Recent Updates & Employee Comment
List Policy Revisions
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employees, alumni and affiliates, if different than the individual’s lived name, must be kept confidential and must not be published on documents or displayed in information systems that do not require a person’s legal name.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 firstname.lastname@example.org, no later than May 15, 2020. Please indicate “Gender Recognition and Lived Name” in the subject line.
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 email@example.com, no later than November 15, 2019.
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 firstname.lastname@example.org no later than December 3, 2018 .
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 email@example.com, no later than Monday, November 13th 2018. Please indicate “Principles of Accountability Financial Transactions” in the subject line.
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 firstname.lastname@example.org, no later than Monday, December 10th 2018. Please indicate “SVSH” in the subject line.
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 email@example.com, no later than Monday, December 10th 2018. Please indicate “RMP-7” in the subject line.
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 firstname.lastname@example.org, no later than Monday, December 10th 2018. Please indicate “BUS-46” in the subject line.
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 email@example.com, no later than November 10, 2017. Please indicate “Clery Act Policy” in the subject line.
Final Revision: Video Security & Safety Systems
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 firstname.lastname@example.org, no later than September 25, 2017
Final Revision: Electronic Information Security (IS-3)
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.