April 2013
Section 700-20, Policy on Use of University Name and Seals, Campus Names and Seal and Trademarks, has been updated to clarify the uses and approvals required for use of University and campus identifiers and to transfer responsibility for licensing functions to 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.
February 2013
Office of the
President
BFB-BUS-2, 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.
October 2012
Section 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.
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
Section 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.
Section 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
Section 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.
Section 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.
Section 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.
Policy - 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.
Personnel Policies for Staff Members 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
Section 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.
Section 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.
Section 905-40, Policy on Non-Research Animals on Campus, and Section 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
Section 300-15, Work-Related Accidents and Injuries Procedures, and Proc 44 have been revised to simplify information on supplemental benefits options.
Section 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.
Section 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.
Section 904, Policy on Parking, Transportation and Traffic Regulation, clarifies the shared rights and responsibilities of users of transportation on campus property.
Section 904-10, Parking Definitions, Laws and Enforcement, contains streamlined information on selected parking regulations and traffic controls.
Section 904-11, Parking Permits and Adjudication Guidelines, aligns with Transportation and Distribution Services' website to provide comprehensive information on permits and permit violations.
Section 904-12, Sustainable Transportation Guidelines, combines guidelines on carpool, vanpool and other alternative means of transportation that support the sustainability goals of the campus.
Section 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.
Section 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
Section 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 Bulletin 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
Section 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
Section 103-11, Guidelines for Writing and Publishing Administrative Policies and Procedures, has been updated with information on the use of Plain English.
Section 103-12, Delegation of Authority and Signature Authorization Guidelines, has been revised to clarify the formal processes used to delegate authority.
Section 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
Section 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.
Section 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.
Section 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
Section 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
Section 714-16, Procedures for Accessing University Administrative Information Systems, has been updated to include a training requirement for Departmental Security Administrators.
Section 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.
Section 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.
Section 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
Section 800-10, Telecommunications Systems Guidelines, has been updated and revised to better describe current services and access to online telecommunications resources.
Section 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
