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 The former campus paper manuals have been replaced by documents converted to electronic format.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:
2003      2002      2001      2000      1999

DECEMBER

135-5      UCSD Electronic Communications Procedures and Practices

The UCSD campus has developed the UCSD Electronic Communications Procedures and Practices in response to the UC Electronic Communications Policy. This issuance supersedes previous policies adopted by UCSD concerning its subject matter, including PPM 135-5, UCSD Electronic Mail Procedures and Practice, and PPM 135-6, UCSD Web Policy, Procedures and Practices.

NOVEMBER

10-0.2      Vice Chancellor-Business Affairs Organization Charts

The organization chart for the Vice Chancellor-Business Affairs has been updated to reflect a new Chief of Staff and a minor correction to Environment, Health & Safety. The chart is effective 11/23/2004.

10-10      Administrative Computing

Effective November 1, 2004, PPM 10-10, Administrative Computing, has been rescinded.

SECTION 460 - POLICE, SECURITY

460-5       Reporting and Investigating Improper Governmental Activieis, Misuse of University Resources, Fraud, and Other Financial Irregularies

This issuance has been rescinded effective 11/1/2004. See pdf version for appropriate references to University policy and other relevant links. This change was posted to the web as of February 2005.

SECTION 555 - TELECOMMUNICATIONS

555 Telecommunications

Effective November 1, 2004, Section 555 Telecommunications, has been rescinded.

OCTOBER

SEPTEMBER

10-11       UCSD Audit & Management Advisory Services

This issuance has been updated to reflect the current updated to reflect the revised Internal Audit Mission Statement, Charter and revised Outline of the University of Calfiornia Audit Management Plan formally approved by The Regents in March of 2004. This issuance was effective as of 9/15/2004. It was posted to the web as of February 2005.

SECTION 160 - STUDENT MATTERS - GENERAL & UNDERGRADUATE

160-3      Using Electronic Mail for Official Communications with Students

Effective September 1, 2004, UCSD has established a new policy identifying electronic mail as a recognized and official means of communication by which University officials, at their discretion, may send communications to students. Such communications may be sent exclusively using electronic mail. This policy formalizes many existing practices of utilizing e-mail for student communications.

Students have access via StudentLink to request and maintain their university-assigned e-mail address. Faculty and staff have access via StudentLink to students’ university-assigned e-mail addresses for purposes of official communication.

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

516-0      Environment, Health & Safety Organization Chart

The organization chart for Environment, Health & Safety has been updated to reflect the change in administrative support. The chart is effective 8/1/2004.

AUGUST

SECTION 10 - CAMPUS ORGANIZATION

10      UCSD Administrative Organization Charts

All the campus organization chart for the Chancellor and Vice Chancellors have been updated to reflect the arrival of Chancellor Marye Anne Fox. The charts are effective 8/16/2004.

10-0      UCSD Administrative Organization Chart
10-0.0      Chancellor's Office Organization Chart
10-0.1      Vice Chancellor-Academic Affairs Organization Chart
10-0.2      Vice Chancellor-Business Affairs Organization Chart
10-0.3      Vice Chancellor-External Affairs Organization Chart
10-0.4      Vice Chancellor-Health Sciences & Dean, School of Medicine Organization Chart
10-0.4.1      UCSD School of Pharmacy & Pharmaceutical Sciences Organization Chart
10-0.5      Vice Chancellor-Marine Sciences & Director, SIO Organization Chart
10-0.6      Vice Chancellor-Research & Dean, Graduate Studies Organization Chart
10-0.7      Vice Chancellor-Resource Management & Planning Organization Chart
10-0.8      Vice Chancellor-Student Affairs Organization Chart
10-0.9      UCSD Healthcare Organization Chart

SECTION 300 - BUSINESS & FINANCIAL SERVICES - GENERAL

300-40       Guidelines for Recharge and Other Income Producing Activities, Supplement I

Supplement I, Approved Differential Rates, was updated to reflect the rates effective 9/1/2004. These changes were for On-Campus Service Centers 45%, Off-Campus Service Centers 23%, and Ship-Use/MPL Servie Centers 16%. There are no other changes.

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 7/1/2004. These changes were for II. Group Health Insurance Benefits for Retiree (Annuitants Benefits), V. Workers' Compensation Insurance, and VII. Unemployment Insuance.

420-1       Naming UCSD Facilities, Programs & Properties

The Chancellor is responsible for the naming of streets and roads, portions of buildings, small outdoor areas and other minor properties, and single-campus programs or facilities. Where there is a gift, External Relations must be involved in the process. Where there is no gift involved, a naming proposal may be made two years after the individual's retirement, separation or death. This policy, effective 7/1/2004, outlines the various elements for naming..

JULY

10-0.3       Vice Chancellor-External Relations Organization Chart

The campus organization chart for the Vice Chancellor-External Relations has been updated to show the appointment of Stacie Spector as Associate Vice Chancellor University Communications. The chart is effective 7/26/2004.

SECTION 150 - CONTRACTS AND GRANTS (RESEARCH)

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

This issuance, Facilities and Administrative Cost Rates Applicable to Research, Instruction, and Other Federal and Non-Federal Sponsored Projects, has been updated to reflect the current negotiated rates. These rates are effective through the period June 30, 2008. The effective date of this issuance is 7/1/2004. This issuance was posted to the web in February 2005.

230-40       Academic Salary Scales

The Academic Salary Scales in Supplement II have been updated to show the reinstatement of the Project Scientist and Project Scientist - Business/Management/Engineering titles and their salaries. In addition the Non-Senate Instructional Unit 18 Academic Standard Table of Pay Rates in Supplement I has been extended to reflect salary ranges up to $123,996.

JUNE

10-0.4       Vice Chancellor-Health Sciences Organization Chart

The campus organization chart for the Vice Chancellor-Health Sciences has been updated to show the appointment of Joan Heller Brown as Chair, Department of Pharmacology. In addition the chart has been corrected to reflect the appointment of G. Manecke as Interim Chair, Department of Anesthesiology. The chart is effective 6/28/2004.

10-0.4       Vice Chancellor-Health Sciences Organization Chart

The campus organization chart for the Vice Chancellor-Health Sciences has been updated to reflect the appointment of G. Manecke as Chair, Department of Anesthesiology. The chart is effective 5/27/2004.

SECTION 135 - Computing Services

135-3 Network Security

135-3, This policy has been updated to establish a set of minimum security standards to be met by any device connected to the UCSD network. These standards have been presented in Exhibit C, Minimum Network Connection Standards. Devices that have not met the new standard by December 31, 2004, will be subject to disconnection from the UCSD network. Anyone involved in network security should be familiar with these standards.

MAY

SECTION 200 - PERSONNEL-GENERAL

200-9
Supplement I      UCSD Disability Access Guidelines

Supplement I, UCSD Contacts for Americans with Disabilities Act 2003, has been updated to reflect a change from Linda Williams to Ann Briggs Addo as the contact for general grievance information on access issues.

APRIL

SECTION 10 - CAMPUS ORGANIZATION

10-0.3      Vice Chancellor-External Relations Organization Chart

The campus organization chart for the Vice Chancellor-External Relations Office has been updated to reflect the addition of the Director External Relations Human Resources position to the chart. The chart is effective 5/1/2004.

10-0.3      Vice Chancellor-External Relations Organization Chart

The campus organization chart for the Vice Chancellor-External Relations Office has been updated to reflect the vacancy to the Associate Vice Chancellor University Communications and title changes. The chart is effective 4/1/2004.

10-0.4      Vice Chancellor-Health Sciences Organization Chart

The campus organization chart for the Vice Chancellor-Health Sciences has been updated to reflect the appointment of A. Reis as Associate Dean for Academic Affaris. The chart is effective 4/26/2004.

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

The campus organization chart for the Vice Chancellor-Resource & Planning Office has been updated to reflect the change of support staff in the Vice Chancellor's Office. The chart is effective 4/1/2004.

10-0.8      Vice Chancellor-Student Affairs Organization Chart

The campus organization chart for the Vice Chancellor-Student Affairs Office has been updated to reflect the changes to Student Educational Advancement and Student Life areas as well as the appointment of the Director of Development for Student Affairs. The chart is effective 4/1/2004.

MARCH

SECTION 10 - CAMPUS ORGANIZATION

10-0.0      Chancellor's Office Organization Chart

The campus organization chart for the Chancellor's Office has been updated. The chart is effective 1/1/2004.

SECTION 510 - USE OF UNIVERSITY PROPERTIES

510-1 Section V.A.      Use of University Properties: Public Events: Safety & Liability

PPM 510-1, Section VA, Public Events: Safety and Liability, has been updated to clarify the procedures and responsibilities for ensuring the safety of public events. The responsibilities of the Event Sponsors has been delineated as well as the University Police, Environment, Health and Safety, and the Facility Manager. In addition, an Event Safety Board has been established to preview and review public events that experience difficulties, and make recommendations on events.

SECTION 516 - ENVIRONMENT, HEALTH & SAFETY

516-0      Environment, Health & Safety Office Organization Chart

The campus organization chart for the Environment, Health & Safety Office has been updated. The chart is effective 3/1/2004.

FEBRUARY

JANUARY

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 1/1/2004. These changes were for PERS FICA, PERS-NonFICA, Retiree (Annuitants Benefits), and Workers' Compensation Insurance.

SECTION 530 - FACILITIES MANAGEMENT

530-6       University Key Control

All requests for issuance of keys, any keying change or installation of locks must be submitted directly to Physical Plant Services (PPS). This includes all requests for issuance of new keys or the duplication of existing keys, desk keys, file cabinet keys, repair of door locks, installation of new door locks and auxiliary locks such as deadbolts. PPM 530-6, University Key Control, has been revised to reflect the current policy on key control.