Look in this section for periodic updates of existing policies and announcements of new policies, which also will be issued via the electronic listserv for "Campus Administrators."
Administrative Policy 100-29 This policy has been revised to incorporate federal regulations governing the handling of research misconduct cases that were adopted in 2005. These revisions and new procedures indicated by the U.S. Department of Health and Human Services Offices of Public Health & Science and Research Integrity bring the policy into conformance. Specific changes include: name of policy, text regarding new procedures for investigation of allegations of research misconduct, titles for responsible officials, as well as updates and additions to references—particularly, a new procedures link.
Administrative Policy 150-23 This policy has been updated with current email links, clarification regarding "Locally Designated Official" and "Whistleblower Coordinator" roles, and current whistleblower websites.
Administrative Policy 400-15 Revisions reflect updated guidelines specifically, timing of submissions to the Office of Sponsored Research.
Administrative Policy 250-10 Updates to this policy reflect the STIP assessment increase from 75% to 100% and clarification on exempted fellowship gifts as it pertains to "Junior" faculty.
Administrative Policy 200-29 This new campus administrative policy provides guidelines for establishing the UCSF Identity Theft Prevention and Response Programs pursuant to the Federal Trade Commission's "Red Flags Rule" which implements Sections 114 and 315 of the Fair and Accurate Credit Transactions Act of 2003 (FACTA).
Administrative Policy 450-10 Revisions to this policy reflect the addition of definitions for Confidentiality of Medical Information Act (CMIA), Fundraising Campaigns, and Fundraising Events; a more specific description of workforce training with regards to compliance with Health Insurance Portability and Accountability Act (HIPAA) and CMIA; an update of the HIPAA opt-out mechanism; and detailed information regarding requests for patient lists for mailing.
Administrative Policy 450-13 This policy reflects updates to the circumstances requiring Chancellor, Regental, or Presidential approval of fundraising campaigns as well as the addition of references relevant to HIPAA policies.
Administrative Policy 450-16 Revisions to this policy include the addition of policies regarding requests for patient lists for mailing and an update of the HIPAA opt-out mechanism.
Administrative Policy 300-19 This policy reflects changes in Expenditures of Extramural Funds Policy 300-19. Specific major changes include clarification on the period of cost transfers performed and inclusion of the closeout requirements for completed/expired sponsored project funds.
Administrative Policy 150-12 This policy has been revised to incorporate changes recently made to the University of California Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment specifically, to provide consistency between University policy and the Uniformed Services Employment and Reemployment Rights Act; to provide consistency with recently published regulations that implement the Jobs for Veterans Act; and prohibit retaliation against any employee or person seeking employment for filing a complaint of discrimination or harassment pursuant to the University's nondiscrimation in employment policies, or who participates in any manner in an investigation or resolution of a complaint of discrimination or harassment.
Administrative Policy 300-14 This policy reflects emphasis placed on internal controls including double-custody handling and on UCOP Business and Finance Bulletin BUS 49 dated November 28, 2007. This policy also includes revisions for cash handler requirements—fingerprinting, mandatory training, and yearly refresher training; physical security guidelines; journal processing completion requirements; and controls/separation of duties—expanded previously published information.
Administrative Policy 300-15 This policy reflects the following revisions: expanded opening procedures, changed cash count requirements including both frequency and responsibility, and strengthened requirements for single access to change funds.
Administrative Policy 300-32 Updates to this policy were made to reflect details regarding procedures. The policy includes information on the frequency and responsibility of cash counts, physical security, and mandatory training. The policy also reflects that fingerprints are now required for all custodians.
Administrative Policy 550-20 This new campus administrative policy identifies requirements for communicable disease surveillance and vaccinations to reduce the risk of exposure and the transmission of communicable diseases at its many campus settings and to be compliant with regulations. This policy applies to all students, staff, residents, postdoctoral scholars, trainees, faculty, visiting students and scholars, volunteers, contractors and affiliates who have occupational-based risk due to contact with patients, human subjects, animals, or cell lines, potential for blood-borne pathogen exposure, or other regulatory requirement.
Administrative Policy 650-16 Revisions to this policy reflect changes in California SB 1386, changes to UC Business and Finance Bulletin IS-3 (Electronic Information Security), and updates to weblinks illustrating the new UCSF Information Security and OAAIS websites. The policy has been updated with the change in SB 1386, which redefined information triggering notification to include both medical and health insurance information.
Administrative Policy 550-10 This policy has been updated to reflect campus's entirely smoke free status effective November 20, 2008 including the removal of designated smoking shelters.
Administrative Policy 100-15 The policy has been
revised to
Administrative Policy 200-15 This policy has been updated to reflect the name change from Reprographics/Mail Services to Documents, Media & Mail Services, Campus Life Services including provision of current contact information, replacement of manual form with online system, limitation on campus mail, modification to franking number specifics, and inclusion of current USPS terminology for types of permits.
Administrative Policy 200-17 The updates reflect new principles, definitions, and parking permit allocation language; and additional policy regarding parking space displacement.
Administrative Policy 200-19 Revisions to the policy reflect change in department responsibility from Budget and Finance -- Material Management to Distribution & Storage, Campus Life Services including revised contact information and location for Central Receiving.
Administrative Policy 200-20 This policy has been updated to reflect new services including multi-media (digital photography, videography and web design), self-service copier program and black and white and color posters. In addition, updates were made to the policy associated with department name change to Documents, Media & Mail Services (formerly Reprographics).
Administrative Policy 200-23
Administrative Policy 200-24
Revisions to the policy
Administrative Policy 200-25
Administrative Policy 300-38
This policy has been updated with information on missing
receipts, clarifications to travel related references, and statements regarding
acceptable approvals for travel forms
Administrative Policy 300-22
Revisions to the policy include updates to termino
Administrative Policy 150-25 Revisions to the policy reflect the updated, multi-site nature of the current fitness center facility to include both Millberry and Bakar Fitness and Recreation Centers along with the nature of specific and reciprocal membership.
Administrative Policy 200-26 Clarifications issued to the purpose statement reflecting expanded campus footprint, subsequent shuttle services between locations, and the inclusion of campus fleet management.
Administrative Policy 200-27 Expanded upon language regarding registration and identification of University vehicles to include such topics as disposal requirements for University vehicles.
Administrative Policy 050-21 Revisions to the policy were made to clarify roles and responsibilities in regard to receiving and responding to requests for access to or copies of records made pursuant to the California Public Records Act (CPRA) and the California Information Practices Act (CIPA). Section III. B was added in order to address requests made pursuant to the CIPA.
Administrative Policy 450-15 Section III. E. has been revised to include the authority of the Senior Vice Chancellor – University Advancement and Planning to review and approve proposals for the acceptance of non-art gifts intended for campus beautification (e.g. gift trees, benches, plants), plaques, and memorials as well as their final placement.
Administrative Policy 050-12 Changes have been made to the Letterhead Stationery policy to reflect names of those units responsible for maintaining standards and executing products. (See Section III.)
Administrative Policy 050-13 Rules associated with the use of the UCSF name and logo have been changed to reflect the adoption of a tagline, "advancing health worldwide." Sections III E. and Section IV. have been revised to reflect these changes.
Administrative Policy 200-21 Revisions were made to Sections II., III. A., and IV. Changes made include: 1. addition of a definition of "publication" 2. deletion of "UC San Francisco" as an accepted manner for referring to UCSF in print or online publications 3. reflection of greater oversight of UCSF Public Affairs over all campus publications
Administrative Policy 650-16 Revision to this policy reflects reorganization and clarification per Information Security Committee recommendations, including addenda that cover: Roles and Responsibilities for Securing Electronic Information Resources, Minimum Security Standards for Electronic Information Resources, and UCSF Incident Investigation.
Administrative Policy 650-17 This new campus administrative policy addresses the need for a minimum standard to enable multicasting on the UCSF enterprise network. Multicasting is a bandwidth-efficient form of network communication involving the transmission of information to a subset of multiple recipients. Examples of applications involving one-to-many or many-to-many communications include: video/audio broadcasts, videoconferencing/collaboration, database replication, and software downloads.
Administrative Policy 400-14 This new campus administrative policy outlines the requirements governing industry-sponsored agreements (research, clinical trials, instruction, and other sponsored activities), and sets forth definitions, campus approval requirements for proposals, financial requirements, and roles and responsibilities.
Administrative Policy 350-11 The policy has been revised to include expanded "Definitions," "Policy," and "Responsibility" sections.
Administrative Policy 250-10
This
policy was revised to reflect the change that all gifts toward student loan
funds are exempt from the gift assessment fee; revision indicates that gift
assessment and related fees are applicable to fiscal 2006.
Administrative Policy 400-17 This policy defines cost sharing on sponsored projects. It outlines the investigator and department responsibilities for funding committed cost sharing. The policy became effective on July 1, 2005.
Administrative Policy 400-18 This new campus administrative policy defines program income on federally sponsored activities and other sponsored activities with program income requirements. It outlines the responsibilities of principal investigators, departments, and central administrative units for identifying, accounting, and reporting on program income. The policy became effective July 1, 2005.
Administrative Policy 300-14 The policy has been revised to underline that emphasis has been placed on internal controls and separation of duties; provide details of updated journal processing and daily validation of deposits to bank, process handling of Returned Checks, Physical Security guidelines, reporting of losses or suspicion of misappropriations, and cash handler requirements (fingerprinting, mandatory training and yearly refresher training).
Administrative Policy 300-15
The policy has been
revised to underline the expanded definitions to include descriptions of
Cash Handling,
Administrative Policy 300-16 The policy has been revised to emphasize that UCSF prohibits the cashing of personal checks; and to provide guidance for cashing of Petty Cash checks.
Administrative Policy 300-32
The policy has been
revised to
Administrative Policy 100-17 Policy revised to reflect the change in the name of the Committee on Animal Research (CAR) to the Institutional Animal Care and Use Committee (IACUC).
Administrative Policy 100-19 Policy revised to reflect the change in the name of the Committee on Animal Research (CAR) to the Institutional Animal Care and Use Committee (IACUC).
Administrative Policy 100-21 Policy expanded to include both chemical and environmental safety under the Integrated Safety and Environmental Management System.
Administrative Policy 100-22 Policy revised to reflect that responsibility for oversight of the operations of the Radioactive Drug Research Committee has been delegated to the Associate Vice Chancellor, Research.
Administrative Policy 100-23 Policy revised to reflect that responsibility for oversight of the operations of the Radiation Safety Committee has been delegated to the Associate Vice Chancellor, Research.
Administrative Policy 100-24 Policy revised to include a definition of select agents and to reflect that responsibility for oversight of the operations of the Biosafety Committee has been delegated to the Associate Vice Chancellor, Research.
Administrative Policy 200-28 Policy created to ensure that the Campus assures that any Business Associate with whom it shares protected health information (PHI) handles that information in accordance with federal and state laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA) of 1996. The purpose of this policy is to set forth the requirements necessary to document the UCSF campus' efforts to assure that Business Associates, agents, and subcontractors comply with HIPAA privacy standards and that the Campus or Medical Center knows about, and has the opportunity to take remedial action regarding any breach of duty by a Business Associate.
Administrative Policy 450-13 Policy revised with Health Insurance Portability and Accountability Act (HIPAA) of 1996-related modifications, specifically additions to sections on Definitions (II), Policy (IIIE, 1-7), and Related Policies (V).
Administrative Policy 500-11 Policy revised with Health Insurance Portability and Accountability Act (HIPAA) of 1996-related modifications, specifically additions to sections on Definitions (II), Policy (IIIE, 1-7), and Related Policies (V).
Administrative Policy 550-10 Policy revised to reflect Assembly Bill 846, which as of January 1, 2004 extends the no-smoking zone to 20 feet away from entrances and exits of public buildings, and will add to the prohibited area any place within 20 feet of any operable window. Additions were made to sections on Definitions (II), Policy (III, C-F), Related Policies (V), and References (VI).
Administrative Policy 300-25, Revision of amounts authorized per person for non-exceptional entertainment effective September 2001. Correction of NCA for Food and Facility Costs for Business Meetings/Conferences.
Administrative Policy 300-37, Revision reflects changes to transportation and subsistence expenses sections.
Administrative Policy 650-15, At present, UCSF maintains an Individual Identifier Database (IID), which provides unique identification numbers for all employees, as well as for some house staff and post-doctoral fellow, but the role of the IID will soon become the repository for identity information on any and all individuals about whom UCSF needs to maintain such data, it is essential that there be clear policy defining the subject population. This population definition expresses both the "why" and the "who" of UCSF's policy on storing identity data and will be used to determine, which populations are played in the identity management system.
Administrative Policy 300-23, Revision reflects appropriate NCA 437535 Donations and Contributions (A-21 Unallowable).
Administrative Policy 600-21, Campus policies regarding the naming of UCSF properties, programs, and facilities have been revised to reflect recent modifications to the corresponding UCOP policies.
Administrative Policy 100-32, Policy created for Agreements with Outside Agencies for Faculty Assignments.
Administrative Policy 250-10, The changes correct STIP assessment on endowment income and direct appeals to the Faculty Development Use Committee. (See Section III B and C.)
Administrative Policy 300-30, The change to Section III B.1 reflects revision to Business and Finance Bulletin G-43, Policy on University Memberships in Organizations (Section IV C.2), which requires that a copy of the letter approving a membership in a social organization be provided to the Vice President -- Financial Management by the appropriate Chancellor, Laboratory Director, or Vice President.
Administrative Policy 300-35, The revision clarifies the campus practice for assessing STIP earned by gift and endowment current funds to support development activities.
Administrative Policy 600-15, The changes reflect the establishment of a Building Committee and appointment of its Chair (Section IV. B); updated definitions of minor and major capital projects (Section II); expanded and updated budgets and approvals for major capital improvement projects (Section III. A).
Administrative Policy 600-14, Amends existing policy to reflect current practice and implements new policy on space requests under 5,000 asf, which the Chancellor recently approved.
Administrative Policy 600-20, Clarify guidelines for the creation, installation, and maintenance of all campus signs, in addition to directional signs, in order to establish a consistent identity for UCSF throughout all of its campus sites.
Administrative Policy 100-10, Added reference with link to UCSF Affiliations (as of March 2002)
Administrative Policy 050-11, Added two references and links to Information Technology Services - Computing Policies, Guidelines, and Standards, and University of California Electronic Communications Policy.
Administrative Policy 050-17, Modified section III C. to refer community organizations requesting rooms to contacts at Parnassus Heights, Laurel Heights, Mission Center Building, and Mount Zion.
Administrative Policy 250-10, Policy revised regarding endowment gifts of $5,000 or more and gifts to support scholarships.
Administrative Policy 500-11, Revisions made to reflect correct terminology regarding endowment funds and total return on investment policies and payout.
Administrative Policy 600-19, Update to delegation of authority levels and related changes in rental payment limits, addition of Related Policies including Police Department and American with Disabilities Act Barrier Removal and whole section of Health and Safety Policy, and revision of date notation to reflect most current UC Seismic Safety Policy.
Administrative Policy 100-25, Patents, has been added and reflects the change in responsibility for patent administration to campus Office of Technology Management.
Administrative Policy 100-27, Disclosure of Financial Interest in Private Sponsors of Research, represents delegation of responsibility from the Chancellor to the EVC.
Administrative Policy 100-28, Transfer of Biological Materials, has been added and reflects the change of responsibility from "Intellectual Property Office" to Office of Technology Management.
Administrative Policy 100-16 Research Involving Human Subjects, has been revised to show the following:
the office of origin is now called Research Administration;
federal regulations and guidance are included as parameters by which the International Review Board operates;
modifications to a study must be approved before they are implemented;
expanded details on eligibility for and approval of Committee on Human Research (CHR);
the change in responsibility to EVC;
additional CHR responsibility in that it will review and investigate concerns about issues of human subjects protection and directs corrective action as needed;
21 CFR 50 and 56 are added to the federal regulations for UC to use so that it may assess campus compliance; and
Biosafety (Policy 100-24) is added to related policies.
Administrative Policy 100-17 Research and Instruction Using Animal Subjects, has been revised to incorporate the following:
the Institutional Care and Use Committee will oversee the institution's animal program, facilities and procedures;
responsibility is changed to the EVC;
responsibility is removed from the VC Academic Affairs;
change to the EVC to whom the Committee on Animal Research (CAR) is responsible for making written recommendations regarding any aspect of the animal program, facilities or personnel training;
additional CAR responsibility is to notify investigators, appropriate UCSF officials and appropriate federal oversight agencies of any suspensions and the corrective actions taken when reinstatement of the approval occurs;
additional responsibility of the Principal Investigator is to ensure that all personnel listed in an approved protocol have read, understand, and are thoroughly familiar with all aspects of the study;
additional responsibility of Clinical Veterinarians is reporting to the CAR any serious or ongoing concern regarding the care and use of animals;
Biosafety (Policy 100-24), Radiation Safety (Policy 100-23), and Radioactive Drug Research (Policy 100-22) are added to related policies; and
PHS Policy on Humane Care and Use of Laboratory Animals is added to references.
Administrative Policy 100-19, Ordering
Animals for Research, revised to show the change of name from "Animal Care
Facility" to "
Administrative Policy
100-20, Housing of Animals for Research, has been revised to show the
change of name from "Animal Care Facility" to
Administrative Policy 100-21, Chemical Safety, has been revised to show the change of the office of origin to the Office of Research Services and to show the change of responsibility from the VC Academic Affairs to the EVC.
Administrative Policy 100-22, Radioactive Drug Research, has been revised to show the change of office of origin to the Office of Research Services and to show the change of responsibility from the VC Academic Affairs to the EVC.
Administrative Policy 100-23, Radiation Safety, has been revised to show the change of office of origin to the Office of Research Services and to show the change of responsibility from the VC Academic Affairs to the EVC.
Administrative Policy 100-24, Biosafety, has been revised to show the change of office of origin from Environmental Health and Safety to the Office of Research Services and to show the change of responsibility from the VC Academic Affairs to the EVC.
Administrative Policy 400-10, Academic, Legal, and Financial Policies of Contracts and Grants, has been revised to update names and titles, to show minor changes in policy, and to incorporate the addition of certain definitions.
Administrative Policy 400-11, Eligibility to Submit Proposals for Extramural Funds (PI Status), has been revised to update names and titles, to show minor changes in policy, and to add certain definitions.
Administrative Policy 400-12, Authority to Solicit Contracts and Grants, has been revised to update names and titles, to show minor changes in policy, and to add certain definitions.
Administrative Policy 400-13, Proposal Content Requirements for Contracts and Grants, has been revised to update names and titles, to show minor changes in policy, and to add certain definitions.
Administrative Policy 400-15, Administrative Review and Submission of Contracts and Grants, has been revised to update names and titles, to show minor changes in policy, and to add certain definitions.
Administrative Policy 400-16, Award Acceptance and Execution of Contracts and Grants, has been revised to update names and titles, to show minor changes in policy, and to add certain definitions.
Administrative Policy 550-11, Environmental Health and Safety Management, has been revised to show the change of responsibility to the AVC Research Services and the change in initials, EH&S to OEH&S.
Administrative Policy 550-12, Environmental Health and Safety Purchasing Standards, has been revised to show the change in initials, EH&S to OEH&S.
Administrative Policy 550-14, Environmental Health and Safety Permits, has been revised to show the change in initials, EH&S to OEH&S.
Administrative Policy 150-12, Affirmative Action/Nondiscrimination in Employment, revision expands definition of affirmative action regarding veterans.
Administrative Policy 100-14, Endowed Chairs and Professorships, change in policy allows for some approval signatures to be solicited concurrently.
Administrative Policy 050-14, Use of Campus Public Spaces, revision expands on definition of campus public space.
Administrative Policy 100-14, Endowed Chairs and Professorships, outlines the requirements necessary to establish and disestablish endowed chairs and distinguished professorships.
Administrative Policy 550-19, Personal Pets in UCSF Facilities, outlines the rules governing personal pets and related animals in UCSF buildings.
Administrative Policy 050-21, Access to University Records, has been revised to update campus procedures for complying with requests for the release of public records.
Administrative Policy 250-11, Campus Recharge Activities and Common Cost Allocations has been revised to incorporate the following:
guidelines for recharging costs for conferences and other one time events;
updated references pertaining to new general ledger and on-line financial systems;
revisions necessitated by formation of UCSF Stanford Health Care; and
various smaller corrections to clarify definitions and policy provisions.
Administrative Policy 300-25, Entertainment and Meeting Expense, has been updated with new rates.
Administrative Policy 150-28, Americans with Disabilities Act (ADA) Barrier Removal, explains UCSF's directives for providing accommodations to individuals with disabilities as required under federal law. The policy covers both barriers of a physical (structural) nature and barriers to equal access to UCSF programs and services. UCSF decision-making authority and financial responsibilities are also addressed.
Administrative Policy 050-10, UCSF Organizational Charts, has been updated to reflect recent changes in the campus administrative structure.
Administrative Policy 150-27, Violence in the Work Place, has been established to affirm UCSF's commitment to maintaining a safe workplace that is free from threats and acts of intimidation or violence. This policy describes the processes to follow when any faculty, staff, or student is subject of or witness to these threats and acts of violence.
Administrative Policy 600-20, Signs, has been updated to: (1) reflect the new sign ordering procedure and (2) reference the January, 1998 revised UCSF Signage Standards Manual and Ordering Catalog.
Section 450, Development and Gifts Administration has been updated. Significant changes include:
Administrative Policy 450-11, Acceptance and Acknowledgment of Gifts and Private Grants, was revised to include the acceptance and acknowledgment of gifts to both the UCSF Foundation and The Regents.
Administrative Policy 450-12, Reporting of Gifts and Private Grants, was revised to reflect: (1) copyrights, patents, and royalties as intangible property; (2) gifts of real property are now reported at their fair market value as of the date of formal acceptance; (3) anticipated bequests are not reported as they are revocable; and (4) the elimination of will commitments from the deferred gift section.
Administrative Policy 500-11, UCSF Foundation, has been revised to reflect: (1) non-profits as 501(c)3 organizations; (2) real property as the only gifts-in-kind accepted by the UCSF Foundation; (3) the Board of Directors of the UCSF Foundation assessment of fees for administration and management of UCSF Foundation gift funds.