University of California
ANR Employees

Recent Updates & Employee Comment

List of Policy Revisions

Employee Comment: Fee Policy for Graduate Student In Absentia Registration

The University of California Office of the President invites comments on a proposed Presidential Policy - Fee Policy for Graduate Student In Absentia Registration.  The policy is proposed to be revised and includes the following key issues:

  • The revisions to the policy language would permit Deans to establish “a local campus region within which in absentia registration will not be considered” instead of limiting eligibility to students studying outside of California.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than July 22, 2021. Please indicate “Grad-In Absentia Policy” in the subject line.

Fee Policy Graduate Student In Absentia Registration Cover Letter

Fee Policy Graduate Student In Absentia Registration Redline

Fee Policy Graduate Student In Absentia Registration Clean

Employee Comment: SARS-CoV-2 (COVID-19) Vaccination Program

The University of California Office of the President invites comments on a proposed Presidential Policy, SARS-CoV-2 (COVID-19) Vaccination Program. The Policy includes the following key issues:

  • Encourages universal vaccination
  • Requires students, faculty, academic appointees, and staff living, learning, or working on premises or participating in person in University programs receive a COVID-19 vaccine
  • Provides for narrow exceptions and medical/disability exemptions

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 25, 2021. Please indicate “COVID-19 Vaccination Program” in the subject line.

SARS-CoV-2 (COVID-19) Vaccination Program Cover Letter

SARS-CoV-2 (COVID-19) Vaccination Program Participation Policy 04.21.2021 Draft

Employee Comment: PPSM-2.210 Absence from Work – Pay for Family Care & Bonding Employee Consultation Period

The University of California is proposing revisions to PPSM-2.210 (Absence from Work), which applies to staff employees in the Professional & Support Staff, Managers & Senior Professionals, and Senior Management Group personnel groups.

PPSM-2.210 has been updated to include language that describes the new Pay for Family Care and Bonding option, which will be implemented on July 1, 2021. Please note that only the sections of the Absence from Work policy that were updated as part of this review are included.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 24, 2021. Please indicate “Absence from Work Policy” in the subject line.

Employee Consultation Cover Letter

Employee Consultation Redline

Employee Consultation Clean

Employee Comment: UC Health Participation in Activities under the End of Life Options Act

The University of California Office of the President invites comments on a proposed Presidential Policy UC Health Participation in Activities under the End of Life Option Act. The policy is proposed to be revised and includes the following key issues:

  • The issuance of the Interim Presidential Policy: UC Health Participation in Activities under the End of Life Option Act in 2016, coincided with the issuance of the End of Life Option Act (California Health and Safety Code §443, et seq., referred to in this policy as the “Option Act”) which allows terminally ill adult patients with the mental capacity to make medical decisions to request to be prescribed and self-administer an aid-in-dying drug to end their life if specific conditions are
  • The Option Act establishes specific procedures and requirements to be followed by patients and health care providers who choose to assist them. It also provides that, upon proper notice, a health care provider may “opt out”.
  • 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
  • It is the policy of the University of California to extend to its patients the choices made available through the Option Act and to comply with its The University, however, neither requires nor encourages any individual provider to participate. Participation in activities authorized under the Act is strictly voluntary.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than June 24, 2021. Please indicate “UC Health Option Act” in the subject line.

Health Option Act Cover Letter

Health Option Act Redline

Health Option Act Clean

Employee Comment: Native American Cultural Affiliation and Repatriation

The University of California Office of the President invites comments on a proposed Presidential Policy on Native American Cultural Affiliation and Repatriation. The proposed Policy substantively revises the existing Native American Cultural Affiliation and Repatriation Interim Policy (“Current Policy”). The Policy pertains to the treatment and repatriation of Native American and Native Hawaiian human remains and cultural items under the University’s possession or control and the University’s compliance with the federal Native American Graves Protection and Repatriation Act (“NAGPRA”), its accompanying regulations, and the California Native American Graves Protection and Repatriation Act (“CalNAGPRA”).  This effort began in 2018 in response to AB 2836, a California bill that required the University to revise its previous Policy.

On July 24, 2020, President Napolitano issued the Policy as interim in order to allow tribes additional time for review due to the COVID-19 pandemic. At that time, the comment period was extended through November 15, 2020, with the intention that UC would issue a final updated Policy by December 31, 2020.

On September 29, 2020, AB 275 which made substantial changes to the CalNAGPRA was signed into law, effective January 1, 2021. The prevailing concern communicated by the responding tribes and the California Native American Heritage Commission (NAHC) during the extended comment period was that the Interim Policy did not reflect these new requirements. Respondents urged UC not to implement a final Policy by December 31, 2020, but rather to delay issuance and allocate additional time to ensure that AB 275 could be fully incorporated into the Policy. This revised Policy now incorporates AB 275 requirements.

Below is a list of the significant changes present in the proposed Policy from the Interim Policy:

  1. Definitions (§ II) have been added and revised where needed to align with CalNAGPRA.
  2. As required by CalNAGPRA, deference to tribal traditional knowledge, oral histories, documentation, and testimonies is now indicated when determining state cultural affiliation, identifying cultural items under CalNAGPRA, and making decisions related to the CalNAGPRA repatriation process (§§ V.C.1 and V.J.1).
  3. In consultation with California Native American tribes, Campuses must prepare preliminary inventories/summaries by January 1, 2022 for submission to the NAHC (§§ V.B.1.k, V.C.1, and V.C.5).
  4. The CalNAGPRA dispute procedures available to California Indian tribes have been added (§ V.I).
  5. The AB 275 procedures for submissions of claims under CalNAGPRA have been incorporated (§ V.D.3).
  6. The flowcharts and narrative previously described in Appendices A, A-1, and B of the Interim Policy have been removed. These documents were intended as visual aids in understanding the consultation, claims, repatriation, and appeals processes described in the Interim Policy rather than as a means of separately conveying policy requirements not described in the Interim Policy. However, as stated in the revised Policy (§§ III.C, V.B.1.i, V.B.2, V.D.1, V.D.3, V.I, V.J.3, and VI.1), UC will maintain these flowcharts on UCOP’s NAGPRA website. This will allow UC to make more responsive ongoing updates to the flowcharts to clarify these processes as they are more fully implemented, based on feedback from tribes, committee members, and UC repatriation staff.

Please visit http://ucal.us/nagpra for the complete revision history.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 26, 2021. Please indicate “Native American Cultural Affiliation and Repatriation” in the subject line.

NAGPRA Cover Letter

Native American Cultural Affiliation and Repatriation Redline

Native American Cultural Affiliation and Repatriation Clean

Employee Comment: Classification of Gifts and Sponsored Awards

The University of California Office of the President invites comments on a proposed Presidential Policy on Classification of Gifts and Sponsored Awards. 

The University has seen a significant increase in external support in the recent decade – especially from private foundations (including family foundations) and corporations. Though key concepts remain the same, the proposed policy provides greater clarity for properly classifying private support in contemporary circumstances. It also includes definitions, FAQs and a checklist with weighted criteria.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 26, 2021. Please indicate “Classification of Gifts and Sponsored Awards” in the subject line.

Classification of Gifts vs Sponsored Awards Cover Letter

Classification of Gifts and Sponsored Awards Policy Draft

Employee Comment: BFB-BUS-43 Purchases of Goods and Services; Supply Chain Management

The University of California Office of the President invites comments on a proposed revision to Presidential Policy UC-PS-20-0489-BUS-43 Purchases of Goods and Services; Supply Chain Management.  The proposed revision is to include the Small Business First Program.

The Small Business (SB) First Program is designed to address the following:

  • Support existing policy for awarding 25% Economically and Socially Responsible (EaSR) spend annually to small and diverse owned businesses (see UC Sustainable Practices Policy)
  • Take advantage of California Public Contract Code Section 10508.5 that allows the University to award purchase agreements valued up to $250,000 to a certified small business without being competitively bid, so long as the UC obtains price quotations from two or more certified small businesses
  • Bring procurement practices further in line with the University’s overall mission and values
  • Strengthen the small business community, which is the engine of California’s economy, given that 99.8% of California’s businesses are small and employ 48.8% of California’s private workforce. For every $100 spent at a small business, approximately $68 stays in California
  • Prepare UC to lead the way in California’s economic recovery from the COVID-19 pandemic and economic downturn. Statewide, as of November 25th 2020, the number of small businesses decreased by 30.7% compared to January. As the third largest employer in the State, UC supports 1 in 46 of all California jobs and contributes $32.8B annually to gross state product. Additional spend from UC could be the lifeline small businesses need to survive and thrive.

The SB First Program also includes the following:

  • Exclusions for UC Health as well as Design & Construction
  • Exemption for federally funded purchases

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 15, 2021. Please indicate “BFB-BUS-43” in the subject line.

BFB-BUS-43 Cover Letter

BFB-BUS-43 Redline

BFB-BUS-43 Clean

New Policy: Presidential Policy on Research Data and Tangible Research Materials

The University of California Office of the President invites comments on a proposed Presidential Policy on University of California Research Data and Tangible Research Materials. The policy is a new policy that describes the responsibilities of the campus leadership and its researchers concerning the access to, and retention and maintenance of Research Data and Tangible Research Materials produced during the course of University research. The policy addresses the following key issues:

  • The policy affirms that the Regents of the University of California owns all Research Data and Tangible Research Materials.
  • Research Data and Tangible Research Materials must be retained as long as required by funders, publishers, campus policy, compliance or regulatory bodies, applicable law, relevant agreements, and in accordance with the standards of the Principal Investigators’ scholarly disciplines.
  • When Principal Investigators leave the University, Research Data and Tangible Research Materials remain the property of the Regents of the University of California, however, Principal Investigators may generally take copies of Research Data generated under their research projects.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 07, 2021. Please indicate “Research Data and Tangible Research Materials” in the subject line.

Research Data and Tangible Research Materials Cover Letter

Research Data and Tangible Research Materials Policy

Research Data and Tangible Research Materials Policy Points Considered

New Policy: Presidential Policy on Gender Recognition and Lived Name

A new Presidential Policy which ensures that all University-issued identification documents display personal identification information that recognizes individual’s accurate gender identity and lived name.

In brief, the policy stipulates that the University must provide the minimum three equally recognized gender options in university information systems — woman, man, and nonbinary — and an efficient process for current students, employees, and UC alumni and affiliates to retroactively amend their gender designations and lived names in information systems, on university-issued documents, including eligible academic documents.

This policy is effective as of November 6, 2020 with full implementation of the policy and procedures to be completed no later than December 31, 2023. This policy has undergone the full systemwide review process and will be posted online at http://policy.ucop.edu/.

Gender Recognition and Lived Name Letter

Gender Recognition and Lived Name Policy

Gender Recognition and Lived Name - Appendix I

Employee Comment: Proposed Presidential Policy, Business and Finance Bulletin, IS-12 IT Recovery

The University of California Office of the President invites comments on a proposed Presidential Policy Business and Finance Bulletin IS-12 IT Recovery. The rewritten policy addresses the following key issues:

  • Updated to reflect modern technology (i.e. CD-ROMS are removed, ransomware and cloud computing are addressed).
  • Aligned with the current state of emergency planning at UC.
    • Narrowed the scope to IT Recovery.
  • Adopted the concept of “recovery level already adopted by UC Health and their academic Locations.” There are 5 recovery levels.
  • Granted Location control to manage budget and risk. See the accompanying presentation. Key features:
    • Location defined scope.
    • Location administered exception process.
    • Iterative model of compliance to support a roadmap to desired state.
  • Made the policy directly implementable.
  • Included uniform requirements to support inter and intra Location dependencies.
  • Ensured that responsibilities are clearly assigned.
  • Addressed the key gaps identified by Business Continuity Planners and Risk Managers responsible for continuity and emergency planning.

The policy was written by a systemwide workgroup. The systemwide workgroup consisted of 14 cross-functional representatives from:

  • ANR
  • UC Berkeley
  • UC Davis
  • UC Davis Health
  • UCLA
  • UCLA Health
  • UCOP
  • UC Merced
  • UCSF
  • UC Santa Cruz

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than March 05, 2021. Please indicate “Proposed Presidential Policy, Business and Finance Bulletin, IS-12 IT Recovery” in the subject line.

IS-12 IT Recovery Cover Letter

IS-12 IT Recovery New Features

IS-12 IT Recovery Draft Policy

Employee Comment: Native American Cultural Affiliation & Repatriation

The University of California Office of the President invites comments on a proposed Presidential Policy on Native American Cultural Affiliation and Repatriation. The proposed policy substantively revises the existing Policy and Procedures on Curation and Repatriation of Human Remains and Cultural Items (“Current Policy”). The policy pertains to the treatment and repatriation of Native American and Native Hawaiian human remains and cultural items under the University’s stewardship and the University’s compliance with the federal Native American Graves Protection and Repatriation Act (“NAGPRA”), its accompanying regulations, and the California Native American Graves Protection and Repatriation Act (“CalNAGPRA”). 

California AB 2836 (enacted in 2018 and now incorporated into CalNAGPRA) requires the University to revise its Current Policy. In collaboration with the Cultural Affiliation and Repatriation Policy Advisory Workgroup (“Workgroup”)[1] established by Provost Michael Brown, UC developed Version 1 of this revised policy (“Policy Version 1”), which underwent systemwide review in August 2019. Policy Version 1 was also distributed to stakeholders across California for comment, including California Native American tribes on the Native American Heritage Commission (NAHC) contact list and the NAHC itself. With the Workgroup, UC drafted a second version of this revised policy (“Policy Version 2”) in response to the feedback from the Academic Senate, Native American tribes, and the NAHC. UC then engaged in further consultation with California Native American tribes by inviting them to attend four public work sessions on UC campuses (UC Berkeley, UC Riverside, UC Santa Barbara, and UC Davis) in January and February 2020. In addition, UC representatives met with tribes one-on-one as requested to hear individual concerns. UC deliberated with the Workgroup to discuss concerns raised during the public work sessions, the one-on-one meetings, and letters sent by tribes and the NAHC. In conjunction with the Workgroup, UC drafted “Policy Version 3,” which is now being considered for systemwide review. Please visit http://ucal.us/nagpra for more details.

Below is a list of the significant changes present in Policy Version 3 from the Current Policy.

  • Creates a list of principles that emphasize the repatriation of Native American and Native Hawaiian human remains as a fundamental objective and value of the University.
  • Reconstitutes the Systemwide Committee and Campus Committees, if necessary, to include equal Native American representation.
  • Shifts final approvals of repatriation to the campus from UCOP to reduce delays in repatriation; the Systemwide Committee and UCOP will provide an oversight role and hear appeals of campus decisions.
  • Provides a detailed description of the Repatriation process via a Flowchart and Flowchart Narrative.
  • Provides a detailed description of the Consultation process all campuses must use when engaging with Native American tribes.
  • Requires campuses with NAGPRA/CalNAGPRA-eligible Cultural Items to appoint a Repatriation Coordinator to work with and assist Native American tribes to facilitate Repatriation.
  • Incorporates a process for disposition of Culturally Unidentifiable Human Remains and Cultural Items to either federally recognized tribes or non-federally recognized tribes (including California Indian Tribes) via NAGPRA (43 C.F.R. §10.11) and/or CalNAGPRA (Ca H&SC §§8010-30).
  • Requires campuses create repatriation implementation plans including the following elements: invitations for consultation and proactive reevaluations of all previous determinations of culturally unidentifiable human remains or associated funerary objects; outreach to culturally affiliated tribes; outreach to controlling agencies to prompt and encourage their repatriation efforts; budgets; and timelines.
  • Prohibits research, instruction, destructive analysis, and other manipulation without tribal approval requirements.
  • Provides a more robust mechanism for tribes to appeal campus determinations.
  • Provides a means for tribes to submit complaints about the consultation process or access.
  • Provides direction for whistleblowers that would like to report noncompliance with this Policy.

[1] The Workgroup is comprised of four members nominated by the Academic Senate and four members nominated by the Native American Advisory Council, a body established by President Janet Napolitano to advise on a broad range of issues pertaining to Native Americans and Native Hawaiians at the University.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than June 24, 2020. Please indicate “Native American Cultural Affiliation and Repatriation” in the subject line.

Native American Cultural Affiliation and Repatriation Cover Letter

Native American Cultural Affiliation and Repatriation Annotated

Native American Cultural Affiliation and Repatriation Clean

Employee Comment: UC Seismic Safety Policy, UC-CR-17-0324

The University of California Office of the President invites comments on a proposed Presidential Policy, UC Seismic Safety Policy, UC-CR-17-0324.  The policy is proposed to be revised and includes the following key issues:

  • Policy implementation procedures are moved from the Policy and published to the UCOP website within the UC Facilities Manual. The UC Facilities Manual is a repository for information and procedures related to UC Capital Programs practices.
  • Technical seismic engineering standards are updated to reflect current California Building Code and industry standards, and where applicable, specification of technical seismic engineering standards are moved from the Policy to the UC Facilities Manual.

Policy requirements are clarified, and sections of the Policy Text are re-organized into a more logical sequence for clarity.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than July 20, 2020. Please indicate “UC Seismic Safety Policy” in the subject line.

UC Seismic Safety Policy Cover Letter

UC Seismic Safety Policy Redline

UC Seismic Safety Policy Clean

Employee Comment: Protection of Human Subjects in Research

The University of California invites comments on proposed revisions to Presidential Policy on Protection of Human Subjects in Research. 

This policy describes the responsibilities of the University, its campuses and researchers, in protecting the rights and welfare of human subjects who participate in research at UC.

The policy includes the following key revisions:

  • An explanation of the ethical principles that the University follows for human subjects research.
  • A statement that the University’s commitment to human subjects applies to all human subjects research in which the University is engaged, regardless of funding source or the institution that provided the IRB review.
  • An explanation that campuses may replace specific Common Rule requirements with commensurate protections for human subjects when the University is engaged in research that is not subject to the Common Rule (e.g., research that is not federally-funded or otherwise subject to federal oversight).

A description of the responsibilities of the campuses, IRBs, other oversight offices and committees, and researchers for compliance with this policy.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than June 03, 2020. Please indicate “Protection of Human Subjects in Research” in the subject line.

Protection of Human Subjects in Research Cover Letter

Protection of Human Subjects in Research Redline

Protection of Human Subjects in Research Clean

Employee Comment: G-28 Travel Regulations

The University of California invites comments on a proposed revision to Presidential Policy Business and Finance Bulletin G-28: Travel Regulations.  The proposed policy revision includes the following key issues:

  • Incorporate Internal Audit Recommendation to include requirement for documentation to support business or first class travel.
  • Incorporate Internal Audit Recommendation to include the need to document the business purpose of each day of travel.
  • Addition of a new section within policy that addresses sustainable travel recommendations.
  • Gender-neutral language

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 16, 2020. Please indicate “G-28 Travel Regulations” in the subject line.

G-28 Travel Regulations Cover Letter

G-28 Travel Regulations Redline

G-28 Travel Regulations Clean

Employee Comment: Gender Recognition and Lived Name

The University of California invites comments on a proposed Presidential Policy: Gender Recognition and Lived Name.  It is proposed that the policy be fully implemented by UC campuses and locations by July 1, 2021, and it includes the following key issues:

  • The University must provide three equally recognized gender options on university-issued documents and information systems — female, male and nonbinary.
  • The University must provide an efficient process for students and employees to retroactively amend their gender designations and lived names on university-issued documents and in information systems.

The legal name of university students, employees, alumni and affiliates, if different than the individual’s lived name, must be kept confidential and must not be published on documents or displayed in information systems that do not require a person’s legal name.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 15, 2020. Please indicate “Gender Recognition and Lived Name” in the subject line.

Gender Lived Name Cover Letter

Gender Lived Name Policy

Gender Lived Name Appendix 1

Employee Comment: Proposed Revised Presidential Policy on Native American Cultural Affliliation and Repatriation

The Office of the President invites comments on a proposed revised Presidential Policy on Native American Cultural Affiliation and Repatriation (“Revised Policy”).

The Policy revises the existing Policy and Procedures on Curation and Repatriation of Human Remains and Cultural Items (“Current Policy”). It pertains to the treatment and repatriation of Native American and Native Hawaiian human remains and cultural items under the University’s stewardship and the University’s compliance with the federal Native American Graves Protection and Repatriation Act (“NAGPRA”). This Policy was developed by a workgroup established by Provost Brown, the Cultural Affiliation and Repatriation Policy Advisory. The Policy Advisory Workgroup is comprised of four members nominated by the Academic Senate, and four members nominated by the Native American Advisory Council, a body also established by President Napolitano to advise on a broad range of issues pertaining to Native Americans and Native Hawaiians at the University.

While a revision, the Revised Policy is substantially different and more detailed than the Current Policy. As such, we are not enclosing a redlined version of the Revised Policy. Instead, we highlight below a list of some of the significant revisions to the Policy:

  • Creates a list of principles that emphasizes the repatriation of Native American and Native Hawaiian human remains as a fundamental objective and value of the University. Revised Policy, § III.B.
  • Reconstitutes the Systemwide Committee and Campus Committees to strengthen Native American representation. Revised Policy, § V.A.
  • Shifts final approvals of repatriation to the campus from UCOP to reduce delays in repatriation; the Systemwide Committee and UCOP will provide an oversight role and consider appeals of campus decisions. Revised Policy, § V.E.4.
  • Requires campuses to appoint a NAGPRA liaison to work with and assist Native American tribes to facilitate repatriation. Revised Policy, §§ IV.6 & V.B.
  • Describes a process for disposition of culturally unidentifiable human remains, which has been enacted in federal regulations since 2010 and was allowable under the Current Policy, but had not been explicitly stated. Revised Policy, § V.E.3.
  • Requires campuses to create a Strategic Repatriation Plan. Revised Policy, § V.F.
  • Requires campuses to proactively (i) review existing materials that may potentially contain Native American or Native Hawaiian human remains or cultural items; and (ii) reevaluate previous determinations of culturally unidentifiable human remains in consultation with Native American tribes or Native Hawaiian organizations. Revised Policy, § V.C.3.
  • Establishes as policy the respectful stewardship of human remains and cultural items when in the University’s care. Revised Policy, § V.I.
  • Establishes tribal consultation and approval requirements for access to human remains for research, instruction, exhibition, or other purposes. Revised Policy, § V.I.4.
  • Provides a more robust mechanism for Native American tribes and Native Hawaiian organizations to appeal campus determinations. Revised Policy, § V.H.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than November 15, 2019.

Native American Cultural Affiliation and Repatriation Cover Letter

Current Policy - UC Policy on Curation Repatriation of Human Remains Cultural Items

Revised Policy - UC Policy on Native American Cultural Affiliation Repatriation (DRAFT)

The President's Task Force on Universitywide Policing

The President's Task Force on Universitywide Policing has been working diligently to develop these draft recommendations over the course of many months. We would greatly appreciate your feedback and comments regarding the draft recommendations prior to finalizing and submitting them to the President at the end of December. Please review the PDF document and submit feedback to us. We appreciate your input and encourage you to share your thoughts with us. Please submit all comments to ecas@ucop.edu no later than December 3, 2018 .

Draft TF Executive Summary 1192018 edit

Employee Comment: Principles of Accountability with Respect to Financial Transactions.

Attached for Systemwide Review is a new Presidential Policy, Principles of Accountability with Respect to Financial Transactions. The main impetus is to codify an existing UCOP Financial Policy currently posted on the Chief Financial Officer website into the presidential policy template. In 2016, the draft policy was distributed to key stakeholder groups: Campus Controllers and their constituents. The working group that reviewed the draft provided comments related to the existing UCOP Financial Policy. The draft was revised to address the principles of financial stewardship. The revised document follows the 2013 Committee on Sponsoring Organizations of the Treadway Commission ("COSO") Internal Control-Integrated Framework. All of the comments received were incorporated into the new policy that is submitted for systemwide review.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, November 13th 2018. Please indicate “Principles of Accountability Financial Transactions” in the subject line.

Principles of Accountability Financial Transactions Cover Letter

Principles of Accountability Financial Transactions Redline

Principles of Accountability Financial Transactions Final Draft

Employee Comment: Sexual Violence and Sexual Harassment.

Earlier this year, the SVSH Policy was distributed for Management Consultation. In response we received significant feedback – over 500 comments – from faculty, staff, and students from across the system. We greatly appreciated these comments and considered all of them carefully in consultation with our colleagues in the Office of General Counsel. Throughout the review process, we also consulted with the local Title IX officers and their campus partners, colleagues in the Office of the President, and members of the Title IX Student Advisory Board. We have revised the SVSH Policy to address critical concerns identified through this review process.

In addition, we have made changes required by the Department of Education’s Office for Civil Rights (“OCR”) in its February 2018 resolution agreement with UC Berkeley (available here: http://complianceresponse.berkeley.edu/ocr-report.shtml), and recommended by the California State Auditor in its June 2018 report on UC’s response to SVSH complaints (available here: https://www.bsa.ca.gov/pdfs/reports/2017-125.pdf).

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, December 10th 2018. Please indicate “SVSH” in the subject line.

SVSH Cover Letter

SVSH Redline

SVSH Final Draft

Employee Comment: BFB-RMP-7.

The University of California Records Management Committee (RMC) is reviewing and updating policies in the BFB-RMP series. As a result of that review, it is consolidating and updating three policies in the series that cover related topics – 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. These policies are found at https://www.ucop.edu/information-technology-services/policies/records-management-policies.html.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, December 10th 2018. Please indicate “RMP-7” in the subject line.

RMP-7 Cover Letter

RMP-7 Redline

RMP-7 Final Draft

Employee Comment: BFB-BUS-46.

The Office of Risk Services (OPRS) partnered with the systemwide UC Driver Vehicle Safety Workgroup and the UC Fleet Managers Workgroup to complete a  comprehensive review of UC Business and Finance Bulletin 46 (BUS 46), which was last revised in July 1994. The BUS 46 Policy applies to the use of any UC vehicle (owned or leased) and any personal vehicles used in the course of University business. The following proposed changes to the Policy aim to increase accountability for vehicular usage throughout the UC system to improve safety, reduce vehicular accidents, and create cost savings to the University.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, December 10th 2018. Please indicate “BUS-46” in the subject line.

BUS-46 Cover Letter

BUS-46 Redline

BUS-46 Final Draft

Employee Comment: Crime Awareness and Campus Security (Clery Act).

The Clery Act (otherwise officially known as the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, section 485 of the Higher Education Act, codified at 20 U.S.C. 1092 (f)) is a federal law requiring colleges and universities across the United States that receive Title IV funding to disclose information about particular crimes on and around their campuses and related policies. It is the policy of the University to comply with its obligations under the Clery Act and California law.

In accordance with statutory requirements, the University strives to ensure students, faculty and other academic appointees, and staff employees (the “University Community”), have access to accurate information about crimes committed on and around the Campus; as well as, access to University wide security policies and related local campus procedures and a confidential reporting process for victims and witnesses. This Policy describes roles and responsibilities for the University Community related to compliance with legal requirements regarding crime reporting, awareness, and prevention.

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than  November 10, 2017. Please indicate “Clery Act Policy” in the subject line.

  Clery Policy on Crime Awareness and Campus Security_10-10-2017

Final Revision: Video Security & Safety Systems

  Video Security & Safety Systems final_3.6.2017

The proposed Policy on Video Security I Safety Systems is available for Employee Comment.

The policy was developed by a workgroup led by Systemwide Deputy Compliance Officer David Lane and comprised of a broad range of campus and UCOP partners including representatives from security, law enforcement, legal, compliance, privacy, academic personnel, student affairs, and human resources. The workgroup met over several months, developed several drafts, and received input from a variety of other campus groups such as campus policy managers. This final draft has been reviewed by the Office of the General Counsel.

Please provide your comments to Robin Sanchez at rgsanchez@ucanr.edu, no later than September 25, 2017

Final Revision: Electronic Information Security (IS-3)

IS-3 Final 11.07.2018

The policy provides a security framework that protects UC’s Institutional Information and IT Resources from accidental or intentional unauthorized access, loss or damage, while preserving UC’s collaborative academic culture. The policy is critically important for maintaining faculty research funding from certain federal sources that deal with Controlled Unclassified Information (CUI). The Department of Education has also urged compliance with new, higher standards for processing federally funded student aid. You may refer to the policy summary below and the attached 2-page policy abstract for additional background and information.

IS-3 Electronic Information Security Policy

IS-3 Reviewers FAQ

IS-3 Abstract

IT Policy Glossary

IS-3 Editor Contributors

 

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