SPECIAL NOTICE: The UCSD Policy and Procedure Manual will no longer be issued to the Campus in paper form effective January 1, 1999. The former campus paper manuals have been replaced by documents converted to electronic format. All new and updated policies are in html format. We are in the process of providing Exhibits and Supplements in both HTML and PDF formats for ease of viewing, filling in forms, and printing documents. All new revisions should be complete, older policies are being updated on an ongoing basis. If you cannot access them on the web at http://adminrecords.ucsd.edu/ppm or have questions, please contact Administrative Records at x43393 or direct correspondence to mail code 0014 or e-mail .

Notification of updates to the manual are distributed to the Notices listserve. To subscribe send a message to listserv@ucsd.edu with the following message: subscribe [your email name] ucsd-notices

DECEMBER

SECTION 140 - LIBRARIES

Minor revision was made to PPM 140-1, University of California Libraries. A hypertext link to the UCSD Libraries Mission Statement was provided and reference to the date deleted.

140-2    Departmental and Private Binding

PPM 140-2, dated 10/27/88, Departmental and Private Binding, has been deleted from the manual as it no longer applies.

SECTION 365 - TRAVEL

A minor (strikeout) revision was made to PPM 365-2, Exhibit C, Mileage Reimbursement Rates. The standard mileage reimbursement rate used to reimburse travelers and employees for the use of ther privately-owned automobiles is 34.5 cents per mile effective January 1, 2001.

365-5    Moves and Transfers

A minor (strikeout) revision was made to PPM 365-5, Moves and Transfers. The special rate used for relocation expense purposes increases to 12 cents per mile effective January 1, 2001.

SECTION 410 - GIFTS AND ENDOWMENTS

PPM 410-10, Assessment of Current Gift and Private Grant Fund Interest Earnings from UCSD and the UC San Diego Foundation has been revised. As of July 1, 2000, earnings provided to External Relations that are not used for annual operating costs are available for expenses associated with a significant fundraising campaign currently in the planning stages. Minor title changes were also made.

NOVEMBER

SECTION 10 - CAMPUS ORGANIZATION

10-0 thru 10-0.9   Campus Organization Charts, effective 11/1/2000

These are revised organization charts for the Chancellor, Vice Chancellors, and UCSD Healthcare.

SECTION 135 - COMPUTING SERVICES

The UCSD Web Policy, PPM 135-6, dated 10/16/00, describes the applicability of certain laws and University policies to UCSD Web Sites and Pages.

SECTION 230 - ACADEMIC PERSONNEL

In response to the needs of academic employees, department chairs, and deans in processing requests for sabbatical and other types of academic leaves of absence, University and campus policies have been incorporated into the Policy and Procedure Manual. PPM 230-10, dated 10/1/00, is designed to detail leave policies and procedures for academic appointees at UCSD and to provide quick access to the general policies, procedures, and approval authority charts specific to this campus.

230-40              Academic Salary Scales

SECTION 510 - USE OF UNIVERSITY PROPERTIES

Minor revisions are noted on the existing policy, dated 4/1/81. Under C. Policy, the fourth paragraph was amended to clarify under what circumstances the campus can contract with external entities and that, except as allowed, commercial activity is strictly prohibited. In addition, titles and department names have been updated where necessary.

510-1 Section XII    The Distribution, Posting, and Exhibiting of Non-Commercial Literature on University Property

This issuance was updated to notify all students, faculty, and staff at UCSD of a recent incident involving the erroneous dissemination of an outdated version of the UCSD Policy for the Distribution, Posting, and Exhibiting of Non-Commercial Literature on University Property, referred to as the "UCSD Posting Policy." Please be advised that the only posting policy applicable and enforceable at UCSD is the one set forth in Section 15.15.11.10 of the UCSD Policies and Procedures Applying to Student Activities, effective September 1, 2000, and PPM 510-1 Section XII, effective September 1, 2000. This policy prohibits UCSD officials from engaging in any content-based censorship on the basis of the perceived offensiveness or discriminatory nature of the speech of materials posted on campus.

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

The Environment, Health & Safety Organization Chart, dated 11/27/00, was updated to reflect the current organizational structure.

SECTION 523 - PURCHASING

The Employee - Vendor Relationship Disclosure Form, PPM 523-9 Exhibit A, was updated as of 5/00 and made available on the web in November as a fill-in pdf form.

OCTOBER

SEPTEMBER

AUGUST

JULY

200-9 Supplement I     UCSD DISABILITY ACCESS GUIDELINES

Minor revision to contact under Access Improvement Plans, Supplement I.

JUNE

NEW AND REVISED UC PERSONNEL POLICIES FOR STAFF MEMBERS

STAFF POLICIES 67/TERMINATION OF CAREER EMPLOYEES-MANAGERS AND SENIOR PROFESSIONALS and 71/RESOLUTION OF CONCERNS are new and applicable for Grades VII and IX. These policies establish at-will conditions of employment for employees appointed to MSP Grades VII and IX. It is important to advise newly recruited and other employess who may be promoted to positions at MSP Grades VII and IX of related employemnt conditions.

STAFF POLICIES 65/TERMINATION OF CAREER EMPLOYEES-MANAGERS AND SENIOR PROFESSIONAL and 70/COMPLAINT RESOLUTION are applicable of Grades I through VII (corresponds with UCSD's MSP Grades A-D). The content of these Policies have not changed, but coverage is now limited to employees appointed to Grades I through VII.

The Policies are effective March 1, 2000 and may be accessed on the Office of the President website at:
http://atyourservice.ucop.edu/employees/policies/staff_policies/.

SECTION 300-60 FINANCIAL ADMINISTRATION-GENERAL

300-60       Fiscal Closing

All Manual Holders, departmental bookkeepers and other personnel involved in the Fiscal Closing process should become thoroughly familiar with this issuance. As in the prior year, there will be only two closing ledger cycles, the Preliminary and the Final. The deadlines for enteries to the Preliminary ledger are included in Supplement I. No departmental activity affecting 99/00 will be allowed after the Preliminary Ledger cutoff dates.

MAY

SECTION 300 - ACCOUNTING PROCEDURES - GENERAL

300-51       Account Code Validation

Account Code Validation tool is intended to identify account codes that are, or may be, out of compliance with applicable regulations. By identifying financial transactions with invalid account code/fund combinations at their point of entry, departments may enter their corrections immediately. This avoids the need to make corrections when the project is in the closing process resulting in delays and missed deadlines.

300-53       Early Index Inactivation

The Early Index Inactivation tool provides departments the means to restrict expenditures on a sponsored project. These restrictions usually apply when a contract or grant is (or close to) exceeding the funded allocation, or near the end of the contract/grant year. This is acheived by the entry of an Early Index Inactivation Date (EIID) to the IFIS Chart of Accounts (COA) for a sponsored project's Index Number.

APRIL

510-1 Section XII      Distribution, Posting and Exhibiting of Non-Commercial Literature on University Property

This revision clarifies where and how non-commercial literature can be posted on campus property.

MARCH

395-10 Supplement I  -   Employee Benefit Expenditures
                           Schedule of Employer Matching Contribution Rates, Effective 1/1/2000

This revision incorporates additions, changes and deletions of employee benefit rates since the last revision.

FEBRUARY

350-50      University Membership In Organizations

University membership in organizations promotes the advancement of education and research, enhances the professional standing of its administrative personnel, and facilitates favorable community relations. Accordingly, 350-50 has been revised in its entirety.  Of special importance is that the policy and procedure for memberships necessary for acquiring subscriptions has been greatly simplified, including procedures for using UCSD's Express Card.

350-30      University Sponsored Entertainment

This revision governs the manner and extent to which UCSD may extend hospitality for business purposes.    In addition, it provides maximum per-person rates authorized for entertainment and specifies the allowable funds.

SECTION 200-9 Supplement I - UCSD CONTACTS FOR AMERICANS WITH

200-9      Chancellor's Office

Supplement I has been updated to reflect changes since 1/1/99; specifically, new contacts and telephone numbers.

JANUARY

516-1      UCSD Health & Safety Policy

This policy was reissued to affirm UCSD's commitment to providing a safe environment for our students, faculty, staff, and visitors. With the passage of Assembly Bill AB 1127 on Employee Safety Legislation, it is crucial for the University to provide a healthy & safe workplace and to eliminate conditions that could result in personal injury and ill health.