SPECIAL NOTICE: The UCSD Policy and Procedure Manual was discontinued 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 The former campus paper manuals have been replaced by documents converted to electronic format.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

To review past changes, select one of the following years:
2000     1999

DECEMBER

10-0      Organization Chart

10-0 thru 10-0.3 and 10-0.5 thru 10-0.8   Campus Organization Charts, effective 12/1/2001

These are revised organization charts for the Chancellor and Vice Chancellors excluding Health Sciences and UCSD Healthcare.

SECTION 420 - BUILDING & SPACE

420-9      UCSD Policy on Trailers and Modular Buildings

This policy, previously named UCSD Policy on Temporary Buildings, has been revised effective 6/27/2001. The definitions have been updated, the policy now only pertains to trailers and modular buildings, and the approval process has been refined.

NOVEMBER

395-10 SUP I      Employee Benefit Expenditures, Schedule of Employer Matching Contribution Rates,
                               Effective 7/1/2001

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

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

516-0       Environment, Health & Safety Organization Chart

Environment, Health & Safety Organization Chart, PPM 516-0, effective 8/1/01, has been updated to reflect the new director.

OCTOBER

230-40       Academic Salary Scales

230-40 Academic Salary Scales has been updated to reflect the salary scales effective as of 10/1/01.

SEPTEMBER

230-40 Supplement III       Academic Salary Scales - Others

230-40 Supplement III has been updated to include the Post-Transition Scales for the Academic Coordinator Series - Academic Year and Fiscal Year. These scales were effective as of 7/1/01.

AUGUST

120-9       Course Materials Fees

Under I. References, the Delegation of Authority was updated to reflect the most recent delegation. This delegation, dated 4/2/2000, was updated to reposition the sentence on authority for setting Summer Session Fees and University Extension Fees to make clear that the Chancellors may redelegate the authority to set these particular fees only.


SECTION 150 - CONTRACTS AND GRANTS (Research)

150-14       Facilities and Administrative Cost Rates Development Process & Timetable

Minor corrections were made to this issuance, dated 11/1/98. The definition for Facilities and Administrative (F&A) costs, under Section II.E., has been revised to correspond with 150-15, 150-40, 150-42, 150-43, and 150-45.

150-15       Facilities and Administrative Cost Rates Applicable to Research,
                    Instruction, and other Federal and Non-Federal Sponsored Projects.

Minor corrections were made to this issuance, dated 11/1/98. The definition for Facilities and Administrative (F&A) costs, under Section II.B., has been revised to correspond with 150-14, 150-40, 150-42, 150-43, and 150-45.

150-40       Cost Accounting Standards Compliance

This issuance, effective 8/1/2001, was developed to summarize the primary requeirements imposed on UCSD by the Cost Accounting Standards Board. It addresses the four cost accounting standards as well as the Cost Accounting Standard Board Disclosure Statement (CASB DS-2).

150-42       Classification of Costs as Direct or Facilities and Administrative (Indirect)

This issuance, effective 8/1/2001, was developed to assist individuals responsible for submitting proposals, assigning costs, or preparing billings in compliance with cost classification criteria. These guidelines apply to all cost accounting practices that pertain to or affect the costing of sponsored activities. A decision tree is provided as Supplement I to help in the classification process.

150-43       Accounting for Unallowable Costs

This issuance, effective 8/1/2001, was developed to address unallowable costs - identification and segregation, treatment of, conflicting sponsor guidelines, and exclusion of unallowable costs from proposals, billings, and claims.

150-45       Cost Sharing on Sponsored Projects

This issuance, effective 5/26/66 with revisions 8/1/2001, was updated to reflect a consistent definition of Facilities and Administrative (F&A) Costs, to change the name of Cost Sharing Sub-system to Cost Sharing System, and to change the department name of Extramural Funds to Office of Post Award Financial Services throughout the policy.

JULY

10-0.0       Chancellor's Office Organization Chart

The Chancellor's Office Organization Chart, dated 7/27/01, has been updated to reflect name changes only.

JUNE

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 2000/2001 will be allowed after the Preliminary Ledger cutoff dates.

MAY

523-9 Exhibit A      Disclosure Form Employee-Vendor Relationships

The Disclosure Form - Employee Vendor Relationship has been updated effective 3/2001.

APRIL

10-0.8      Vice Chancellor-Student Affairs Organization Chart

The organization chart, effective 4/17/2001, was reissued to reflect the change in names of various units and new appointments.

SECTION 200 - PERSONNEL-GENERAL

200-9      UCSD Disability Access Guidelines, Supplement I

PPM 200-9, Supplement I, UCSD Contacts for Americans With Disabilities Act 2001-2002, has been updated to reflect changes since 1/1/2000; specifically, new contacts and telephone numbers.

MARCH

250-6      Student Employment Under Staff Titles

The Notice, dated 3/26/01, rescinded PPM/SPM 250-6, Student Employment Under Staff Titles. It was subsequently reissued as Appendix IV , Implementing Procedures for Staff Members

SECTION 490 - CORRESPONDENCE PROCEDURES

490-1      Correspondence Guidelines, 1/1/2001

This new issuance is provided to give general guidance on correspondence procedures.

490-2      Guidelines for Stationery, Business Cards, and Collateral Items, 1/1/2001

This revised issuance clearly defines design specifications and the approved formats for stationery, business cards, and collateral items.

SECTION 510 - USE OF UNIVERSITY PROPERTIES

510-10      Use of University Name and Seal, 1/1/2001

This issuance clarifies the permissible uses and restrictions on uses of the University of Calfornia's name, San Diego campus' name, seals and trademarks. This issuance applies to all media including, but not limited to, print, radio, television, video, motion pictures, and all forms of electronic media (e.g., Internet Web sites and electronic mail).

FEBRUARY

395-10 SUP I      Employee Benefit Expenditures, Schedule of Employer Matching Contribution Rates,
                               Effective 1/1/2001

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

JANUARY

10-0.1      Senior Vice Chancellor-Academic Affairs Organization Chart

The organization chart, effective 1/1/2001, was reissued to reflect the appointment of the Dean, Division of Biology.

SECTION 140 - LIBRARIES

140-0      UCSD Libraries Organization Chart

The organization chart, effective 12/14/2000, was issued to reflect the current structure of the UCSD Libraries.

SECTION 200 - PERSONNEL-GENERAL

200-20       Workers' Compensation

PPM 200-20, Workers' Compensation has been updated from 8/15/97 to 1/1/2001. This change is a date change only.

SECTION 230 - PERSONNEL-ACADEMIC

230-40 Supplement III      Academic Salary Scales

Supplement III, effective 1/1/01, was reissued to reflect a special market - related adjustment for the Intern, Resident or Post-M.D. salary scales.

230-40 Supplement III      Academic Salary Scales

Supplement III, effective 1/1/01, was updated to reflect the Unit 17 Represented Librarians Fiscal Year Pre-transition scale and Post-transition scales. The Post-Transition scales are new.