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 The former campus paper manuals have been replaced by documents converted to electronic format.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:
2002      2001      2000      1999

DECEMBER

SECTION 270 - CEREMONIES, CONDUCT & DISCIPLINE

270-7      Smoke Free Policy

Effective January 1, 2004, new state of California legislation extends the no-smoking zone from 5 feet to 20 feet away from the doorway, entryway, operable window or ventilation intake duct of any facility. The Smoke Free Policy was revised to reflect this change.

NOVEMBER

SECTION 10 - CAMPUS ORGANIZATION

10-0.1      Senior Vice Chancellor-Academic Affairs Organization Chart

The campus organization charts for the Senior Vice Chancellor-Academic Affairs has been updated. The chart is effective 11/1/2003. Version 2 was posted 12/8/03 to reflect a correction under the Associate Vice Chancellor Undergraduate Education.

10-0.4      Vice Chancellor-Health Sciences Organization Chart

The campus organization charts for the Vice Chancellor-Health Sciences has been updated to reflect the appointment of D. B. Hoyt as Interim Chair, Department of Surgery. The chart is effective 11/1/2003.

SECTION 135 - COMPUTING SERVICES

135-7      Security for Electonic Information at UCSD

Campuses are required to establish local implementation guidelines for electronic information resources (EIRs) in response to the UC Business and Finance Bulletin IS-3, Electronic Information Security. The UCSD Electronic Information Security Task Force (EISTF) has developed these guidelines.

SECTION 160 - STUDENT MATTERS - GENERAL & UNDERGRADUATE

160-6      Protocol for Campus Notification in the Event of a Student Death

160-6, Protocol for Campus Notification in the Event of a Student Death, effective 11/1/2003, was amended to include the Chair, Academic Department of the undergraduate student's major in list of offices receiving notification of reports of student deaths.

SECTION 230 - PERSONNEL - ACADEMIC

230-8      Endowed Chairs and Professorships

230-8, Endowed Chairs and Professorships, has been revised to encompass changes intended to encourage the creation of endowed chairs, define criteria for new endowed chairs, and streamline the campus process for creation of endowed chairs. In addition, technical changes were made throughout the policy, including links to detailed endowed chair creation and appointment processes on Blink.

OCTOBER

SECTION 10 - CAMPUS ORGANIZATION

10-0 through 10-0.9      Campus Organization Charts

The campus organization charts for the UCSD campus have been updated to reflect the appointment of the Acting Chancellor. The charts are effective 10/1/2003.

SEPTEMBER

SECTION 160 - STUDENT MATTERS - GENERAL & UNDERGRADUATE

160-6      Protocol for Campus Notification in the Event of a Student Death

160-6, Protocol for Campus Notification in the Event of a Student Death, effective 10/1/2003 was amended to include more offices that are generally provided notification of reports of student deaths.

SECTION 230 - PERSONNEL - ACADEMIC

230-40      Academic Salary Scales

230-40, Academic Salary Scales, has been updated to reflect the University of California Title Code Web Inquiry System, which may be used to access salary scales for Lecturers effective 7/1/2003.

SECTION 350 - DISBURSEMENTS

350 Table of Contents      Disbursements

Section 350, Disbursements, has been rescinded effective 10/1/2003.

AUGUST

SECTION 160 - STUDENT MATTERS - GENERAL & UNDERGRADUATE

160-6      Protocol for Campus Notification in the Event of a Student Death

160-6, Protocol for Campus Notification in the Event of a Student Death, is intended to assist various members of the UCSD community, including key administrative officers, that are generally provided notification of reports of student deaths with the necessary process for dealing with the death of a student.

SECTION 470 - GENERAL COUNSEL

470-1      UCSD Guidelines for Serving, Accepting and Responding to Subpoenas

470-1, UCSD Guidelines for Serving, Accepting and Responding to Subpoenas, is intended to offer a centralized process for handling subpoenas involving UCSD business. The guidelines are designed to: (a) guide persons serving a subpoena on UCSD or UCSD faculty, staff or students involving UCSD business; and (b) provide the members of the UCSD community with a centralized process for accepting service of and responding to subpoenas involving UCSD business. Only Risk Management is authorized to accept a subpoena that involves UCSD business.

JULY

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

10-0     Organization Chart

10-0 thru 10-0.3 and 10-0.5 thru 10-0.8   Campus Organization Charts, effective 7/1/2003

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

SECTION 395 - BUSINESS & FINANCIAL SERVICES - PAYROLL

395-10 SUP I       Employee Benefit Expenditures, Schedule of Employer Matching Contribution Rates, Supplement I

Employee Benefit Expenditures, Schedule of Employer Matching Contribution Rates, was updated to reflect the rates effective 7/1/2003. These changes were for PERS FICA, PERS-NonFICA, Retiree (Annuitants Benefits), and Workers' Compensation Insurance.

JUNE

SECTION 230 - PERSONNEL-ACADEMIC

230-40 Supplement III       Academic Salaries - Intern Resident

The Office of the President has released a revision to the salary scale effective May 1, 2003 for non-represented house staff.

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

516-0       Enivironment, Health and Safety Oganization Chart

The organization chart for Environment, Health and Safety has been updated. The chart is effective 6/27/2003.

SECTION 140 - LIBRARIES

140-0       UCSD Libraries Organization Chart

The organization chart for UCSD Libraries has been updated. The chart is effective 5/27/2003.

SECTION 510 - USE OF UNIVERSITY PROPERTIES

510-1 Section XIII       Consumption of Alcoholic and/or Malt Beverages

PPM 510-1, Section XIII, Consumption of Alcoholic and/or Malt Beverages, effective 4/1/2003, has been updated to reflect current organizational responsibilities and policy. Campus Risk Management has assumed several roles previously attributed to the Business Office. In addition the Police department is no longer an approver, but is the Office of Record for the Use of Alcoholic and/or Malt Beverages Form. The Police department also issues the permit upon receipt of the necessary approvals.

SECTION 10 - CAMPUS ORGANIZATION

10-0.1      Senior Vice Chancellor-Academic Affairs Organization Chart

The organization chart for Academic Affairs has been updated to reflect Frieder Seible's appointment as Dean, Jacobs School of Engineering. The chart is effective 6/1/2003.

SECTION 420 - BUILDING AND SPACE

420-6       UCSD Policy for Commemorative Installations

PPM 420-6 has been suspended effective immediately until a new policy is created. This is anticipated to be a nine month process and a new policy should be in place by March 1, 2004.

Note: During this time, no Commemorative and Memorial applications will be accepted.

MAY

SECTION 10 - CAMPUS ORGANIZATION

10-0.7      Vice Chancellor-Resource Management & Planning Organization Chart

PPM 10-0.7, Vice Chancellor-Resource Management Organization Chart, dated 5/1/2003, has been updated to reflect title changes for Chief of Staff and Technology Transfer & Intellectual Property Services. All other information remains the same.

10-0.8       Vice Chancellor-Student Affairs Organization Chart

PPM 10-0.8, Vice Chancellor-Student Affairs Organization Chart, dated 5/12/2003, has been updated to reflect the new Asst Vice Chancellor Admissions and Enrollment Services. All other information remains the same.

APRIL

SECTION 420 - BUILDING AND SPACE

420-9      UCSD Policy on Trailers and Modular Buildings

PPM 420-9, UCSD Policy on Trailers and Modular Buildings, dated 6/27/2001, has been updated to add an additional reference to the Design Guidelines for Temporary Buildings. All other information remains the same.

SECTION 200 - PERSONNEL-GENERAL

200-9 Sup I      UCSD Disability Access Guidelines, Supplement I

PPM 200-9, Supplement I, UCSD Contacts for Americans With Disabilities Act 2003, dated 4/1/2003, has been updated to reflect minor changes to two titles. All other information remains the same.

MARCH

135-3       Network Security

Effective March 1, 2003, Network Security has been expanded to address issues regarding the network infrastructure, network connectivity, and provision of network services. In addition, there are guidelines for departmental firewall needs as well as procedures for blocking network service ports. This policy is provided in pdf format for ease of use. Navigational aids have been included in the pdf version including bookmarks and web links.

SECTION 230 - PERSONNEL-ACADEMIC

230-20       Appointment of Academic Personnel

Effective March 1, 2003, Appointment of Academic Personnel, has been updated to reflect the current requirements for appointment of Academic Personnel. This policy is provided in pdf format so that all necessary exhibits and forms can be provided via links for ease of use. Navigational aids have been included in the pdf version including bookmarks, web links, and an index.

230-28       Academic Appraisals, Merits, Promotions and Reappointments

Effective March 1, 2003, Academic Appraisals, Merits, Promotions and Reappointments, has been updated to reflect the current requirements for review of Academic Personnel. This policy is provided in pdf format so that all necessary exhibits and forms can be provided via links for ease of use. Navigational aids have been included in the pdf version including bookmarks, web links, and an index.

SECTION 395 - BUSINESS & FINANCIAL SERVICES - PAYROLL

PPM 395-10, Employee Benefit Expenditures was updated to under IV. Procedure, B. Operating Ledger, to establish that an alternate unrestricted, discretionary fund be used to support the cost of Employee benefits when the granting agency expressly limits or prohibits the employee benefit charges as a direct expense against that grant. Also 395-10 SUP I, Employee Benefit Expenditures, Schedule of Employer Matching Contribution Rates, was updated to reflect the rates effective 1/1/2003.

FEBRUARY

10-0.1       Senior Vice Chancellor-Academic Affairs Organization Chart

The organization chart for Academic Affairs has been updated to reflect the latest change to the Exec Assistant to the Sr. Vice Chancellor. The chart is effective 2/10/2003.

SECTION 150 - CONTRACTS AND GRANTS (RESEARCH)

150-75      Committee on Research

PPM 150-75, Committee on Research, dated 2/14/2003, has been updated to accurately reflect the composition and charge of the Committee on Research and the Subcommittees.

150-76      Committee on Research Research Grants-Faculty and Departmental

PPM 150-76, Committee on Research Research Grants -Faculty and Departmental, dated 2/14/2003, has been updated to incorporate changes to the application process.

150-78      Committee on Research Research Grants-Travel to a Scholarly Meeting

PPM 150-78, Committee on Research Research Grants -Travel to a Scholarly Meeting, dated 2/14/2003, has been updated to incorporate recent changes to travel policy.

150-79      Committee on Research Research Grants-Intercampus Exchange Opportunity Fund

PPM 150-79, Committee on Research Research Grants -Intercampus Exchange Opportunity Fund, dated 2/14/2003, has been updated to reflect recent changes to travel policy and the application process.

SECTION 160 - STUDENT MATTERS (GENERAL & UNDERGRADUATE0

160-2       Disclosure of Information from Student Records

PPM 160-2, Disclosure of Information from Student Records, dated 2/14/2003, has been updated to include changes incorporated in UC Policies Applying to the Disclosure of Information from Student Records, revised April 25, 2002.

SECTION 200 - PERSONNEL-GENERAL

200-9 Sup I      UCSD Disability Access Guidelines, Supplement I

PPM 200-9, Supplement I, UCSD Contacts for Americans With Disabilities Act 2003, dated 1/1/2003, has been updated to reflect changes since 1/1/2002; specifically, new contacts and telephone numbers.

SECTION 230 - PERSONNEL-ACADEMIC

230-40       Academic Salary Scales

Effective August 1, 2002, Senior Lecturer w/SOE and Senior Lecturer w/PSOE titles should be paid at a level no less than Professor, Step I, pursuant to APM 285.18. On Supplement I, page 8, the 10/01/02 scales for Academic and Fiscal year Senior Lecturers with Security of Employment have been modified accordingly.

The Alphabetical and Numerical Index of Titles has been updated to include the following title codes:

2709      Resident Physician I/Represented, Supplement III, page 6
2723      Resident Physician II-IX/Represented, Supplement III, page 6
2738      Chief Resident Physician/Represented, Supplement III, page 6
0802      Asst Vice Chancellor
0803      Assoc Vice Chancellor

Also, the following title codes have been modified by adding /Non Represented to their title as they currently show: 2708, 2711, 2724, 2728, 2729.

SECTION 380 - BUDGET

380-6       Budget Administration of the State Employee Benefits Program

The primary change in this issuance, effective 3/1/2003, includes policy as it relates to non-budgeted salary activity. For all employee benefit costs incurred as a result of payroll from non- budgeted temporary salary activity, departments are responsible for providing benefits funding to the central benefits program. Other policy and procedural modifications include handling of FTE position adjustments and management of departmental employee benefits ledger activity.

SECTION 410 - GIFTS AND ENDOWMENTS

410-10       Assessment of Current Gift and Private Grant Fund Interest Earnings from UCSD and the UC San Diego Foundation

Effective July 1, 2002, the first 2% of earnings on current gift and private grant funds held by The Regents and the UC San Diego Foundation will be allocated to the Vice Chancellor units associated with the individual funds for use as needed to support the academic mission. Current gift and private grant fund investment earnings in excess of 2% will be transferred to the Vice Chancellor- External Relations to assist in funding the capital campaign.

JANUARY

10-0       UCSD Administrative Organization Chart

The overall organization chart for UCSD has been updated to reflect the changes to Academic Affairs. The chart is effective 1/1/2003.

10-0.1       Senior Vice Chancellor-Academic Affairs Organization Chart

The organization chart for Academic Affairs has been updated to reflect the latest changes. The chart is effective 1/1/2003.