Recent Updates & Employee Comment
List Policy Revisions
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.