrators and chairs of academic departments, including School of Medicine departments located in Sacramento.) b. DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS (DAVIS CAMPUS ONLY). (Includes those above plus Davis campus nonacademic units.) c. DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS. (Includes all UC Davis departments in all locations.) 2. Departments also wishing to distribute the directive to the Academic Senate or Academic Federation mailing list should address the directive appropriately. C. Review, approval, and distribution 1. The department submits the draft directive to the Campus Policy Coordinator. Some vice chancellor/vice provost/dean offices may require that directives be submitted through their office. 2. The Campus Policy Coordinator reviews the directive for appropriateness, structure, references, and edits as needed. a. If appropriate, the Campus Policy Coordinator assigns a control number and returns the edited draft and approval form. b. If substantial changes are required, the Campus Policy Coordinator returns the draft to the originator with a request to redraft. c. If the content is inappropriate for distribution as a directive, the Campus Policy Coordinator returns the unapproved draft to the originator. 3. The originating department prepares the directive for distribution by incorporating final edits, updating the distribution date, including the control number at the end, and converting the document to plain text. 4. The originating department sends, via email, the prepared directive, approval form, and work order to Bulk Mail Services for electronic distribution of the directive. 5. The originating department retains the signed hard copy version of the directive for its records. D. Hard copy distribution 1. If hard copy distribution is required, the originating department must provide explanation of why electronic distribution is not adequate when requesting approval from the Campus Policy Coordinator. a. The directive must be clearly addressed to one of the groups listed in V.B.1, above. b. The department can request mailbag distribution, where Mail Services will include one copy in every mailbag for either all Davis Campus units, or for all units (including UCDHS/UCDMC departments). 2. If approved, the originating department prepares the directive by incorporating final edits, updating the distribution date, including the control number at the end, reviewing the layout of the document, and printing the final version. 3. The originating department sends the printed document, approval, and work order to Repro Graphics for duplication. 4. Repro Graphics sends the materials to Bulk Mail Services or Mail Services for distribution. A. A template for preparing directives is available at http://directives.ucdavis.edu. Contact the Campus Policy Coordinator, Offices of the Chancellor and Provost, for further information. B. For information originating from and distributed at UCDHS only, contact the Public Affairs and Marketing Department. VII. References and Related Policies UCD Policy and Procedure Manual: A. Section 310-18, Mass Electronic Messaging. B. Section 310-25, Distribution of Information and Literature. C. Section 310-27, Posting of Information. D. Section 310-55, University Stationery and Business Cards. Copyright © 2006 The Regents of the
University of California, Davis Campus. All Rights Reserved. |
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