Systemwide Policy Revisions

The University frequently revises existing policies and creates new policies in alignment with state and federal regulations. The University invites employee comments on these revisions and new policies before they are finalized. This page contains a running list of policy revisions from September 2022 and forward. To see previous policy revisions, please visit here.

APM-210 Review and Appraisal Committees

The University invites comments on proposed revisions to Section 210 of the Academic Personnel Manual:

  • APM - 210, Review and Appraisal Committees.

Summarized below are the proposed key policy revisions that are being distributed for systemwide review. 

The proposed changes include the addition of mentoring to criteria and assessment, revisions to evaluation and evidence of teaching and mentoring effectiveness, contributions to diversity, equity, inclusion, and equal opportunity for policy-covered librarians, minor additions of numbering for clarity, and technical revisions for grammatical consistency. Proposed substantive changes are made to the following APM - 210 sections:

  • 210-1 Instructions to Review Committees That Advise on Actions Concerning Appointees in the Professor and Corresponding Series;
  • 210-2 Instructions to Review Committees That Advise on Actions Concerning the Professor of Clinical (e.g., Medicine) Series;
  • 210-3 Instructions to Review Committees That Advise on Actions Concerning the Lecturer with Security of Employment Series;
  • 210-4 Instructions to Review Committees That Advise on the Appointment, Merit Increase, Promotion, Career Status Actions for Members of Librarian Series;
  • 210-6 Instructions to Review Committees That Advise on Actions Concerning the Health Sciences Clinical Professor Series.

In addition, it is proposed that APM section 210-5, Instructions to Review Committees that Advise on Actions Concerning Appointees in the Supervisor of Physical Education Series be removed as this title series has been discontinued and no appointees remain in the title, and that Appendix B be removed since it expires June 30, 2023.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than July 24, 2023. Please indicate “APM-210 Policy” in the subject line.

APM-210 Policy Cover Letter 2023.04.24

APM-210 Policy Draft Redline 2023.04.24

APM-210 Policy Draft Clean 2023.04.24

APM-710 Leaves of Absence/Sick Leave/Medical Leave

The University invites comments on proposed revisions to Section 710 of the Academic Personnel Manual: 

  • APM - 710, Leaves of Absence/Sick Leave/Medical Leave. 

Summarized below are the proposed key policy revisions that are being distributed for systemwide review.   

The proposed changes are largely technical revisions to add a designated person for family and medical leave due to changes to the California Family Rights Act (CFRA), effective January 1, 2023. Proposed substantive changes are made to the following APM - 710 section: 

  • 710-20 Use of Proposed Sick Leave  

The proposed substantive change allows academic appointees to use accrued sick leave for medical appointments or illness of a designated person.  

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than July 24, 2023. Please indicate “APM-710 Policy” in the subject line.

APM-710 Cover Letter 2023.04.24

APM-710 Policy Redline 2023.04.24

APM-710 Policy Clean 2023.04.24

BUS-43

The University of California Office of the President invites comments on a proposed Presidential Policy UC-PS-20-0489-BUS-43 Purchases of Goods and Services; Supply Chain Management. The policy is proposed to be revised and includes the following key issues:

  • Respond to feedback from the previous systemwide review. During the 2021 systemwide review of BUS-43, multiple commenters noted that BUS-43 was difficult to understand, and the language didn’t match best practices for Presidential Policies. As a result, BUS-43 has been rewritten using natural language rather than jargon whenever possible.
  • Address inconsistencies and formatting errors. The last full review of BUS-43 was in 2012, and over time subsequent revisions introduced formatting errors such as incorrectly numbered sections and inconsistent styles within each section. This revision corrects those errors and applies a consistent style throughout the policy. This revision also updates BUS-43 to match current Presidential Policy guidelines.
  • Clarify what policy does and does not allow. BUS-43 currently uses “should” and “should not” in policy requirements. This has caused confusion in determining what are policy requirements vs what is recommended or allowable. The BUS-43 revision clarifies what are policy requirements (“must” or “must not” do), what is or isn’t allowed (“may” or “may not” do), and what is recommended as best practice for procurement at the University of California.
    NOTE: The revision does not change the intent or requirements of BUS-43. The new language is designed to help faculty, students, and staff understand what the policy requirements are.
  • Separate policy from procedure. BUS-43 currently contains both policy and procedures for Procurement. The procedures are not required policy, and therefore don’t belong as part of BUS-43. The BUS-43 revision contains just the policy and required procedures. The remaining procedures will be moved to the Systemwide Procurement portal as guidelines for faculty, students, and staff who participate in the procurement process at the University of California.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 21, 2023. Please indicate “BUS-43 Policy” in the subject line.

BUS-43 Policy Final Cover Letter 2023.01.27

BUS-43 Policy Final Draft Redline 2023.01.27

BUS-43 Policy Final Draft Clean 2023.01.27

Anti-Discrimination Policy

The University of California Office of the President invites comments on a proposed Presidential Policy on Anti-Discrimination. The proposed policy covers discrimination, harassment, and retaliation by and against members of the University community on University property or in connection with University-sponsored activities.

The proposed policy includes the following key provisions:

  • The proposed policy affirms the University of California’s commitment to creating and maintaining a healthy working and learning environment in an inclusive environment free of discrimination, harassment and retaliation.
  • The proposed policy defines harassment and discrimination as well as lists the protected categories protected by federal and state law.
  • The proposed policy prohibits retaliation against an individual who reports Discrimination and/or Harassment, assists someone with a report of Discrimination and/or Harassment, or participates in an investigation or other process under the policy.
  • The proposed policy addresses free speech and academic freedom. The proposed policy is intended to protect members of the University community from Discrimination, Harassment, and/or Retaliation, not to regulate protected speech. The proposed policy recognizes that freedom of speech, freedom of expression, and academic freedom are essential to the mission of the University. However, freedom of speech and academic freedom are not limitless and do not protect speech or expressive conduct that violates federal or state anti-discrimination laws.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 19, 2023. Please indicate “Anti-Discrimination Policy” in the subject line.

Anti-Discrimination Cover Letter 2023.01.24

Anti-Discrimination Policy Draft 2023.01.24

Vaccination Program Policy Extension

On August 30, 2022, the Policy on Vaccination Programs – With Interim Amendments was issued, with an effective date of September 1, 2022.  On September 16, 2022, the University of California Office of the President distributed a draft policy for Systemwide Review with a comment deadline of December 15, 2022.  Based on feedback received from the Systemwide Review thus far and discussions with leadership, updated interim amendments were made to the policy to include an option for members of the University community to opt out of COVID-19 boosters as well as technical edits.  On December 12, 2022, the Policy on Vaccination Programs – With Updated Interim Amendments was issued.

In light of these updated interim amendments, the Office of the President is distributing an updated draft policy and extending the comment deadline for the formal Systemwide Review and consultation process from December 15, 2022, to January 31, 2023 to finalize this Presidential Policy.

Key revisions from the updated interim amendments include the following:

  • The Primary Series of the COVID-19 vaccination will remain mandatory for all incoming faculty, staff, students, and trainees who are Covered Individuals subject only to religious, medical, and disability exceptions and temporary deferral due to pregnancy or recent COVID-19 diagnosis or treatment. (Health care workers will continue to be eligible for fewer exceptions due to a California Department of Public Health order.)
  • Covered Individuals must be Up-to-Date with COVID-19 vaccination boosters. However, those who prefer to opt out of COVID-19 boosters will be permitted to do so by signing a declination statement after receiving education and subject to non-pharmaceutical interventions specified by their locations (for example, masking).  Please note that health care workers may not decline their first booster under a California Department of Public Health order unless they are eligible for one of the order’s limited exceptions or deferrals.
  • If a Covered Individual prefers to defer the COVID-19 bivalent booster for more than 90 days after being diagnosed with or treated for COVID-19, they can do so by declining the booster after receiving education. When they do receive the booster, they will again be considered Up-to-Date.
  • Locations will ordinarily set an annual compliance deadline between July and December for existing faculty, staff, and students to participate in the COVID-19 vaccine program. This year Locations may set that deadline as late as February 1, 2023.

The version of the policy distributed on September 16, 2022 renamed the policy “Policy on Vaccination Programs” and consolidated the University’s existing systemwide vaccination requirements other than the Student Immunization Policy into a single document. Key revisions that were distributed for Systemwide Review at that time include the following:

  • The COVID-19 Vaccination Program Attachment incorporates language from the July 15, 2021 SARS-CoV-2 (COVID-19) Vaccination Program policy with a focus on reorganization and simplification of existing policy language. Those updates were not intended to institute substantive changes in policy regarding existing COVID-19 vaccination requirements.
  • In alignment with CDC guidance, the deadlines for completion of the primary COVID-19 vaccination series have been extended to allow for a longer interval period between doses.
  • Locations are encouraged to evaluate COVID-19 Vaccination Program Participation, but Healthcare Locations are not required to do so.
  • The COVID-19 Vaccination Program corrective action/discipline language for policy-covered academic appointees has been clarified.
  • The Seasonal Influenza Vaccination Program Attachment incorporates language from the President’s past flu vaccine Executive Orders. The Seasonal Influenza Vaccination Program is an Opt-Out program, which means Covered Individuals may decline vaccination after receiving vaccine education. The Program has an annual compliance date of no later than December 1. Locations may choose an earlier compliance date. The first compliance date for new employees depends on when their first date of employment is in relation to the flu season. 
  • The language has been updated throughout consistent with current public health usage.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than January 25, 2023. Please indicate “Vaccination Programs Policy” in the subject line.

Updated Vaccination Programs Policy Cover Letter Extending Review 2022.12.14

Policy on Vaccination Programs Draft Redline 2022.12.14

Policy on Vaccination Programs Draft Clean 2022.12.14

Sustainable Practices Policy

The University of California Office of the President invites comments on the proposed updates to the existing Presidential Policy on Sustainable Practices.  The proposed revisions address the following key issues:

  • Green Building Design: The first two updates to this policy section codify campus best practices and respond to comments from the systemwide review of last year’s updates to the Sustainable Practices Policy and to requests from several Regents. The first update raises the minimum green building certification level for new buildings from LEED Silver to LEED Gold. The second update addresses the fact that parking structures are no longer eligible to earn LEED certification by requiring new parking structures to achieve a Parksmart Silver certification. Parksmart is a rating system similar to LEED that is designed for parking structures and has already been piloted on two UC campuses. The third update to this section removed references to the Savings by Design Program that California’s investor-owned utility companies recently discontinued.
  • Climate Protection: The date that campuses will achieve carbon neutrality from scope 3 sources was moved up from 2050 to 2045 to align with the State of California’s updated goal. A new provision was added to the Procedures section to integrate the University’s “Framework for Incorporating Environmental & Climate Justice into Climate Action” into the climate action planning processes.
  • Zero Waste: The target dates for the foodservice-related single-use plastic requirements were postponed until July 2024 to allow time for foodservice facilities to adjust to post-pandemic operating conditions. Additionally, as campuses can no longer count incinerated waste toward their waste diversion rates, language related to that completed transition was removed.
  • Sustainable Foodservice: Consistent with comments received during the systemwide review of last year’s updates to the Sustainable Practices Policy, this update sets a new target for UC locations to procure 25% plant-based food by 2030 and strive to procure 30%. These new targets will facilitate and track efforts to reduce the carbon footprint of food served at UC locations.
  • Sustainability at UC Health: The updates to this policy section set new goals for sustainable procurement. Specifically, provisions were added to cover medical device reprocessing and the procurement of appliances, hardware, and office supplies.
  • Health and Well-Being: Drawing on research, analysis, and pilot projects led by the Global Food Initiative, Healthy Campus Network and Healthy Beverage Initiative, updates to this policy section establish targets for the percentage of beverages and food in vending machines that meet the UC Healthy Vending Guidelines. Additional provisions cover the marketing of healthy vending items, energy efficiency, and zero waste goals for vending machines.
  • Minor revisions throughout the policy remove outdated language and targets and help to clarify the intent and improve the readability of the document.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than January 25, 2023. Please indicate “Sustainable Practices Policy Employee Comment” in the subject line.

Sustainable Practices Policy Cover Letter 2022.10.12

Sustainable Practices Policy Draft Tracked Changes 2022.10.12

Sustainable Practices Policy Draft Clean 2022.10.12

Vaccination Program Policy

On August 30, 2022, the Policy on Vaccination Programs – With Interim Amendments was issued, with an effective date of September 1, 2022. The University of California Office of the President invites comments on revisions from the interim amendments to finalize this Presidential Policy.

This policy is renamed “Policy on Vaccination Programs” and primarily consolidates the University’s existing systemwide vaccination requirements other than the Student Immunization Policy into a single document. Key revisions that are being distributed for Systemwide Review include the following:

  • The COVID-19 Vaccination Program Attachment incorporates language from the July 15, 2021 SARS-CoV-2 (COVID-19) Vaccination Program policy. This is primarily a reorganization and simplification of existing policy language and is not intended to institute substantive changes in policy regarding existing COVID-19 vaccination requirements.
  • In alignment with CDC guidance, the deadlines for completion of the primary COVID-19 vaccination series have been extended to allow for a longer interval period between doses.
  • Locations are encouraged to evaluate COVID-19 Vaccination Program Participation, but Healthcare Locations are not required to do so.
  • The COVID-19 Vaccination Program corrective action/discipline language for policy-covered academic appointees has been clarified.
  • The Seasonal Influenza Vaccination Program Attachment incorporates language from the President’s past flu vaccine Executive Orders. The Seasonal Influenza Vaccination Program is an Opt-Out program, which means Covered Individuals may decline vaccination after receiving vaccine education. The Program has an annual compliance date of no later than December 1. Locations may choose an earlier compliance date. The first compliance date for new employees depends on when their first date of employment is in relation to the flu season. 
  • The language has been updated throughout consistent with current public health usage.
  • The following groups are Covered Non-Affiliates instead of Covered Individuals: “K-12 students and children enrolled in day care programs and camps sponsored by the University or operated at a University Facility or Location; as well as individuals enrolled in UC extension programs, continuing education, lifelong learning, seminars, workshops, and other non-degree-granting educational programs.” For clarity, individuals enrolled in professional development and recreational programs are also included in the definition of “Covered Non-Affiliates.” This provides Locations with flexibility on local program implementation as Locations define the requirements for Covered Non-Affiliates.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than December 9, 2022. Please indicate “Vaccination Program Employee Comment” in the subject line.

Vaccination Programs Policy Cover Letter 2022.09.16

Vaccination Programs Policy Draft Clean 2022.09.16

Contact Us

Rachel Lloyd
Title: Project Policy Analyst
Phone: (530) 750-1348
Email: rjlloyd@ucanr.edu
Robin Sanchez J.D.
Title: Director, Policies, Compliance and Programmatic Agreements
Phone: (530) 750-1235
Email: rgsanchez@ucanr.edu