Updates

November 2017

Sec. 700-30: Policy on International Academic MOUs and Agreements has been updated to reference the recently revised Irvine delegation of authority, IDA 595.

Sec. 700-31: Procedures for International Academic MOUs and Agreements have been updated to reference and reflect the recently revised Irvine delegation of authority, IDA 595, that specifies which UCI administrators are authorized to sign international MOUs and agreements.

Sec. 715-16: Moving and Relocation Guidelines have been updated to reflect recent changes to UC BFB-G-13: Policy and Regulations Governing Moving and Relocation.

Office of the President

UC Policy - Technical Revisions PPSM-22: Probationary Period, including incorporating language from (rescinded) PPSM-61 and definitions have been updated or removed in sync with PPSM-3 and PPSM-2.

The following UC Policies were rescinded:

  • PPSM-61: Release During the Probationary Period or from Limited Casual/Restricted, and Floater Positions
  • AM-P-196-Payroll: OASDI and Medicare Contributions

October 2017

Sec. 800-16: Web Policy has been revised to modify format and headings, add a table of contents, and update: references and resources; contact information; position titles; and unit names.

Sec.103-12: Delegation of Authority and Signature Authorization Guidelines have been revised to clarify the definitions and responsibilities, update one department name, and modify format and headings.

Sec. 700-09: Policies on Gifts, Gratuities and Conflict of Interest has been revised to: update links, including linking to the UC Guidance on Acceptance of Personal Gifts and Gratuities by Employees under California's Political Reform Act; and modify format and headings.

Sec.103-11: Guidelines for Writing and Publishing Administrative Policies and Procedures have been revised to update the Responsible Office, a position title, and modify format and headings.

Sec. 720-12: Student and Student Applicant Records - Guidelines have been revised to update instructions regarding release of student infomation.

Sec. 900-19: Guidelines for Scheduling General Assignment Classrooms for Academic Instruction have been revised to update out-dated position titles.

Sec. 720-11: Privacy of and Access to Information (Excluding Student Records) - Guidelines have been revised to update contact information.

Sec. 700-20: Policy on Use of University Name and Seals, Campus Names and Seal and Trademarks has been revised to: update content to reflect campus changes including contact information; add a table of contents; and modify format and headings.

Sec. 720-10: Information from Public Records (California Public Records Act) - Guidelines have been revised to update contact information.

Office of the President

UC Policy - Policy and Regulations Governing Moving and Relocation has been updated to: remove the relocation allowance; allow the reimbursement of reasonable expenses associated with the sale of former primary residence or unexpired lease expenses associated with new appointment; add repayment provisions requiring new appointees to reimburse moving and relocation expenses if the appointee voluntarily separates from the position prior to completing one year of service; clarified meal reimbursements while in temporary living quarters; and revised timeline requirements for submission of reimbursement requests.

UC Policy - Travel Regulations has been updated to: reduce the lower maximum daily meals and incidentals reimbursement rate; establish a maximum lodging reimbursement rate (with exception specifications and requirements); and several other changes that were requested by campuses or were required due to a change in IRS regulation or California State Law.

September 2017

Sec. 701-03: Payments to Research Participants (Human Subjects) - Procedures have been updated to provide more information about researcher's/department's responsibilities, the available methods to pay participants, and current Accounting procedures to make payments or obtain reimbursement.

Sec. 903-15: Guidelines on Acquisition and Use of Controlled Substances and Precursor Chemicals in Research have been revised to update acquisition instructions.

Sec. 715-16: Moving and Relocation Guidelines have been updated to relect current Procurement Services and Accounting procedures and provide more information about authorities, responsibilities and the five UC policies that govern UCI's procedures.

Office of the President

UC Policy - Technical Update Dual Use Research of Concern has been updated to: change language in bullet 2 and 3 under the ICDUR responsibilities to align more closely with the required statement provided by DHS and actual practice at UC campuses; change paragraph 1 under IRE Review Process so that it better matches the USG Institutional Policy requirements by clearly defining the IRE’s responsibility; update policy contact information; and the Policy was also remediated to meet Web Content Accessibility Guidelines (WCAG) 2.0.

UC Policy - Technical Update Sexual Violence and Sexual Harassment has been updated to: update the Policy responsible office and contact information; add links of the Staff and Faculty Adjudication Frameworks to Appendix II: University Disciplinary Procedures; and this Policy was also remediated to meet Web Accessibility Content Guidelines (WCAG) 2.0.

UC Policy - Technical Update Anatomical Donation/Materials Programs has been updated to: meet Web Content Accessibility Guidelines (WCAG) 2.0; update the title of the Responsible Office/Officer; add capitals and acronyms for consistency and correcting a spelling error; change the term “infected” to “test positive”; correct date of Uniform Anatomical Gift modification; and updated current citation.

The following UC Policies were rescinded:

  • AM-557-67 Evaluation of Legally Separated Entities for Financial Reporting Purposes
  • AM-D-371-12.1 Disbursements: Accounting for and Tax Reporting of Payments made through the Vendor System
  • AM-D-371-16 Disbursements: Approvals
  • BUS 7 Use of State of California Pool Cars and Garage Facilities
  • PPSM-24: Per Diem Positions
  • 2005 Guidelines for the Establishment and Operations of Foreign Affiliate Organizations and Foreign Operations

August 2017

Sec. 701-20: Business Meetings and Entertainment Guidelines have been revised to create definitions and clarify authorities and procedures, particularly concerning required receipts.

Sec. 721-12: Archives Policy has been revised to better align it with University policy and add updated information and procedures.

Sec. 707-10: Purchasing Procedures have been revised to add a table of contents and additional items to Part L Special Requirements.

Office of the President

UC Policy - New Patient Safety Evaluation System Policy and Procedures has been issued to reflect the University's participation in Patient Safety Organizations (PSOs) operations pusuant to the Patient Safety and Quality Improvement Act (PSQIA), including California Hospital Patient Safety Organization (CHPSO). The PSQIA and its implementing regulations, among other things, requires health-care providers participating in PSOs to develop and maintain policies to describe their programs and protect "patient safety work product."

July 2017

Sec. 903-14: Smoke and Tobacco Free Environment Policy and Procedures has been updated to better align UCI's policy with the UC policy and to expand the employee categories responsible for enforcement.

Sec. 700-30: Policy on International Academic MOUs and Agreements has been updated to reference the new UC International Activities Policy.

Sec. 700-31: Procedures for International Academic MOUs and Agreements have been revised to update and clarify definitions, responsibilities and authorities, and reflect the new Irvine delegation of authority (IDA587) that specifies which UCI administrators are authorized to sign international MOUs and agreements.

Sec. 300-14: UCI Catastrophic Leave Program Procedures have been revised to expand the range of circumstances in which leave from the program may be used and to clarify the categories of employees who may participate in the program, and how the program operates.

Office of the President

UC Policy - PPSM-3: Types of Appointment has been updated to: 1. incorporate content from PPSM-24 regarding per diem positions and PPSM-61 Release During the Probationary Period or From Limited, Casual/Restricted, and Floater Appointments; 2. clarify existing language regarding each appointment type; and 3. clarify existing health and welfare benefits language.

UC Policy - F-117-73: Supplemental Home Loan Program has been revised to conform to the UC Presidential Policy template, including separating detailed procedures into a separate document and updating the remaining policy information.

UC Policy - U-538-23: University Extension Concurrent Courses has been revised to conform to the UC Presidential Policy template, and updating the policy information.

UC Policy - A new International Activities Policy has been issued and covers all international activities conducted by all UC employees and students including routine activities; it sets out governing principles, clarifies approval levels, and directs proponents of international activities to consider and address attendant risks. It replaces the 2005 Guidelines for the Establishment and Operations of Foreign Affilite Organizations and Foreign Operations which only addressed a narrow range of international activities.

June 2017

Sec. 903-15: Guidelines on Acquisition and Use of Controlled Substances and Precursor Chemicals in Research have been revised to update the delivery point for all controlled substances and precursor chemicals ordered under UC Irvine's departmental DEA research registration.

Office of the President

UC Policy - Sustainable Practices Policy has been revised to reflect the University Carbon Neutrality Initiative. In addition revisions include: changes to the definitions of green lab assessment programs, and "research group" as defined by the Laboratoty Hazard Assessment Tool; the inclusion of the UC Green laboratory Action Plan; and changes to the sections for Sustainable Building Operations for Campuses.

UC Policy - Sustainable Practices Policy has been revised to reflect the University Carbon Neutrality Initiative. In addition revisions include: changes to the definitions of green lab assessment programs, and "research group" as defined by the Laboratoty Hazard Assessment Tool; the inclusion of the UC Green laboratory Action Plan; and changes to the sections for Sustainable Building Operations for Campuses.

May 2017

Office of the President

UC Policy - Seismic Safety Policy has been revised to address issues related to analyzing and addressing seismic risk in UC buildings on a systemwide basis.

UC Guidance - Acceptance of Personal Gifts and Gratuities by Employees under California's Political Reform Act has been issued to answer some of the most common questions regarding the receipt of personal gifts under the state Political Reform Act.

April 2017

Sec. 707-10: Purchasing Procedures have been revised to add updated information regarding purchasing software or software services, including a link to the Accessibility/Security Review Checklist.

March 2017

Sec. 706-20: Disposal or Transfer of University Equipment - Procedure has been revised to add detail to the non-inventorial excess property procedures, including adding examples of non-inventorial property.

Sec. 103-12: Delegation of Authority and Signature Authorization Guidelines have been revised: the current Responsible Office has been updated and a few technical revisions have been made.

Office of the President

UC Policy - Trademark Licensing Code of Conduct Policy has undergone a major revision and every provision of the Code of Conduct for Trademark Licensees, dated January 5, 2000, has been modified to make clearer the expectations and requirements that all UC logoed goods must be produced (1) under fair, safe, and humane working conditions throughout the supply chain, and (2) by companies authorized to place the University's name and other trademarks on such products.

February 2017

Office of the President

UC Policy - Immunization Policy has been issued to mitigate the risk of UC students contracting vaccine-preventable illnesses that could be acquired in a University facility. This policy details a multi-year plan that will ultimately require incoming students to provide proof of immunity to respiratory transmitted vaccine-preventable diseases and undergo screening for tuberculosis.

UC Policy - PPSM 21: Selection and Appointment has been updated to reflect a selection and appointment process that is in line with the University's affirmative action and equal employmnent goals. Revisions include expanded content on background checks, including the requirement of a background check for the final candidate recommended for hire, how to review and assess background check results, as well as clarification of existing sections.

UC Policy - AM-P196-16-5 Payroll: Official Pay Dates has been reformatted using the new policy template, with minor technical corrections to reflect current terminology, removal of references to semi-monthly & monthly arrears pay cycles and removal of Appendixes I-V.

January 2017

Office of the President

UC Policy - Interim Seismic Safety Policy has been revised to add a definition of lease and remove applicability of the policy to licenses.

UC Policy - BFB-G-45 Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors has been revised with minor technical changes.

December 2016

Sec. 701-12: Guidelines on Sales and Use Tax have been updated to include a reference and link to the California State Board of Equalization.

Sec. 700-32: Health Sciences Affiliation Agreements and Health Sciences Programs Approval Procedures have been issued in conjunction with the issuance of IDA 576 (which supersedes IDA 490) to specify that the approvals of these agreements and programs will take place entirely within Health Affairs.

Office of the President

UC Policy - BFB-BUS 43 Materiel Management has been revised to: update the Fair Wage/Fair Work policy that is applied to services performed at locations owned or leased by UC, including certain endowment or investment properties; specify that the annual audit requirement will not apply to Fair Wage/Fair Work services that are subject to State of California prevailing wage law, since these service providers are already highly regulated by the Department of Industrial Relations; make the BUS-43 prevailing wage provisions consistent with those in the Facilities Manual; and clarify when which set of requirements applies.

November 2016

Sec. 800-20: ZotMail Guidelines have been updated to clarify who receives ZotMails and who is authorized to send them.

October 2016

Sec. 905-30: Emergency Management Policy has been updated to reference the new Irvine delegation of authority, IDA577, which specifies who can act on necessary matters in the event of the chancellor’s extended absence or in case of the chancellor's inability to act.

Office of the President

UC Policy - Accepting Equity When Licensing University Technology has been revised to reflect the newly created position of Senior Vice President Research, Innovation & Entrepreneurship and this SVP's responsibility for implementation of the Policy on Accepting Equity When Licensing University Technology.

September 2016

Sec. 902-10: Guidelines for UCI Campus Services Provided by Facilities Management has been revised to update processes for obtaining painting services.

Office of the President

UC Policy - Sustainable Practices has been revised to update the green building section, including an alternative compliance path for demonstrating compliance with the energy efficiency goal for new buildings and clarifying how new building projects can request a policy waiver. It also includes revisions to the transportation section that include quantitative goals and revisions to the water reduction target and reporting requirements.

August 2016

Sec. 706-20: Disposal or Transfer of University Equipment - Procedure has been revised to update service charge rates for items that are sold and information about Equipment Inventory Modification Requests.

Office of the President

UC Guidance - Guidance on Abusive Conduct and Bullying in the Workplace has been issued in regards to abusive behavior and bullying of staff and improving the working climate for staff.

July 2016

Sec. 700-03: Guidelines for Relations of University Employees with State and Federal Officials have been revised to: clarify that the guidelines apply to both the campus and the medical center; specify that acceptance of an invitation to give testimony, in addition to acceptance of an invitation to discuss matters relating to the University, is considered formal agency or government contact that should be reported to, and discussed in advance with, the Office of Community & Government Relations; and emphasize that formal contact with local and regional government should also be discussed in advance with the Office of Community & Government Relations.

Sec. 705-12: Guidelines on Correspondence with State and Federal Officials have been revised to provide a more comprehensive list of elected and appointed officials relevant to this guideline and updated to specify that correspondence on University letterhead with such officials should be reviewed by the Office of Community & Government Relations.

Office of the President

UC Policy - PPSM-70: Complaint Resolution has been revised to incorporate Personnel Policies for Staff Members (PPSM) 71: Resolution of Concerns – Managers and Senior Professionals, Salary Grades VIII and IX, along with technical changes.

UC Policy - PPSM-64 Termination and Job Abandonment has been substantially revised to consolidate PPSM-64: Termination of Career Employees – Professional & Support Staff, PPSM-65: Termination of Career Employees – Managers & Senior Professionals, Salary Grades I through VII, and PPSM-67: Termination of Career Employees – Managers and Senior Professionals, Salary Grades VIII and IX.

UC Policy - Self-Supporting Graduate Professional Degree Programs Policy has been revised and supersedes the Policy on Self-Supporting Graduate Degree Programs and the Implementation Guidelines for the Policy on Self-Supporting Graduate Degree Programs that were approved and implemented on September 23, 2011. The revised policy and implementation section provide more specificity on the criteria and approval process for establishing a new self-supporting graduate professional degree program or for converting an existing program to self-supporting status.

UC Policies - PPSM-1 General Provisions, PPSM-2: Definition of Terms, PPSM-II-70 Resolution of Concerns (SMG), and PPSM-82: Conflict of Interest have been updated with technical changes.

June 2016

Sec. 902-10: Guidelines for UCI Campus Services Provided by Facilities Management have been revised to update processes and clarify roles.

Sec. 904-13: Guidelines for Vehicles Other Than Automobiles have been revised to specify that the use, posession, charging, or storage of hoverboards in all UCI buildings and housing units is prohibited, per the new UC Hoverboard policy.

Sec. 700-05: UCI Employee Emergency Loan Program – Procedure has been deleted because UC's employee emergency loan program recently changed. Information about the revised program is available on the UCI Financial Services website: http://www.fs.uci.edu/loans/employee-emergency-loans/.

Sec. 707-10: Purchasing Procedures have been revised to add Software and Software Services to the list of items with special requirements and to add links to ZOTportal information about purchase orders, purchase order amendments and recurring payment purchase orders.

Sec. 707-11: Purchase Requisitions/Purchase Order Changes – Guidelines have been deleted as the content was out-of-date and up-to-date information is available via Sec. 707-10: Purchasing Procedures.

Office of the President

New UC Interim Policy: UC Health Participation in Activities under the End of Life Option Act has been issued acknowledging UC Health has chosen not to "opt out", but acknowledges the rights of individual employees to refrain from participating in activities authorized under the Option Act.

May 2016

Office of the President

New UC Hoverboard Policy has been issued to ban the use, storage or charging of certain hoverboards in buildings and housing units on all UC properties with the exception of private campus housing units co-owned by faculty or staff. The ban does not apply to hoverboards that have been tested and certified by an accredited third party testing laboratory. The ban is necessary due to the special risks of fire in residences, classrooms, and laboratories caused by the types of batteries used by certain hoverboards.

April 2016

Sec. 707-10: Purchasing Procedures have been revised to update the UCIBuy maximum to $5000.

Sec. 710-10: Internal Audit Policy has been revised to reflect Internal Audit's current position in UCI's and UC's organizational structures, and the membership of the Committee on Internal Audit.

Sec. 710-11: External Audit Policy has been revised to reflect Internal Audit's current position in UCI's and UC's organizational structures.

March 2016

Sec. 701-20: Business Meetings and Entertainment Guidelines have been updated to reflect the new maximum meal and light refreshment rates, that are specified in the recently revised BUS-79, which went into effect March 1, 2016.

Sec. 707-10: Purchasing Procedures have been revised to update information about special requirements including an updated list of items requiring approval from EH&S prior to release of a Purchase Order to a vendor.

Sec. 720-10: Information from Public Records (California Public Records Act) - Guidelines have been revised to update information about the process to request public records and to delete references and links to RMP-8 which was rescinded by Office of the President in November 2015.

Sec. 720-11: Privacy of and Access to Information (Excluding Student Records) - Guidelines have been revised to update responsibilities of the Information Practices Coordinator as well as those of unit heads/department chairs, the Assistant Vice Chancellor-Academic Personnel, vice chancellors and deans, and to delete references and links to RMP-8 which was rescinded by Office of the President in November 2015.

Sec. 700-06: Guidelines for Reporting Improper Activities and Guidelines for Filing Complaints of Retaliation for Reporting Improper Activities has been revised to reflect changes in the investigation report due dates.

Sec. 804: Strategic Communications Office has been revised to reflect changes in the name and role of the Strategic Communications office, and updated to provide a current list of electronic communications and publications.

Personnel Procedures for UC Irvine Staff Members
- Investigatory Leave - Procedure 63 has been revised to update the guidelines and procedures.

Office of the President

UC Policy - BFB-BUS-79 Expenditures for Business Meetings, Entertainment and Other Occasions has been updated with technical changes, principally the increase in the per-person reimbursement rate for business meals and entertainment and to replace references to OMB Circular A-21 with 2 CFR Part 200.

UC Policy - BFB-G-28 Travel Regulations have been updated with technical changes such as: the change in the rate of reimbursement for business-related use of private automoile and for travel connected with a move or relocation; the increase in the daily meals incidental expense cap; and updated to replace references to OMB Circular A-21 with 2 CFR Part 200.

UC Policy - BFB-G-41 Employee Non-Cash Awards and Other Gifts has been revised: to reflect the increase in the one month parking permit and transit pass; and updated to replace references to OMB Circular A-21 with 2 CFR Part 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.


February 2016

Sec. 700-17: Guidelines for Reporting and Responding to Reports of Sex Offenses have been revised to reflect the current UCI processes and resources that have been implemented to comply with the recently issued UC Sexual Violence and Sexual Harassment policy.

Sec. 700-18: Guidelines for Reporting and Responding to Reports of Discrimination and Harassment have been revised to reflect the current UCI responsibilities and processes that have been implemented to comply with the recently issued UC Sexual Violence and Sexual Harassment policy.

Sec. 905-40: Policy on Non-Research Animals on Campus has been revised to update Part C. Animals in Housing.


January 2016

Sec. 903-31: Guidelines for the Public Access Automatic External Defibrillation Program has been revised to update the AED Program Coordinator's responsibilities.

Office of the President

UC Policy - Sexual Violence and Sexual Harassment has been issued and supersedes the June 2015 interim policy. Revisions include the processes for: reporting and responding to complaints; a new definition of "responsible employee" that requires every staff member of the University (except for a few confidential resources) to notify the Title IX office when they receive information from any student about prohibited sexual conduct; mandatory annual training and education about prohibited conduct; and specifies that all supervisors and faculty must notify the Title IX office when they receive information of alleged sexual misconduct from other faculty or staff.


December 2015

Sec. 901-11: Procedure for Naming University Properties, Programs, and Facilities has been revised to update and revise the Responsible Office and contact information.  The procedures have been revised to identify more clearly which namings can be approved by the Chancellor and which require Presidential approval (as specified in DA2002).

Office of the President

UC Policy - PPSM 30, Compensation has been revised to incorporate language regarding the UC minimum wage implemented under the President’s Fair Wage/Fair Work Plan.


November 2015

Sec. 903-15: Guidelines on Acquisition and Use of Controlled Substances and Precursor Chemicals in Research has been revised to update roles, contact information, and procedures.

Sec. 700-40: Policy on Credit and Debit Card Acceptance and Security has been issued to ensure that UCI complies with various laws, regulations, guidelines and policies, such as BUS-49 and BFB IS-3, in order to safeguard the credit and debit card data of its customers.

Office of the President

UC Policy - RMP-1: University Records Management Program has been revised to update the general principles and policy foundation of the University of California Records Management Program, as well as the responsibilities associated with the Program.

UC Policy - RMP-2: Records Retention and Disposition has been revised to update, in the context of the records lifecycle, the systemwide principles and processes for records disposition, and outlines the roles and responsibilities associated with this component of the Program.

UC Policy - RESCISSION of RMP-8, Legal Requirements on Privacy of and Access to Information. UC Office of the President, including Office of the General Counsel, determined that this policy was duplicative and unnecessary because it merely restated verbatim the text of the California Public Records Act (PRA), the California Information Practices Act of 1977 (IPA), and other laws. Any time one of the laws was revised, RMP-8 was immediately out of date and out of compliance with the revised law.


October 2015

Sec. 700-11: Guidelines on Subpoena, Subpoena Duces Tecum, and Deposition Subpoena have been revised to update the contact information and instructions for the campus and medical center units that can accept subpoenas that are being served on the University.

Office of the President

UC Policy - Open Access has been issued to allow authors of scholarly articles to reserve rights under copyright law and make such scholarship widely and freely available to the public. This policy governs University authors who are not members of the Academic Senate. There is a separate corresponding policy which governs Academic Senate faculty exclusively.


September 2015

Office of the President

UC Policy - BUS-43, Materiel Management has been revised to change reference to prevailing wage and purchase transactions.

UC Policy - Dual Use Research of Concern Policy has been issued and shall apply to all research conducted at the University that may involve Dual Use Research of Concern (DURC). DURC is life sciences research that can be reasonably anticipated to provide knowledge, information, products, or technologies that could be intentionally misused to pose a significant threat, with broad potential consequences, to public health and safety, agricultural crops and other plants, animals, the environment, materiel, or national security.


August 2015

Sec. 715-22: Guidelines on Use of University Vehicles has been revised to provide links to the applicable Vehicle Physical Damage, Automobile Liability, and Workers' Compensation insurance program information.

Sec. 802-11: Policy on Use of Videotapes has been revised to reflect that the Division of Undergraduate Education (DUE), Media Services is now the responsible for copying approved film and videotape.  A link has been included to the recently revised presidential Copyright and Fair Use Policy.

Sec. 706-20: Disposal or Transfer of University Equipment - Procedure has been revised to reflect changes to the procedures for disposition of equipment that was purchased with federal funds in order to conform with OMB Uniform Guidance, or 2 CFR 200.

Sec. 902-12: Guidelines for Conservation and Management of Energy and Water Resources has been revised to clarify guidelines concerning equipment cooling.


July 2015

Sec. 901-12: Environmental Planning & Sustainability has been revised to reflect the department name change from Campus & Environmental Planning to Environmental Planning & Sustainability and include the department's responsibilities under the recently revised presidential Sustainable Practices policy.

Office of the President

UC Policy - PPSM 80, Staff Personnel Records policy has been revised to include an updated definition of a personnel record and an updated explanation for access to the employee’s own record, an expansion of the criteria for records not to be released to the public, and the addition of clarifying language for access to peace officer personnel records. In addition, a new Access to Records by Government Agencies section has been added to the policy.

UC Policy - Copyright and Fair Use policy replaces the UC Policy on the Reproduction of Copyrighted Materials for Teaching and Research. The Copyright and Fair Use Policy clarifies the University’s support for the fair use of scholarly and educational material as permitted in U.S. Copyright Law and is aligned with the needs of the administration, faculty, staff, and students. A detailed guidance website has been developed to assist with Copyright and Fair Use questions, and it can be found at http://copyright.universityofcalifornia.edu.


June 2015

Sec. 680-10: Policy on Gifts and Endowments has been revised to reflect the revised presidential delegation of authority, DA 2588, and to reference the revised Irvine delegation of authority, IDA 562.

Sec. 905-30: Emergency Management Policy has been revised to include the Campus Succession List, update the emergency protocol for staff and faculty, and add information addressing campus and building evacuations and closures.

Office of the President

UC Guideline - Providing Gender Inclusive Facilities: In accordance with the University’s nondiscrimination policies, these guidelines seek to create an inclusive campus environment for transgender and gender variant people and provide direction on the implementation of gender inclusive facilities in UC-owned buildings.

UC Policy - Sustainable Practices policy has been updated to align with the Carbon Neutrality Initiative as well as the introduction of an interim water reduction target in order to be consistent with State water agency goals. The revision also includes the removal of the acute care facility exemptions from the green building sections of the policy.

UC Policy - Interim Sexual Harassment and Sexual Violence policy has been revised to reflect the Violence Against Women Reauthorization Act of 2013 (VAWA) which imposed new obligations on the University of California. This interim policy reflects the necessary requirements of the final VAWA regulations as well as the requirements of Senate Bill 767 that was enacted last year. It also includes those policy decisions made as the result of the recommendations from the Task Force on Preventing and Responding to Sexual Violence and Sexual Assault.


May 2015

Sec. 711: Guidelines on University Self-Insurance has been revised to reflect BUS-81 (which replaced BUS-1, BUS-9, BUS-28, BUS-28, BUS-69, BUS-75 and BUS-73) and provide links to information concerning UCI's use and administration of the UC Self-Insurance program in Zot Portal.

Office of the President

UC Policy - Whistleblower Protection Policy has been revised to ensure that complaints alleging whistleblower retaliation are processed more expeditiously. The revisions are also designed to make it easier for complainants to understand the process and the revised policy outlines what complainants need to include when filing a complaint under the policy and describes what happens at each step of the process.

UC Policy Appendix - APM - 190, Appendix A - Whistleblower Policy and Whistleblower Protection Policy has been revised to reference the Whistleblower Protection Policy (effective May 1, 2015) which applies to all University faculty and staff.


April 2015

Sec. 802-11: Policy on Use of Videotapes has been revised to reflect that the Division of Undergraduate Education (DUE), Media Services is now the responsible office for this policy.

Sec. 900-16: Policy on Temporary Access to University Properties by Off-Campus Vendors and Commerical Entities has been revised to provide updated Temporary Vendor Permit and Vendor Agreement forms and specify that vendors must adhere to campus sound policies.

Sec. 700-13: Guidelines for Reimbursement of Gift Purchases provide updated processing information using the Kuali financial system.

Sec. 701-20: Business Meetings and Entertainment Guidelines provide updated payment and reimbursement procedures using the Kuali financial system.

Office of the President

UC Policy - BUS-79 Expenditures for Business Meetings, Entertainment, and Other Occasions policy has been revised to change the recommended time period to substantiate business expense claims to a reasonable amount of time, not to exceed forty-five days. The revisions also include language outlining consequences for not submitting a reimbursement in a timely manner. The decision as to how to implement such consequences for late-submitted claims is left to the discretion of the campus or location, based on the facts and circumstances. The revised policy also revises the language referring to “spouse, domestic partner or other partner” and shortened this phrase to “spouse or domestic partner” throughout the policy.

UC Policy - BFB-G-28 Travel Regulations policy has been revised including changing the recommended time period to substantiate business expense claims for meals and travel to a reasonable amount of time, not to exceed forty-five days, changing the rate of reimbursement for business-related use of private automobile and for travel connected with a move or relocation, in accordance with IRS Notice 2014-79 & 2014-114. The revised policy also revises the language referring to “spouse, domestic partner or other partner,” which was shortened to “spouse or domestic partner” throughout the policy.

UC Policy - AM-P196-21: Damage Payments for Services Performed Before Loyalty Oath Is Signed policy has been reissued to remove the interim document that was issued on June 17, 2014 and to correct the policy for the proper tax treatment of the damage payment.

UC Policy - PPSM 30, Compensation policy has been extensively revised to incorporate PPSM 30—Salary, PPSM 31—Hours of Work, PPSM 32—Overtime, and PPSM 32—Shift and Weekend Differential into one policy, titled PPSM-30 Compensation. The new PPSM-30 also incorporates five Presidential delegations of authority: 1084, 2070, 2074, 2076, and the compensation-related components of 2087.


March 2015

Sec. 802-10: Teaching, Learning & Technology Center Guidelines has been revised to update contact information and the description of services.

Sec. 900-32: Guidelines for the Design and Placement of Banners on the UC Irvine Campus provide procedures for scheduling and installation of pole and bridge banners on the campus.

Sec. 900-12: Policy on Posting and Distribution of Literature and Materials has been revised to specify entities authorized to approve banner placement and content.

Office of the President

UC Policy - Reporting Child Abuse and Neglect policy has been revised to bring the policy into compliance with California State Assembly Bill 1775 (AB 1775) which updated the definition of “sexual exploitation” as it applies to the Child Abuse and Neglect Reporting Act (CANRA), specifically section 11165.1 of the Act.


February 2015

Sec. 680-11: Procedures for Processing Acceptance of a Gift/Private Grant has been revised to clarify the difference between gift and research gift characteristics.

Office of the President

UC Guideline - Student Note Takers guidelines clarify the two options available for the treatment of student note takers providing services for disability resource programs.


January 2015

Sec. 707-10: Purchasing Procedures has been updated with new paper products standards and information about purchasing methods using the Kuali financial system and e-Commerce.


December 2014

Office of the President

UC Policy - Disclosure of Financial Interests and Management of Conflicts of Interest, National Science Foundation Awards policy has been updated to specifically establish a process for implementing the National Science Foundation’s Investigator Financial Interest Policy. Other technical revisions include updated references to current federal laws, regulations, and policies, and updated references to titles of University officers authorized to implement this policy.

UC Guideline - Undergraduate Recruitment Practices guideline issued to assist all University campuses to keep the educational interests of the state, prospective students and the University at the forefront of admissions and recruitment practices.


October 2014

Office of the President

UC Policy - Education Loan Practices policy has been revised to eliminate references to the Federal Family Education Loan program which ceased in 2010. The revisions also reflect regulations, from the Federal Register published on October 28, 2009, by the Department of Education, that govern institutions making preferred private lender lists available to their students and require comprehensive code of conduct and conflict of interest requirements regarding preferred lender arrangements.

UC Policy - BFB-BUS-34: Securing the Services of Independent Consultants policy was revised to allow for Independent Consulting Agreements for up to $100,000 (increased from $50,000) to be put into place without going out for bid. The other major revision was to remove the Reporting Requirement.


September 2014

Office of the President

UC Policy - PPSM 2.210, Absence from Work policy had technical changes added, for compliance with legal requirements, effective July 1, 2014.

UC Policy - PPSM 62, Corrective Action policy has been revised to remove "Professional & Support Staff" from the title to reflect that it not only replaces previous versions of Personnel Policies for Staff Members 62 (Corrective Action–Professional & Support Staff), it also replaces Staff Personnel Policy 270 (Corrective Action), Sections 270.1, 270.7, 270.11 and 270.12, and Administrative and Professional Staff Program 170 (Corrective Action). A number of changes have been made to this policy such as changes that address when the University may take corrective action, the types of corrective action that can be used, the types of conduct that may result in corrective action, and that corrective action taken should take into account the severity and circumstances of the situation and the employee’s work history. A more complete list of the changes can be found in the Revision History (Part VIII) of this revised policy.

UC Policy - Seismic Safety Policy has been updated to include a revised version of the “Certificate of Applicable Code” in Appendix B which was developed by the University of California, the California State University system and the Department of General Services to improve consistency across the agencies.


July 2014

Sec. 704-12: Petty Cash Procedures has been updated with information and new forms related to the financial system conversion to Kuali.


June 2014

Sec. 900-13: Policy on the Sale, Service and Consumption of Alcoholic Beverages has been significantly revised to state the requirements and the approving authorities for all UCI events where alcohol will be consumed. Supplementing this policy is a new Request to Serve or Sell Alcoholic Beverages form, which must be submitted to Hospitality & Dining Services prior to an event, and 3 Steps for a Successful Event with Alcoholic Beverage Service and How to Obtain Required Licenses to Sell Alcoholic Beverages at UCI Events.

Sec. 903-10: Environmental Health & Safety (EH&S) Policy has been revised to include the responsibility of EH&S to inform senior management of serious non-compliance issues and hazards (see Escalating Serious Non-Compliance and Hazardous Issues).

Sec. 480-20: Guidelines for Compliance with Export Control Regulations has been revised to update resource information, clarify roles and responsibilities, and simplify regulations regarding countries subject to a U.S. sanctions program.

Office of the President

UC Policy - Institutional Development policy is a new policy that was developed to address the need for consistent administrative practices and provide guidance on issues pertaining to philanthropic support.

UC Policy - Supplement to Military Pay policy has been updated to reflect that both Academic Personnel and Human Resources are the Responsible Offices for this policy. “War on Terror Campaign” has also been updated to “Overseas Contingency Campaign (formerly the War on Terror campaign) or any successor military mobilization campaign.” and Dep Care FSA language was clarified and Health FSA language was added.

(Interim) UC Policy - BFB-BUS-43, Materiel Management has been updated to reflect the new UCNet and policy office links. Changes to the definition of "Sole Source," "Student Employee," and "Unique Products and Services." Clarifying language was added for "Restrictions on Purchases/Leases/Contracts." For more information: Issuance letter

(Interim) UC Policy - AM-P196-21, Damage Payments for Services Performed Before the Loyalty Oath is Signed has been revised to correct for the proper tax treatment of the damage payment in time for the UCPath process development.


May 2014

Sec. 700-17: Guidelines for Reporting and Responding to Reports of Sex Offenses provides a comprehensive description of sex offenses, including definitions. Procedures for reporting and for the University’s response are detailed along with the rights, responsibilities and resources for individuals involved in sex offense situations.

Sec. 700-18: Guidelines for Reporting and Responding to Reports of Discrimination and Harassment describes the various forms of discrimination and harassment and provides details for reporting incidences as well as options for resolution.

Sec. 715-22: Guidelines on Use of University Vehicles has been updated and clarifies the authorities and responsibilities of campus departments and organizations, drivers of University vehicles, Materiel & Risk Management, and Fleet Services.


March 2014

Personnel Procedures for UC Irvine Staff Members

PPSM 80, Staff Personnel Records describes the ERO system image repository and clarifies access rights to payroll and personnel records by employees, managers and the public.

Office of the President

UC Records Retention Schedule - Retention periods have been updated to reflect new legal requirements, evolving business practices, and current data privacy standards for the following subject areas: capital resources, public safety, and information technology. For more information: Issuance letter


February 2014

Sec. 700-30: Policy on International MOUs and Agreements has been issued by the Office of Global Engagement to foster exchanges and partnerships with foreign entities while protecting the University from inappropriate risk and the unauthorized commitment of University resources. It mandates a review and approval process and requires that agreements with any foreign entity comply with federal, State and University regulations and be vetted by appropriate campus entities.

Sec. 700-31: Guidelines for International MOUs and Agreements details the responsibilities and authority for initiating, reviewing and approving agreements. The terms of an agreement are explained, and an International Agreement Planning Form (IAPF) is provided for use in developing collaborations.

Office of the President

UC Policy - Sexual Harassment and Sexual Violence was issued to comply with new federal regulations, the Violence Against Women Reauthorization Act (VAWA), about responding to domestic violence, dating violence, sexual assault, and stalking. This policy prohibits sexual harassment and sexual violence, provides support for victims, and outlines training for faculty, staff and students.


January 2014

Sec. 903-14: Smoke and Tobacco Free Environment Guidelines is the campus-specific implementation of the systemwide policy. It applies to all students, staff, faculty, volunteers, and visitors, and sets forth the responsibilities of the members of the UC Irvine community for establishing and maintaining a smoke and tobacco free environment.

Office of the President

UC Policy - Smoke and Tobacco Free Environment prohibits smoking and use of tobacco products on University controlled properties. Campus implementation requirements are included; the goal is to provide a healthier, safe and productive work and learning environment for the entire UC community.


December 2013

Sec. 700-09: Policies on Gifts, Gratuities and Conflict of Interest has been revised to include the responsibility of departments for establishing practices that will ensure employees are aware of disqualification requirements and conflict of interest policies.


November 2013

Sec. 904-20: Guidelines on Conditions of Use of Tax-Free Alcohol are now maintained by and the responsibility of Transportation & Distribution Services.

Sec. 905-30: Emergency Management Policy has been revised to clarify that departments are responsible for properly assessing their unit in order to complete UC Ready or the UC Resilient Business Continuity Plans and Emergency Action Plans.

Office of the President

UC Policy - PPSM 35, Uniforms and Safety Apparel was revised to ensure that the University covers the cost of employee uniforms and safety apparel and provides replacement allowances.


September 2013

Sec. 900-14: Access Regulations for Employee Organizations informs representatives of employee organizations that they must notify Labor & Employee Relations of their presence on campus.

Office of the President

UC Policy - Policy Management of Systemwide Mandatory Training Courses establishes a framework for the management of systemwide mandatory training for University employees, including approval, development, revision, delivery, and maintenance of courses.


August 2013

Office of the President

UC Policy - Anatomical Donations/Materials Program has been issued to ensure that anatomical materials are effectively managed and that the anatomical donation programs maintain public confidence in meeting the needs of donors and their families and in advancing the health sciences education and research enterprise.

UC Policy - Information Technology Accessibility has been issued to ensure the deployment of information technology that has been designed, developed, or procured to be accessible to people with disabilities, including those who use assistive technologies.

UC Policy - Sustainable Practices has been revised to add a new sustainable water systems section and two definitions related to waste management. Minor updates were made to the building design and operations sections.

The UC Records Retention Schedule has been updated to reflect new legal requirements, evolving business practices, and current data privacy standards, and to also acknowledge the increasing use of technology for records management. Questions should be directed to UCI's Records Management Coordinator.


July 2013

Office of the President

UC Policy - Reporting Child Abuse and Neglect details the requirements of the University to promote identification and reporting of child abuse or neglect as described in the California Child Abuse and Neglect Reporting Act (CANRA) which is codified at California Penal Code §§ 11164-11174.3. It encourages all members of the University community who observe, have actual knowledge of, or reasonably suspect child abuse or neglect at a University facility or perpetrated by University personnel to promptly report the concern to appropriate external and University officials.

UC Policy - Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment has been updated to comply with legal requirements and to align with changes already made to PPSM 12 which states that discrimination on the basis of gender and gender identity is prohibited.

Personnel Policies for Staff Members
NEW - PPSM 84, Accommodations for Nursing Mothers makes private space available for lactation purposes and provides time to accommodate the needs of nursing mothers. UCI's Guidelines provide the location of campus lactation stations.


June 2013

Office of the President

UC Policy - The Health Science Compliance Program has been updated and provides guidance for the development, implementation and evaluation of all Health Science Compliance Program activities at University of California Academic Medical Centers and related Health Science functions.

UC Policy - Laboratory Safety Equipment will be effective October 31, 2013. This policy is designed to prevent workplace injuries and illnesses for all faculty, staff, students, volunteers, and visitors. It identifies minimum training requirements applicable to all workers who actively performs work functions with hazardous materials or equipment in a laboratory/technical area.

UC Policy - Minors in Laboratories and Shops will be effective October 31, 2013. This policy is meant to protect both the safety of minors and of other laboratory personnel. It does not apply to students enrolled in courses listed in a campus course catalog having a laboratory component or in any of the University’s educational outreach programs.

UC Policy - Personal Protective Equipment will be effective March 31, 2014. This revision of existing policy delineates when employees and students would be exempt from the personal protective equipment requirements. A Laboratory Hazard assessment Tool is included to help evaluate requirements.

The Regents' Standing Order 103.6, regarding retirement for senior executive management and reappointment following retirement, has been repealed. Senior executives remain “at will” employees whose employment may terminate at any time without cause. Based on the repeal, Policy PPSM 11-65 has been rescinded.


April 2013

Sec. 700-20: Policy on Use of University Name and Seals, Campus Names and Seal and Trademarks has been significantly revised to clarify the appropriate uses of University and campus identifiers and to state the approvals required for such use. It also transfers responsibility for licensing functions to personnel in Planning & Budget.

Personnel Procedures for UC Irvine Staff Members
PPSM 70, Complaint Resolution - Professional and Support Staff (PSS) and Managers and Senior Professionals (MSP) I-VII combines complaint resolution information for PPS and MSP staff in a single, streamlined document.

Office of the President

NEW - UC Policy - Relocation Assistance Act Policy for Real Estate Acquisitions and Leases is designed to ensure that uniform, fair and equitable treatment is applied in situations where persons or businesses are required to vacate occupancy of property as a result of lease or acquisition by The Regents.

Personnel Policies for Staff Members
PPSM 2.210, Absence from Work has been updated to align with legal requirements enacted since the policy was first issued in 2010. Other changes were made to provide clarity and consistency in the policy's administration.


February 2013

Office of the President

BFB-BUS-43, Materiel Management has been updated to align with changes to California Public Contract Code, 10507.8, which ensures that bid evaluation and selection of contracts is determined by the best value for the University.


January 2013

Office of the President

BFB-G-28, Travel Regulations has been updated to comply with IRS requirements which include clarification in the definition of business purpose and new mileage reimbursement rates for private automobiles: 56.5 cents/mile for business-related travel and 24 cents/mile for travel in connection with a move or relocation. Some of the other revisions include changing the reporting period to 60 days and adding recommendations for good stewardship of the University's resources.

BFB-BUS-76, Engagements with The Regents’ Audit Firm states that the University will not retain any independent certified public accounting firm to perform the annual external audit of the University’s financial statements that creates a conflict of interest.


October 2012

Sec. 700-09: Policy on Gifts, Gratuities and Conflict of Interest, has been revised to clarify that all employees must disqualify themselves from participating in decisions in which they have a personal financial interest. For designated officials, information on gift reporting has been added. Other Fair Political Practices Commission reporting requirements are noted.

Personnel Procedures for UC Irvine Staff Members
- PPSM 21, Appointment, has been updated to include information on the performance and use of credit background checks.

Office of the President

University of California Guidelines, Recruitment Through the Use of Social Networks, apply to the use of University social network accounts (such as LinkedIn Recruiter) to identify and recruit candidates for University employment in staff positions. Local campus procedures for the recruitment of internal and external candidates through social networks such as LinkedIn, Facebook, Twitter, MySpace, and others should be implemented in accordance with these guidelines.

UC Policy - PPSM 21, Appointment, has been reformatted and brought into compliance with California Assembly Bill 22, on the use of consumer credit reports for employment purposes.


September 2012

Sec. 902-10: Guidelines for UCI Campus Services Provided by Facilities Management, was significantly revised to provide guidance on the maintenance and construction services provided by Facilities Management, and the authorities for State-supported and recharged services; building security and access; and responsibilities of building occupants.

Sec. 902-13: Guidelines for Electronic Security Systems, has been updated to clarify definitions and to require consultation with Facilities Management and UCI Police Department prior to purchase or installation of any type of electronic security system.


August 2012

Office of the President

Disclosure of Financial Interests and Management of Conflict of Interest, Public Health Service Awards replaces the existing Policy on Disclosure of Financial Interests and Management of Conflicts of Interest Related to Sponsored Projects (which will only apply to NSF funded research and other University-funded research programs after 8/24/12).


July 2012

Sec. 701-14: Procedure for Accounts Receivable - University Invoice, includes updated information on the preparation and cancellation of University Invoices, the recharge rate for direct data feed, and the late payment penalties for students.

Sec. 701-16: Departmental Billing - Procedure, has been revised to include the Campus Online Deposit system (COD) and to state the retention requirements for unpaid departmental bills.

Sec. 902-14: Policy for Key Control and Access to Campus Facilities, has been significantly revised to describe the controls implemented by Facilities Management and the UCI Police Department that regulate the possession and use of keys to campus facilities.

Office of the President

Policy on the Supplement to Military Pay provides reasonable assistance to those University academic and staff personnel serving on active military duty in the War on Terror campaign.

Personnel Policies for Staff Members
PPSM 34, Incentives and Recognition Award Plans - Managers & Senior Professionals and Professionals & Support Staff, provides updated direction and authority for the development and approval of incentive award plans and recognition award plans under which Manager & Senior Professional (MSP) and Professional & Support Staff (PSS) employees may receive awards.

PPSM 70, Complaint Resolution, clarifies the process for resolving complaints made by staff employees in the Professional & Support Staff and Managers & Senior Professionals salary grades I-VII personnel groups.


June 2012

Office of the President

UC Business and Finance Bulletin BUS-2 Tax-Free Alcohol Permits, Records and Operations, has been updated to align with changes in federal law.


May 2012

Sec. 103-12: Delegation of Authority and Signature Authorization Guidelines, has been revised to clarify the process for appointing an acting authority during a temporary absence.

Sec. 800-20: ZotMail Guidelines, has been revised to add a description of the ZotMail Advisory Committee and to allow Student Affairs to send ZotMail messages to students.

Sec. 905-40: Policy on Non-Research Animals on Campus, and Sec. 905-41: Guidelines for Reporting Animal-Related Issues, have been revised to give responsibility to the UCI Police Department for managing all responses to reports of non-research animals on campus.

Personnel Procedures for UC Irvine Staff Members
- Absence From Work, Procedures 40-46, have been updated by Human Resources to align with systemwide Personnel Policies for Staff Members: Policy 2.210 Absence From Work.

Office of the President

Policies Applying to Campus Activities, Organizations, and Students,Section 102.09 is now the permanent policy on standards for student sexual harassment and other forms of discriminatory harassment. Section 102.25 is a new policy that addresses prohibited conduct in settings where a person has a reasonable expectation of privacy.


April 2012

Sec. 300-15: Work-Related Accidents and Injuries Procedures, and Proc 44 have been revised to simplify information on supplemental benefits options.

Sec. 900-20: Withdrawal of Consent to Remain on Campus - Policy and Section 900-21, Procedure, have been updated to clarify when non-compliance with a withdrawal of consent to remain on campus becomes a misdemeanor.

Sec. 902-12: Guidelines for the Conservation and Management of Energy and Water Resources, conveys UCI's commitment to sustainable practices and provides guidance on the uses and costs of utilities, equipment selection, equipment cooling systems, and prohibited uses of electricity.

Sec. 904: Policy on Parking, Transportation and Traffic Regulation, clarifies the shared rights and responsibilities of users of transportation on campus property.

Sec. 904-10: Parking Definitions, Laws and Enforcement, contains streamlined information on selected parking regulations and traffic controls.

Sec. 904-11: Parking Permits and Adjudication Guidelines, aligns with Transportation and Distribution Services' website to provide comprehensive information on permits and permit violations.

Sec. 904-12: Sustainable Transportation Guidelines, combines guidelines on carpool, vanpool and other alternative means of transportation that support the sustainability goals of the campus.

Sec. 904-13: Guidelines for Vehicles Other Than Automobiles, provides current definitions of vehicles, bicycles and pedestrian conveyance devices and the rules and regulations applying to their use on campus.

Sec. 904-14: VIP Service Program Guidelines, states eligibility requirements and extent of the motorist assistance services available to the campus community.

Office of the President

UC Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation, has been republished in Office of the President's new policy format.


March 2012

Sec. 701-20: Business Meetings and Entertainment Guidelines, has been revised to reflect the increased meal rates stated in BUS-79, Expenditures for Entertainment, Business Meetings and Other Occasions.

Office of the President

UC Business and Finance Bulletins
G-28, Policy and Regulations Governing Travel, has been revised with an increased meal and incidental expense rate of $71. For more information: Memo

BUS-79, Expenditures for Entertainment, Business Meetings and Other Occasions, has also been revised with increased rates for entertainment and business meeting meals. For more information: Memo


February 2012

Sec. 700-05: UCI Employee Emergency Loan Program - Procedures, has been revised to clarify that the designated representative for processing loan applications is currently the Assistant Vice Chancellor-Accounting and Fiscal Services.

Personnel Procedures for UC Irvine Staff Members
- PPSM 60, Layoff and Reduction in Time from Professional and Support Staff Career Positions, has been updated to align with Policy 60, which was revised in November, 2011.


January 2012

Sec. 103-11: Guidelines for Writing and Publishing Administrative Policies and Procedures, has been updated with information on the use of Plain English.

Sec. 103-12: Delegation of Authority and Signature Authorization Guidelines, has been revised to clarify the formal processes used to delegate authority.

Sec. 701-19: Payroll Certification System Guidelines for Federally Sponsored Projects, has been updated to clarify requirements and the responsibilities of users of the new certification system when substantiating salaries charged directly to federally funded projects.

Office of the President

Whistleblower Policy has been updated to conform to revisions of the California Whistleblower Protection Act (California Government Code Section 8547). Changes have been summarized by the Office of Ethics, Compliance and Audit Services: Summary 


December 2011

Sec. 800-20: ZotMail Guidelines, has been updated with the former Distribution & Document Management's new name: Administrative Policies & Records. The description of an employee's ability to delete subscription lists has been streamlined and the presence of other mail list services on campus has been included.

Sec. 801: Policy on Mail Services, Shipping and Receiving, has been updated with the former Parking & Transportation Services' new name: Transportation & Distribution Services, as this unit now oversees mail activities. It also now states that items meeting criteria for suspicious mail will be inspected.

Sec. 905-30: Emergency Management Policy, is now the responsibility of UCI Police Department. It has been streamlined and updated with links to current campus emergency procedures and other resources located on the Police website.

Policies Applying to Campus Activities, Organizations, and Students,Sections 10.00-90.00 and 100.00-105.00, have been revised to reflect current UCI practices and to align with changes made by Office of the President. For more information, contact Office of the Dean of Students.


November 2011

Sec. 712-10: Guidelines for Securing the Services of Independent Consultants, has been updated to align with Business and Finance Bulletin, BUS-34. It also now links to the relevant Irvine Delegation of Authority, IDA 528, which designates certain positions authorized to approve independent consultant agreements.


October 2011

Office of the President

Personnel Policies for Staff Members PPSM 60, Layoff and Reduction in Time from Professional and Support Staff Career Positions, clarifies that in addition to seniority, employee performance and ability are to be considered as factors in determining staff employee layoffs and/or reductions in time.

UC Business and Finance Bulletin G-41, Employee Non-Cash Awards and Other Gifts, has been revised to clarify appropriate gift-giving events. For more information: Issuance letter

UC Business and Finance Bulletin G-42, Gifts Presented to Non-Employees on Behalf of the University, has been revised to increase the dollar limit on certain gifts. For more information: Issuance letter

UC Business and Finance Bulletin G-43, Policy on University Memberships in Organizations, has been revised to specify limits on memberships and contributions. For more information: Issuance letter


September 2011

Sec. 714-16: Procedures for Accessing University Administrative Information Systems, has been updated to include a training requirement for Departmental Security Administrators.

Sec. 714-18: Computer and Network Use Policy, has been updated to clarify user responsibility for following campus security procedures. Personal equipment accessing the network must have current security patches applied and properly functioning security software.

Sec. 800-12: Data Communications Systems Guidelines, has been updated and streamlined to better communicate the information needed by users planning to install or change their data communication systems.

Sec. 800-15: UCI Guidelines for the UC Electronic Communications Policy, has been revised to clarify that UCI email addresses are the property of the University and should not be used as the point of contact for activities that are not UCI approved activities.

Office of the President

Policy on Self-Supporting Graduate Degree Programs and related Implementation Guidelines replace the 1996 policy and provide guidance UC programs that allow the University to serve additional students above and beyond the resources provided by the State while fulfilling demonstrated higher education and workforce needs.


August 2011

Sec. 800-10: Telecommunications Systems Guidelines, has been updated and revised to better describe current services and access to online telecommunications resources.

Sec. 800-13: UCInet Guidelines, has been reviewed to ensure the responsibilities of Local Network Administrators are up-to-date and revised to recommend that OIT be notified well in advance of building projects.

Office of the President

Seismic Safety Policy incorporates and consolidates three policies (University Policy on Seismic Safety, Independent Seismic Review of Capital Projects, Seismic Safety for Leased and Purchased Buildings) to provide consistency with newer ratings systems for seismic safety adopted by DGS, Division of the State Architect and the California State University, and to reflect current practices with regard to engineering and process. This Policy supersedes all previous versions.

Sustainable Practices Policy has been revised to update the following sections: green building design, climate protection practices, sustainable operations, environmentally preferable purchasing, and sustainable foodservice practices.

UC Business and Finance Bulletin RMP-8, Legal Requirements on Privacy of and Access to Information has been revised to remove the California Public Records Act section because it conflicted with existing practices across the University. For more information, contact UCI's Public Records Office.


July 2011

Office of the President

UC Business and Finance Bulletin G-28, Policy and Regulations Governing Travel, Appendix A, has been revised to reflect the new mileage reimbursement rate, effective July 1, 2011, of 55.5 cents per mile for expenses incurred in connection with the business use of a private automobile. In addition, the new mileage reimbursement rate for driving or shipping an automobile in connection with a move is 23.5 cents per mile. For more information: Memo