UC seeks employee comments on policy updates

The University seeks comments from employees on four presidential policies that have been revised.

Employee Comment: Protection of Administrative Records Containing Personally Identifiable Information

The University invites comments on the Draft Revised Presidential Policy BFB-RMP-7, Protection of Administrative Records Containing Personally Identifiable Information, as described below:

The policy is proposed to be revised. The revised policy includes the following key issues:

• Combines and updates BFB-RMP-7, Privacy of and Access to Information Responsibilities; BFB-RMP-11, Student Applicant Records; and BFB-RMP-12, Guidelines for Assuring Privacy of Personal Information in Mailing Lists and Telephone Directories
• Incorporates the UC Statement of Privacy Principles and Values
• Clarifies the roles of Privacy Officials, Records Management Coordinators and Information Practices Coordinators

The policy proposal is posted here.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018.

Employee Comment: Sexual Violence and Sexual Harassment (SVSH)

The University invites comments on the Draft Revised Presidential Policy on Sexual Violence and Sexual Harassment, as described below.

The policy is proposed to be revised and includes the following key revisions:

• A fuller explanation of what the policy covers, such as acts committed by and against third parties, and how the Title IX offices will evaluate reports to decide whether to initiate a resolution process;
• Changes to the definitions of conduct prohibited by the policy, including sexual assault, relationship violence, and retaliation;
• Enumeration of the specific procedures UC will use to investigate and adjudicate reports;
• A more detailed description of the informal (Alternative Resolution) process, and parties' rights in that process;
• Addition of a 30- to 60-day timeframe for Alternative Resolution, and extension of the timeframe for the Formal Investigation process from 60 days to 90 days;
• Provision for the Title IX officer to initiate investigations despite the absence of an identifiable, individual respondent or, alternatively, the lack of a specific complainant;
• Revisions to the Frequently Asked Questions, including the removal of certain questions; and
• References in several places to guidelines developed by the Systemwide Title IX Office. CSA recommended that we better define and codify some of our policy-related practices, and agreed that could be done in separate guidelines, if referenced in the policy.

The Policy proposal is posted here.

If you have any questions or if you wish to comment, please contact Robin Sanchez atrgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018.

Employee Comment: Use of Vehicles and Driver Selection

The University invites comments on the Draft Revised Presidential Policy BFB-BUS-46. 

• The key issues addressed by the proposed revisions to the policy include:
• The inclusion of the California Department of Motor Vehicles (DMV) Negligent Operator Treatment System (NOTS) as a standard for eligibility to drive on behalf of the University.
• Implementation will apply to all drivers on University business – not solely employees.
• Establishment of Vehicle Collision Review Committees to review collisions, determine preventability, and promote driver safety awareness.
• Establishment of guidelines for drivers involved in preventable collisions including training, suspension, and potential revocation of driving privileges.

The policy proposal is posted here.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018. 

Employee Comment: Principles of Accountability with Respect to Financial Transactions

The University invites comments on the Draft Revised Presidential Policy on the Principles of Accountability with Respect to Financial Transactions. The policy is a codification of an existing UCOP financial policy that is currently posted on the Office of the Chief Financial Officer website.

The key issues are:

• Existing finance policy was rewritten to follow the 2013 Committee on Sponsoring Organizations of the Treadway Commission (“COSO”) Integrated Control-Integrated Framework;
• Policy provides an overview of financial accountability, financial management, data integrity, and compliance associated with financial transactions throughout the University. Campuses in turn should develop policies and procedures to ensure these financial transaction accountability principles are met;
• There is a chart of functions and responsibilities for key areas and roles within the campus, and
• There are financial principles that all employees with financial transaction authority redelegated to them should adhere.

The policy proposal is posted here.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Tuesday, Nov. 13, 2018.

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