UCR

UCR Policies and Procedures

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About the Policies and Procedures Manual

Section 100 - General Information

Policy Number Title Effective Date
100-30 How to Use the UCR Policy and Procedures Website 02/02/2010
100-40 Policy and Procedures on Endowed Chairs and Professorships 06/15/2006
100-70 Index 09/15/1995
100-90 Guidelines for Writing and Publishing Content for UCR Policy 08/01/2005

Section 150 - Campus Organization and Management

Policy Number Title Effective Date
150-10 UCR Organization Chart 05/13/1999
150-15 Delegation of Authority to Act On Behalf of the Chancellor 07/01/2014
150-50 Official Publications - Pol. & Proc. 09/15/1994
150-70 Delegations of Authority 06/21/2007

Section 200 - Accounting and Financial Management

Policy Number Title Effective Date
200-01 Attendance, Time Reporting 10/01/1998
200-02 Bankruptcy Notices on Debtors 09/15/1994
200-03 BEA, NCT, Recharge Use 05/10/2011
200-06 Cash-Check 04/01/2007
200-10 Cashier Services (Other) 06/01/2004
200-12 Cashiering - Subcashiering and Special Cashiering Station Operations 09/15/1993
200-14 Charges without Benefit of and with Purchase Orders 01/15/1994
200-16 Billing and Accounts Receivable Management 07/01/2013
200-17 Credit/Debit Card Payments - Acceptance of 05/19/2004
200-20 DEXPAC System - Campus Ledger 01/01/1990
200-22 DEXPAC System - Campus Organization 01/15/1994
200-24 DEXPAC System - Cost Centering Expenditures 01/01/1990
200-26 DEXPAC System - Departmental Expense Accounting 01/01/1983
200-28 DEXPAC System - Object Codes (Univ. Expenditure Identification Codes) 01/15/1994
200-30 DEXPAC System - Recharge Instructions 01/15/1994
200-32 Direct Sales by Department to Students or Other Individuals 01/01/2011
200-40 Payroll Certification on Federally Sponsored Projects 08/01/2011
200-44 Entertainment, Business Meetings and Other Occasions 01/31/2014
200-45 Extramural Fund Classification 05/11/2011
200-46 Federal Contract and Grant Administration - Policies and Procedures for Compliance with Federal Policies 02/01/1983
200-48 Federal Contract and Grant Administration - Substantiating Salary Expenses and PAR Forms 02/18/1992
200-50 Cost Transfers 03/01/2013
200-52 Funds - Disposition of 19900 General Funds at June 30th 02/01/1983
200-54 Funds - Transfer of Funds (Requests for) 02/01/1983
200-56 Funds - Transfer of Funds (Type Entries) 02/01/1983
200-58 Honorarium Payments 04/01/1999
200-59 Invoice Processing in Response to Purchasing Orders 05/01/2003
200-60 Patent Agreements 02/01/1983
200-61 PAN Review Guidelines 05/01/2008
200-62 Payments to Aliens 08/25/1999
200-64 Payroll Advances to Newly-Employed Aliens 07/01/1987
200-66 Payroll Check - Disposition and Distribution 02/01/1983
200-68 Payroll Expense Transfers (Recharging Salaries) 09/15/1995
200-72 Petty Cash Procedures 09/15/1994
200-74 Overtime Meals Reimbursement 08/14/1989
200-78 Short Term Investment Pool 05/09/2011
200-80 Signature Authorization (or cancellation) 02/18/1994
200-82 State Oath of Allegiance and Damage Payments 07/23/2014
200-84 Sub-Purchase Orders 02/01/1983
200-94 Transfers of Expense Other than Payroll 03/01/2013
200-96 UCRS Retirement Contributions (Refund of) 02/01/1983
200-97 UCRFS Ledger Review Guidelines 08/01/2002
200-98 Vacation Leave Accrual Accounting 10/01/1998

Section 250 - Audits

Policy Number Title Effective Date
250-10 Audits 10/15/1993
250-30 Internal Audit (Departmental Overview) 09/15/1994
250-40 Internal Control Guidelines for Campus Departments 09/15/1994

Section 300 - Budgeting/Analysis/Planning

Policy Number Title Effective Date
300-02 Administrative Cost Recovery and Special Service Agreements for Central Administrative Services 04/06/2011
300-25 Capital Improvement Program 09/15/1994
300-26 Distribution and Allocation of Facilities and Administrative Cost Recovery Funds 07/01/2009
300-28 FAU Tree Maintenance and Modification Policy 05/01/2000
300-30 Institutional Planning & Analysis - Role of 01/01/1992
300-35 Institutional Planning & Analysis - Information Systems/Reports 06/01/1983
300-50 Long Range Development Plan & Environmental Report Mitigation Measures - Administration of 01/15/1994
300-62 Planning, Design, & Construction - Role of/in Campus Planning Efforts 09/15/1994
300-64 Principles of Resource Planning and Financial Management 04/20/2011
300-66 Sales and Service Activities-Establishment and Budgetary Review 03/15/2012
300-66A Organization Sales and Service Fund (OSSF) Policy 11/15/2012
300-66B Auxiliary and Self-Supporting Enterprises and Rate Reviews 01/01/2009
300-70 Space Inventory 06/01/1983

Section 350 - Communications

Policy Number Title Effective Date
350-04 Correspondence (Special Designations and Handling) 12/01/1989
350-08 Information Services (Press Releases, Publicity, Advertising) 06/01/1983
350-10 Intercampus/Intracampus Mail 08/15/1996
350-14 Letterhead - Use of Official UCR Letterhead 09/15/1995
350-16 Mail Services (Use of) 01/25/2011
350-20 Mail Services - Other Services 08/16/1996
350-44 Media Services (Requests for Services) 01/15/1994
350-48 Photo Identification Cards 01/15/1994
350-52 Photographic Services (Services and Payment Procedures) 07/01/1989
350-56 Use of Printing Services and Submitting Requests for Services 04/10/2002
350-60 Printing and Reprographics - Off-Campus Vendors and Bidding 05/26/2010
350-64 Printing - Preparation of Copy and Originals 04/10/2002
350-68 Printing and Reprographics Rates 01/01/1992
350-76 Publications (Artwork, Design, & Production Services) 09/15/1994
350-77 Reporting Student Deaths 09/01/2005
350-78 Telephone Calling Cards 09/15/1995
350-80 Telephone/Communications: Charges, Billing, & Services 04/17/1997
350-93 Rescinded 4/14/08 - Cellular Phones 04/14/2008

Section 400 - Computing

Policy Number Title Effective Date
400-20 Computing & Communications (Intro.) 09/15/1995
400-31 Electronic Communications Policy (ECP) Overview and Implementation at UCR 01/27/2005
400-32 Electronic Information Security Policy IS-3 06/25/2012
400-35 Information Systems (Access, Use, and Security) 09/15/1994
400-36 Information Systems - Access for Affiliates and Eligible Students 04/01/2008
400-37 Use of Network Devices 09/25/2011
400-40 Rescinded 07/14/04 - Institutional Computing 01/15/1994
400-45 Computing & Communications - Electronic Mail 10/01/1999
400-60 Notification of Security Breaches Involving Personal Information 11/15/2004

Section 425 - Environmental Health and Safety

Policy Number Title Effective Date
425-02 Air and Environmental Pollution 01/15/1994
425-07 Biosafety 01/15/1994
425-12 Chemical Hygiene/Lab Safety 01/15/1994
425-18 Electrical Service Extension Safety 01/15/1994
425-24 Environmental Health & Safety - Office Responsibilities and Services 01/15/1994
425-28 Fire Prevention and Life Safety 01/15/1994
425-30 Fire Prevention Systems - Impairment in Campus Facilities 02/18/1992
425-36 Fume Hoods - Chemical 01/15/1994
425-45 Hazard Communication Program 01/15/1994
425-48 Hazardous Materials and Waste Management 01/15/1994
425-52 Holiday Season Decorations 02/18/1992
425-58 Injury and Illness Prevention 02/18/1992
425-63 Lead Management Plan 01/15/1994
425-64 Occupant Load Control in Campus Facilities 02/18/1992
425-66 Pesticides & Safety 01/15/1994
425-70 RADIATION SAFETY 06/16/2011
425-75 Respiratory Protection 01/15/1994
425-80 SARS Policy and Travel Advisory 06/05/2003
425-85 Seismic Hazard Reduction 01/15/1994
425-88 Special Events and Concerts - Health and Safety Standards, Procedures, & Requirements 01/15/1994
425-90 Swimming Pool Sanitation 01/15/1994
425-95 Water Sanitation, Chlorination of Potable Water Lines 01/15/1994

Section 450 - Facilities Construction, Operations, Maintenance

Policy Number Title Effective Date
450- Naming Campus Properties, Academic and Non-Academic Programs, and Facilities 03/02/2007
450-16 Building & Construction & Alterations 09/15/1995
450-22 Key Issue & Control 09/15/1994
450-24 UNLICENSED MOTORIZED SCOOTERS (450-24) 09/23/2010
450-25 Naming of University Properties, Programs, & Facilities 09/15/1995
450-48 Parking Services 07/11/2000
450-56 Parking Permits 05/27/2014
450-64 Parking Rules & Regulations 07/11/2000
450-70 Parking Violations 07/11/2000
450-72 Physical Plant Maintenance, Repairs, Alterations, and Other Services 09/15/1994
450-80 Planning, Design, and Construction - Role in Facilities Design and Const. 09/15/1994
450-96 Vehicles on Campus Walkways 07/11/2000

Section 500 - Gifts and Endowments

Policy Number Title Effective Date
500-05 Classification of Awards/Business Agreements from Private Sources 09/15/1995
500-15 Endowed Chairs: Establishment, Administration, and Appointment of Faculty 06/15/2006
500-30 Gift/Private Support Administration & Solicitation 02/02/1996

Section 550 - Instruction and Research

Policy Number Title Effective Date
550-20 Copyrights 05/10/2011
550-25 COURSE MATERIALS AND SERVICES FEES (CMSF) ESTABLISHMENT AND BUDGETARY REVIEW 04/27/2011
550-36 International Agreements - Academic 10/01/2009
550-70 Ownership and Management of Copyrightable Materials Produced under University Auspices 05/10/2011
550-80 Pre-Award Policy 04/01/2005

Section 600 - Insurance and Risk Management

Policy Number Title Effective Date
600-30(a) Risk Management - Currently Under Revision 09/16/2009
600-30(b) Risk Management - Currently Under Revision 09/16/2009
600-70 University Sponsored Group Insurance 05/16/2011
600-75 Unemployment Insurance 05/16/2012
600-85 Workers Compensation 07/01/2001

Section 650 - Personnel Administration - General

Policy Number Title Effective Date
650-02 Alcohol and Drug Testing of Transportation. Employees 09/15/1995
650-05 Alien Sponsorship Policy 10/01/1989
650-10 Alien Sponsorship Procedures 10/01/1989
650-15 Aliens - Special Information They need to Have -- TEMPORARILY REMOVE ALL PAGES -- 09/15/1995
650-17 Discrimination Complaint Resolution Proc. 09/15/1992
650-17-1 Emeriti - Rights & Privileges 09/15/1995
650-18 Employee or University Affiliate Death - Reporting of 05/10/2011
650-19 Employees Public Driving Record - DMV Pull Notice System 07/01/2011
650-20 Employee Records (RESCINDED 11/02) 09/15/1995
650-25 Employee Training & Development (RESCINDED 11/02) 09/15/1995
650-28 Employment Eligibility (Form I-9) 03/08/2013
650-29 Employment - Temporary Employment 05/16/2011
650-31 Moving/Removal Expenses for Academic Positions 03/01/2012
650-32 Moving and Relocation Allowances for Staff Employees 10/01/2002
650-40 International Services (References & Res.) TEMPORARILY DELETE ALL PAGES 09/15/1995
650-45 International Services (Terms and Def.) TEMPORARILY DELETE ALL PAGES 09/15/1995
650-50 Memberships in Professional and Community Organizations 05/16/2011
650-57 Recruitment Advertising 05/16/2011
650-60 Recruitment and Employment Procedures (RESCINDED 11/02) 09/15/1995
650-65 Retirement - Student Exclusion From 02/01/1983
650-70 Retirement Systems 05/16/2011
650-72 Senior Campus Administrators - Five Year Review Process 05/16/2011
650-73 Sexual Harassment Complaint Resolution 03/07/2014
650-75 Staff Employees Emergency Loan Fund 09/10/2003
650-80 Personnel Policies: Classified and Administrative & Professional Program (RESCINDED 11/02) 09/15/1995
650-83 Substance Abuse in the Workplace 11/13/2006
650-85 Volunteer (without salary) Appointments 08/01/2014

Section 700 - Properties Use and Extracurricular Activities

Policy Number Title Effective Date
700-03 Agreements for Real Property 05/01/2008
700-05 Residence Halls Food Services 09/15/1994
700-10 Commercial Activities/Advertising/Soliciting 10/01/1983
700-15 Commercial Photography on Campus 10/01/1983
700-20 Decorating Policy 11/01/1985
700-25 Display Space on Campus 06/01/1983
700-30 Fund Raising by Campus Organizations 06/01/1983
700-50 Posting Regulations 09/01/1989
700-55 Registered Campus Organizations 06/01/1983
700-60 Alcohol Policy for Events 05/10/2011
700-65 Special Event and Guest Parking and Planning 07/11/2000
700-70 Speech and Advocacy 09/15/1992
700-80 Use of Housing Food Service by Faculty & Staff 09/15/1994
700-85 Scheduling 07/18/2003
700-90 Use of University Materials, Equipment, and Facilities 09/15/1995

Section 750 - Purchasing and Management of Supplies and Equipment

Policy Number Title Effective Date
750-03 eBuy Agreements and Department Authorized Purchase Orders (DAPOs) 02/04/2010
750-06 Cylinder Gases - Purchase & Management of 10/15/1993
750-12 Equipment Management - Purpose and Responsibilities for Management of 07/01/2004
750-18 Fabricated Equipment - Purchase & Mgmt. Of 12/01/2004
750-21 Gifts and Gratuities to University Employees 11/05/2014
750-24 Government Contract & Grant Equipment - Management of 09/15/1994
750-27 Independent Consultant Agreements 02/04/2010
750-33 Miscellaneous Business Agreements 07/01/06
750-36 Lost and Found Property 02/17/2010
750-39 Low-Value Purchase Authorization (LVPA) Program 10/15/1993
750-42 Materiel Management (Description of) 02/04/2010
750-45 Document Shredding 03/01/2005
750-48 Outbound Shipments (Receiving) 09/15/1994
750-52 Physical Inventory (Supplies) 09/15/1994
750-54 Strategic Sourcing Program: Responsibility 02/04/2010
750-60 Purchase Requisitions and Purchase Orders 04/22/2011
750-63 Purchasing Authority 07/01/2014
750-66 Purchasing Policies and Procedures - Miscellaneous 02/02/2010
750-69 Campus Purchasing - Policies and Requirements 02/02/2010
750-70 Procurement Cards (ProCard) 02/02/2010
750-72 Campus Purchasing - Purpose, Function 01/02/2012
750-75 Receiving - Incoming Shipments 09/15/1994
750-78 Business Affirmative Action 02/02/2010
750-81 State Surplus 01/01/1984
750-84 Storehouse Deliveries 09/15/1994
750-87 Storehouse Ordering Procedures 10/15/1993
750-90 Storehouse Stock Items 09/15/1994
750-91 Policy for Disposal or Sale of Surplus Plant Material Growing on Agricultural Experiment Station (AES) Land 02/26/2007
750-93 Tax-Free Alcohol 01/01/1984
750-96 Typewriter Rentals 01/01/1992
750-99 University Property - Disposal and Use of 09/15/1994

Section 800 - Records

Policy Number Title Effective Date
800-10 Electronic Discovery and Data Preservation 11/01/2013
800-70 Privacy and Access to Information 10/01/1986
800-75 Records Management 01/01/1992
800-80 Subpoenas 12/01/1988
800-85 Summonses and Complaints 12/01/1988

Section 850 - Security and Safety

Policy Number Title Effective Date
850-05 Animal Control 08/16/1989
850-11 Reckless Skateboarding/Bicycle Use 09/02/2013
850-35 PROCUREMENT, USE, AND DISPOSAL OF CONTROLLED SUBSTANCES, LISTED CHEMICALS, AND CHEMICAL PRECURSORS 07/01/2011
850-38 PETS ON CAMPUS (850-38) 09/23/2010
850-40 Police Authority, Jurisdiction and Program Definition 10/10/2001
850-45 Police Operations and Services 10/02/2001
850-46 UC Riverside Natural Reserve Firearm Guidelines 11/28/2001
850-50 Security (Facility and Equipment) 09/15/1992
850-65 Smoke/Tobacco-Free Environment 07/01/2014
850-85 Violence Prevention at UC Riverside 10/27/1998

Section 900 - Travel and Transportation

Policy Number Title Effective Date
900-03 Carts, Motorized Use of 01/01/2003
900-04 Alternative Transportation 02/12/2013
900-05 Travel and Entertainment Corporate Charge Card 04/01/2003
900-06 UC Riverside Vanpool Program 11/22/2013
900-20 Travel - Policy, Regulations and Procedures 07/01/2010
900-30 Traffic Law Violations While Driving a University Vehicle 08/22/1989
900-35 Transportation Services Rates 05/01/2000
900-37 Transportation Services - Repairs, Preventative, Etc. 05/01/2000
900-40 Travel Advances,Cash Advances, Direct Charges for Airfare, Registration Fees and Local Hotels 05/01/2000
900-45 Use of Privately Owned Automobiles on University Business 03/01/2012
900-50 Use of University Vehicles 07/01/06
900-55 Vehicle Accident and Damage Reporting 08/22/2012
900-60 Vehicle Acquisition from Off-Campus Sources 08/22/1989
900-70 Vehicle Registration 08/22/1989
900-80 Vehicle Rental and Hotel/Motel Accommodations 05/01/2000
900-90 Vehicles - Renting and Leasing 05/01/2000