Policies

UCSF campus organizational chart

Differentiates between appropriate and inappropriate use of University property.

Acceptance of legal notices such as claims, summons and complaints, or subpoenas.

Guidelines for the creation, organization, maintenance, use, retrieval, and disposition of University records.

The administration of University Archives.

Responsibilities under the California Public Records Act and California Information Practices Act for responding to requests for access to UCSF documents.

Protocol for display of national and state flags at multiple campus locations.

Outlines scope of powers, service areas, and organization of UCSF Police Department.

Guidelines and responsibilities for entering into affiliation agreements between UCSF and other institutions or hospitals.

Defines the arrangement under which health sciences faculty are compensated for performing activities in connection with education, research, and patient care.

Clarifies the availability of UCSF library services, privileges and access to the library, and gifts made to the library.

Establishment, disestablishment, and maintenance of endowed chairs and professorships.

Responsibilities of the International Students and Scholars Office (ISSO) and campus units with regard to sponsoring international students and scholars for study, employment, research, clinical service, and visits of any duration.

Guidelines for the administration of continuing education programs offered by academic departments.

Requirements for Intergovernmental Personnel Act Assignment Agreements under which academic appointees are temporarily assigned to Veterans Affairs Medical Centers.

Requirements for Intergovernmental Personnel Act Assignment Agreements (IPAs) or other agreements with outside agencies (does not apply to IPAs with VA Medical Centers) under which academic appointees are temporarily assigned to locations other than UCSF.

Designated employees are required to file statements of economic interests. All employees must disqualify themselves from participating in a University decision when a financial conflict of interest is present.

UCSF program to prevent illegal drug and alcohol use by employees and students, and its annual notification of each employee and student of the program.

Regarding equal employment opportunities to all individuals and affirmative action for qualified members of groups underrepresented in the workforce.

Responsibility of UCSF to prevent, correct, and, when necessary, discipline behavior to create and maintain a community in which all individuals can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation, including sexual harassment and sexual violence.

Deaths of UCSF personnel must be reported to the appropriate offices.

Ensures the distribution and use of photo identification cards for all University employees and students.

Employees and/or applicants for certain positions designated as "critical" must undergo background checks.

Employees are free to speak languages other than English in the workplace.

Guidelines for the formation of campus organizations and eligibility for membership.

The circumstances that require a UCSF employee to enroll in the California Department of Motor Vehicles (DMV) Employer Pull Notice program and actions the University may take if the University is notified of any disqualifying action reported by the DMV.

Directs and outlines the responsibilities for UCSF employees; supervisors; UCSF Disability Management Services; and UCSF Workers’ Compensation should a work-related injury or illness arise within the course and/or scope of employment.

Establishes eligibility for membership at UCSF Fitness & Recreation Centers.

Ensure nondiscrimination in the selection, employment, and advancement practices of applicants and employees with disabilities in compliance with federal and state regulations.

UCSF commitment to a safe environment that is free from bullying, intimidation, threats, and/or acts of violence.

Establishes the decision-making authority and financial responsibilities at UCSF for Programmatic and Physical Barrier Removals and Accommodations required under the federal Americans with Disabilities Act (ADA) and the California State Fair Employment and Housing Act (FEHA).

Responsibilities regarding interactions between the University community and industry relating to educational, clinical, and research activities. 

Delineates guidelines for the use of centralized campus mail services.

How employees may obtain notary public appointments and outlines the policies that appointees must observe in the execution of these duties.

Basic rules governing parking and the use and allocation of parking permits.

Rules governing the receipt of goods (including equipment, furniture, and supplies) for official University business, inspection for damage, and delivery to the ordering departments.

Use of internal printing and copying services and administration of charges for these services.

Use of storage space available to campus departments through Logistics.

Rules governing the purchase of gas and ethanol from Logistics for conducting University business.

Rules governing the disposal of capital asset surplus equipment.

Use of and access to campus transportation assets.

Rules governing the use of University of California San Francisco owned and leased vehicles.

Documents UCSF's obligation to ensure that Business Associates, agents, and subcontractors comply with privacy and security laws and regulations and to take remedial action regarding any breach of duty by a Business Associate.

Ensure compliance with federal laws pertaining to Identity Theft and to set forth guidelines for establishing the UCSF Identity Theft Prevention and Response Programs.

Ensure prudent and safe use of alcoholic beverages and to promote responsible behavior regarding the service and consumption of alcoholic beverages.

Describes sanctions taken by UCSF when workforce members fail to comply with our patient privacy and confidentiality policies and procedures. 

Use of the University name, seal, UCSF logo, and adherence to the UCSF brand identity.

A single administrative department is delegated authority to coordinate, maximize, and facilitate all interactions with press, other news media, and commercial entities.

Campus standards for consistent quality and content of all publications intended to promote or explain the programs or activities of UCSF.

Graphic standards for UCSF letterhead stationery and business cards and guidelines for their appropriate use.

Managing accounts receivable including granting of credit, invoicing, recording and reconciling the transaction in the financial records, collection efforts, and write-offs of delinquent accounts.

The establishment and administration of agency funds when UCSF may act as a fiscal agent for outside agencies such as student, faculty, staff, governmental, or private organizations or activities. 

Adhering to minimum requirements related to the handling and processing of cash and cash equivalents to ensure that these assets are protected, accurately processed, and properly reported. 

Responsibilities of principal investigators to incur expenditures in accordance with applicable guidelines.

Conditions under which financial or material contributions and donations may be made by the University, and approval authorization. 

Circumstances in which payment of honoraria is appropriate and defines eligibility for payment.

Ensure that departments meet federal and state regulatory standards and UCSF is in compliance with applicable labor requirements for the timely completion of new hire documentation.

Distribution of Short Term Investment Pool (STIP) earnings at the UCSF campus.

Eligibility requirements and purpose of travel grants awarded by the Academic Senate.

On making advance payments to vendors and the proper documentation needed in order to protect the financial interests of UCSF.

Defines UCSF “affiliates” and “financial systems” and establishes rules and procedures for affiliate access to financial systems.

UCSF-specific policies relating to the areas of travel, meeting, and entertainment that are not covered by UC Office of the President policies.

Outlines the requirements and responsibilities regarding the establishment, use, replenishment, custodian transfer, termination, and physical security of petty cash and change funds.

Provides an overview of the University’s month-end and year-end financial closing process.

Governs verification of general ledger (GL) transactions, which is essential for an effective internal control environment.

Sets forth the repayment provision for faculty receiving a payment under the Faculty Recruitment Allowance Program (FRAP) as part of their recruitment.

Establishes a mechanism for defining, establishing, and closing sales and service center activities and for developing, requesting, and implementing the rates for these activities.

Outlines responsibilities for monitoring deficits and identifies types of corrective action administrative officials should take to resolve deficits.

Outlines the scope, responsibilities and procedures that will be employed in coordinating and managing external agency audit and investigation activities at UCSF.

Outlines the objectives and principles of campus internal controls.

Ensures appropriate scientific and financial management of research, training, and other extramurally funded projects.

Outlines eligibility to submit proposals for extramural funds.

Defines the authority to solicit and accept or execute contracts or grants for instruction or research.

Defines responsibilities for the review, acceptance, and execution of contracts and grants.

Mandates compliance with all federal regulations, state laws, and University of California policies governing the use of human subjects in research.

Ensures institutional compliance with all applicable federal and state laws and regulations and University policies governing the use of animals in research.

Mandates that all animals used for research at UCSF must be housed in designated animal care facilities in order to comply with federal regulations.

Establishes UCSF standards for Clinical Trial registration to comply with Food and Drug Administration requirements and to secure the ability to publish clinical trial results under the International Committee of Medical Journal Editors standards.

Establish the rights of the various parties interested in potentially patentable inventions.

Research at UCSF must be conducted in a manner appropriate to its academic goals to protect and maintain the integrity of research and of the institution.

Requirements to track research study participants and events in OnCore and APeX; expectations for compliance with internal control standards to ensure integrity of billing procedures for clinical trials.

Establishes authority to solicit funds through gifts, private grants and events.

Establishes authority to accept and acknowledge gifts and private grants.

Outlines the criteria used in determining gift or private grant status and relevant reporting requirements.

Establishes authority to approve and conduct fundraising campaigns.

This policy is under revision.

Governs acceptance of, liability for, and placement of campus art, non-art gifts intended for campus beautification, and memorials.

Ensures that fundraising events are consistent with campus and University of California goals and policies.

Describes how UCSF implements UCOP Administrative Guidelines for Allocation, Reallocation and Administration of Gifts and Bequests Received.

Outlines the campus application of an infrastructure and operations (I&O) assessment to gifts and endowment income to provide a portion of the financial support needed to fund campus infrastructure and core administrative services. 

Sets forth to enlist volunteer leadership of support groups in UCSF's implementation and stewardship of activities conducted in its name. 

Describes the UCSF Foundation, which supports UCSF’s core mission of advancing health worldwide by raising money for the University, and its relationship to UCSF.

Ensures consistent, accurate, and timely communication with government officials and agencies.

Ensures the development of positive relations with community organizations and ensures that campus resources are effectively shared with the community.

Provides for a smoke-free campus policy to minimize health risk, improve the quality of air, and enhance the environment in all facilities.

Ensures that certain types of equipment meet minimum Occupational Safety and Health Administration (OSHA) and other regulatory standards.

Delineates services provided by the Employee Health Service to comply with this mission.

Provides guidance with respect to presence of animals at UCSF.

Identifies requirements for UCSF-wide surveillance and vaccinations to reduce the risk of exposure and transmission of communicable diseases at UCSF locations. 

Assigns actions and responsibilities required for confirming a UCSF campus exposure to a communicable disease.

Provides for a tobacco-free at work policy to minimize health risks, improve air quality, and enhance the environment at UCSF locations including the surrounding community.

Delineates campus, departmental, student, staff, and faculty responsibilities to ensure emergency preparedness and responsiveness.

Establishes requirements and responsibilities for the safe use of hazardous chemicals in all facilities at UCSF. 

Promotes safe operations of drones and model aircraft while meeting the University’s regulatory compliance and reporting requirements.

Delineates responsibilities for all UCSF employees, students, visitors, volunteers, and contractors to work safely, and to identify and correct hazards in the workplace.

Ensures necessary radiological and pharmacological safety for subjects who participate in certain research protocols using radioactive substances.

Describes UCSF Radiation Safety Committee and responsibilities for the use of any and all sources of ionizing radiation at UCSF facilities.

Ensures the safe conduct of research using infectious agents, select agents, and recombinant DNA technology.

Ensures compliance with the provisions of the UC Policy on Sustainable Practices.

Designates central control point for UCSF badges, keys, and locks used to secure equipment or doors of UCSF locations.

Centralizes the scheduling of courses and use of instructional space on campus through the Registrar.

Delineates requirements for use of UCSF facilities available to provide UCSF community members and eligible non-University groups conference space.

Outlines responsibilities for maintenance services on campus and delineates personnel authorized to perform work on UCSF-occupied space.

Establishes guidelines for the creation, installation, and maintenance of all campus interior and exterior signs and signage programs.

Ensures that all naming in recognition of an honoree is consistent with the University's role as a public trust.

Delineates authorization for access to critical building control points for the systems that regulate power and other utilities for the campus.

Designates Facilities Services as the office responsible for providing all utilities except telephone services and data line connections.

Ensures that space is allocated, used, and managed, with a view toward promoting UCSF's mission, overall vision and strategic goals.

Regulates the UCSF Video System, intended to deter crime and enhance the overall safety and security of UCSF locations.

Provides criteria for the use of campus open space and special use areas by eligible organizations.

Requires that the exercise of free and open expression on University Property is conducted compliant with First Amendment rights, with orderly and civil behavior that ensures public safety, does not disrupt University operations, or damage UCSF Property.

Establishes the requirement to maintain a system of record for identity and location data for all UCSF employees, learners, and affiliates. 

Delineates the approvals that are needed for remodeling and new construction projects requiring communications cabling or conduit.

Required protocol for traffic being routed over the backbone network.

Prohibits network activities undertaken within a UCSF unit that may result in security risks or inappropriate use of the campus network and online resources.

Defines the populations included in the University of California San Francisco (UCSF) infrastructure for identity management. 

Provides for compliance with federal and state law, regulations, and UC policy governing security and confidentiality of Institutional Information.

Addresses the need for a minimum standard to enable multicasting on the UCSF enterprise network. 

Defines the scope of authorized and acceptable use of UCSF Institutional Information and IT resources.

Describes the monitoring, logging, and retention of network traffic at UCSF.

Governance in regard to sharing UCSF-owned Personally Identifiable Information (PII) and PII-Derived Data with entities external to UCSF.

Requires that principal investigators disclose financial interests in private sponsors of their research and conflict of interests must be assessed, managed and, if necessary, eliminated.

Provide a reasonable expectation that PHS-sponsored Activities will be conducted free of bias resulting from Investigator financial conflicts of interest.

Describes the conditions under which certain financial interests should be disclosed by all Investigators.

Defines the authority and responsibility for UCSF response in relation to a potential or actual privacy breach of PHI.