Guide to the University of California, Irvine Policies and Procedures

Processed by Carrie Lee, Ernesto Bassi, and Cyndi Shein; machine-readable finding aid created by Cyndi Shein
Special Collections and Archives
The UCI Libraries
P.O. Box 19557
University of California, Irvine
Irvine, California 92623-9557
Phone: (949) 824-3947
Fax: (949) 824-2472
Email: spcoll@uci.edu
URL: http://special.lib.uci.edu
© 2008
The Regents of the University of California. All rights reserved.


Descriptive Summary

Title: University of California, Irvine policies and procedures
Date: 1967-2008
Collection Number: PS-008
Creator: University of California, Irvine. Administrative Policies Office.
Extent: 5 linear feet (5 boxes)
Languages: The collection is in English.
Repository: University of California, Irvine. Library. Special Collections and Archives.
Irvine, California 92623-9557
Abstract: The collection comprises revised and superseded documents from UCI's online "Administrative Policies and Procedures" and its predecessor, the Irvine Campus Policy and Procedures Manual. The policies and procedures concern campus administration, academics, research, facilities, and students.

Important Information for Researchers

Access

The collection is open for research.

Publication Rights

Property rights and copyright reside with the University of California. For permissions to reproduce or to publish, please contact the University Archivist.

Preferred Citation

University of California, Irvine Policies and Procedures. PS-008. Special Collections and Archives, The UC Irvine Libraries, Irvine, California. Date accessed.
For the benefit of current and future researchers, please cite any additional information about sources consulted in this collection, including permanent URLs, item or folder descriptions, and box/folder locations.

Acquisition Information

Transferred periodically from University of California, Irvine, Administrative Policies Office.

Accruals

Accruals are expected.

Processing History

Processed by Carrie Lee in 2001, and Ernesto Bassi and Cyndi Shein in 2008.

Historical Background

The University of California has comprehensive, systemwide policies and guidelines that address the conduct of all UC employees. Campus policies are also developed to address specific local needs. At UCI the Administrative Policies Office maintains the official record of campus administrative policy revisions and approvals.
In 1972 the Irvine Campus Policy and Procedures Manual was published to define and communicate policies and procedures specific to UCI. The Administrative Policies Office maintained the manual in a loose-leaf binder into which revised documents were inserted. Superseded documents were removed and transferred to the University Archives. In 1999 the manual was digitized and made available from the "Official University Policies & Procedures" web site. The web site reflects only the most recent version of a policy or procedure. As revisions are made, previous versions are printed and transferred to the University Archives.

Bibliography

University of California, Irvine Administrative Policies Office. "About UC Policies." University of California, Irvine. http://www.policies.uci.edu/resources/aboutpolicies.html#policy  (accessed March 4, 2008).
University of California, Irvine Administrative Policies Office. "Administrative Policies and Procedures." University of California, Irvine. http://www.policies.uci.edu/adm/tableofcontents.html  (accessed March 4, 2008).

Collection Scope and Content Summary

The collection comprises revised and superseded documents from UCI's online "Administrative Policies and Procedures" and its predecessor, the Irvine Campus Policy and Procedures Manual. The policies and procedures concern campus administration, academics, research, facilities, and students.

Collection Arrangement

This collection is arranged in two series.
  • Series 1. Irvine Campus Policy and Procedures Manual revisions, 1967-1998. 4 linear feet
  • Series 2. "Administrative Policies and Procedures" revisions, 1997-2008. 1 linear foot

Separation Note

Materials from section 100, UCI Organizational Charts, have been removed to form a separate collection, AS-060. A guide to this collection is available through the Online Archive of California at http://www.oac.cdlib.org/findaid/ark:/13030/kt4779q8vm. 

Indexing Terms

The following terms have been used to index the description of this collection in the library's online public access catalog.

Subjects

University of California, Irvine -- Administration -- Handbooks, manuals, etc.
University of California, Irvine -- Employees -- Handbooks, manuals, etc.


Collection Contents

 

Series 1.  Irvine Campus Policy and Procedures Manual revisions 1967-1998

Physical Description: 4 linear feet

Series Scope and Content Summary

This series comprises revised and superseded documents from the Irvine Campus Policy and Procedures Manual. In addition to listing the policies and procedures themselves, this series includes examples (sometimes referred to as "exhibits") that illustrate the application of the policies and procedures. The dates in the contents list refer to the dates on which the documents were last revised, not the dates on which the documents were superseded.

Arrangement

This collection is arranged according to the numerical system of the Irvine Campus Policy and Procedures Manual. The system organizes sections by the department responsible for the policies' development and maintenance.

Processing note

The dates in the contents list refer to the dates on which the documents were last revised, not the dates on which the documents were superseded.
Box : Folder 1 : 1-3

Transmittal memos 1967-1993

Box : Folder 1 : 4

Date logs 1992, 1994

Box : Folder 1 : 5-6

Emergency Procedures 1970-1991

Box : Folder 1 : 7

Introduction 1967-1992

Box : Folder 1 : 8

How to Use this Manual 1974-1987

Box : Folder 1 : 9

Academic and Administrative Calendar 1974-1995

 

Preface

Box : Folder 1 : 10-11

Subject Index (Index A) 1967-1997

Box : Folder 1 : 12

Numerical Index (Index B) 1967-1991

 

Organization and Administration

Box : Folder 1 : 13

101 Index of Official Publications 1979-1991

Box : Folder 1 : 14-17

102 Delegation of Authority Index 1973-1993

Box : Folder 1 : 18

103 Policy and Procedures 1973-1990

 

Delegation of Authority

Box : Folder 1 : 19

105 Delegation of Authority 1971-1973

 

Administrative Services

Box : Folder 1 : 20

110 Budget 1966-1969

Box : Folder 1 : 21

115 Contracts and Grants 1967-1971

Box : Folder 1 : 22

125 Gifts and Endowments 1967

Box : Folder 1 : 23

140 Entertainment 1967-1972

Box : Folder 1 : 24

150 Insurance 1969-1971

Box : Folder 1 : 25

175 Publications 1967-1968

Box : Folder 1 : 26

190 Transportation and Travel 1967-1972

Box : Folder 1 : 27

199 Miscellaneous 1967-1971

 

Management Procedures

Box : Folder 1 : 28

201 Budget: Terms and Definitions 1975

Box : Folder 1 : 29

203 Policies and Procedures 1973

Box : Folder 1 : 30

204 Records Management 1973-1975

 

Academic Affairs

Box : Folder 1 : 31

210 Academic Personnel 1967-1972

Box : Folder 1 : 32

250 Academic Senate 1970-1972

 

Clerical Procedures

Box : Folder 2 : 1

310 Correspondence 1967

 

Administrative Service

Box : Folder 2 : 2

315 Budget 1972

 

Management

Box : Folder 2 : 3

325 Irvine Campus Policies and Procedures 1971

Box : Folder 2 : 4

350 Records Management 1967-1972

 

Academic Affairs

Box : Folder 2 : 5

400 Academic Personnel 1985-1997

Box : Folder 2 : 6

401 Academic Senate 1974-1995

Box : Folder 2 : 7

402 Endowed Chairs 1986-1995

 

Research, Training, and Public Service

Box : Folder 2 : 8

410 Extramural Research and Training 1972

Box : Folder 2 : 9

460 Protection of Human Subjects 1971-1973

Box : Folder 2 : 10

480 Contract and Grant Administration 1974-1987

 

Research Administration

Box : Folder 2 : 11

481 Research Organization and Programs 1984-1991

Box : Folder 2 : 12

483 Copyrights 1981-1991

Box : Folder 2 : 13

484 Patents 1983-1987

Box : Folder 2 : 14

485 Human Subjects 1975-1990

Box : Folder 2 : 15

486 Drug Abuse Program 1976-1988

Box : Folder 2 : 16

487 Biosafety 1980-1988

Box : Folder 2 : 17

488 Animals in Research and Teaching 1985-1989

Box : Folder 2 : 18

489 Integrity in Research 1991

 

Student Affairs and Services

Box : Folder 2 : 19

500 Campus Food Service 1974-1999

Box : Folder 2 : 20

501 Housing Services 1974-1997

Box : Folder 2 : 21

502 Preadmission Medical and Physical Exam 1986-1997

 

General Services

Box : Folder 2 : 22

505 Accounting 1967-1973

Box : Folder 2 : 23

507 Administrative Services 1972

Box : Folder 2 : 24

510 Cashier 1967-1971

Box : Folder 2 : 25

515 Central Records and Services 1967-1969

Box : Folder 2 : 26

516 Central Reproduction 1967-1968

Box : Folder 2 : 27

520 Communications 1967-1969

Box : Folder 2 : 28

530 Environmental Health and Safety 1968-1972

Box : Folder 2 : 29

535 Food Services 1967-1969

Box : Folder 2 : 30

545 Garage 1967-1972

Box : Folder 2 : 31

547 Housing 1967-1969

Box : Folder 2 : 32

549 Inventory 1967-1971

Box : Folder 2 : 33

555 Library 1967-1970

Box : Folder 2 : 34

560 Mail and Messenger 1967-1972

Box : Folder 2 : 35

570 Parking 1967-1969

Box : Folder 2 : 36

575 Personnel 1967-1970

Box : Folder 2 : 37

580 Police 1967-1969

Box : Folder 2 : 38

585 Public Affairs 1967-1970

Box : Folder 2 : 39

590 Purchasing 1967-1970

Box : Folder 2 : 40

593 Receiving 1967

Box : Folder 2 : 41

595 Storehouse 1967-1972

 

Library

Box : Folder 2 : 42

600 Libraries 1974-1995

 

University Extension

Box : Folder 2 : 43

650 Continuing Education Programs 1973-1986

 

University Advancement

Box : Folder 2 : 44

680 University Advancement 1977-1989

 

Business and Financial Affairs

Box : Folder 2 : 45-46

700 General 1972-1996

Box : Folder 2 : 47-51

701 Accounting 1975-1992

 

Payroll/Personnel System

Box : Folder 3 : 1-7

702 Payroll 1971-1986

Box : Folder 3 : 8

703 Financial Planning (Budget) 1977-1998

Box : Folder 3 : 9

704 Cashier 1974-1991

Box : Folder 3 : 10

705 Correspondence and Clerical 1974-1991

Box : Folder 3 : 11-12

706 Materiel Management: Equipment 1971-1997

Box : Folder 3 : 13-14

707 Materiel Management: Purchasing 1974-1999

Box : Folder 3 : 15

708 Materiel Management: Receiving and Shipping 1974-1992

Box : Folder 3 : 16

709 Materiel Management: Storehouse 1974-1992

Box : Folder 3 : 17

710 Audit 1967-1992

Box : Folder 3 : 18

711 Insurance 1974-1992

Box : Folder 3 : 19

712 Independent Agreements and Payments 1972-1997

Box : Folder 3 : 20

713 Fees and Service Charges 1975-1995

Box : Folder 3 : 21

714 Information Systems and Computers 1977-1996

Box : Folder 3 : 22-4 : 1

715 Travel, Transportation, Entertainment 1974-1998

 

General Administration Procedures

Box : Folder 4 : 2

716 University Relations 1974-1985

Box : Folder 4 : 3

717 Entertainment 1974-1986

Box : Folder 4 : 4

718 Foreign Students and Scholars 1973-1998

Box : Folder 4 : 5

719 Memberships 1973-1983

Box : Folder 4 : 6-7

720 Information Access and Disclosure 1967-1998

Box : Folder 4 : 8-12

721 Records Management 1976-1998

Box : Folder 4 : 13

722 Information Systems and Computers 1977-1985

Box : Folder 4 : 14

723 Use of University Facilities 1970-1986

 

Communications

Box : Folder 4 : 15

800 Telecommunications System 1986-1995

Box : Folder 4 : 16

801 Distribution Services (Mail) 1991-1996

Box : Folder 4 : 17

802 Media Services 1986-1998

Box : Folder 4 : 18

803 Printing and Reprographics 1985-1989

Box : Folder 4 : 19

804 Public Information 1986-1997

 

Physical Environment and Properties

Box : Folder 4 : 20

900 Use of University Properties 1975-1997

Box : Folder 4 : 21

901 Planning and Construction 1976-1998

Box : Folder 4 : 22

902 Maintenance and Operation 1973-1997

Box : Folder 4 : 23

903 Environmental Health and Safety 1975-1996

Box : Folder 4 : 24

904 Parking and Transportation Services 1973-1998

Box : Folder 4 : 25

905 Police 1973-1998

 

Campus Services

Box : Folder 4 : 26

906 Printing and Reprographics 1974-1986

Box : Folder 4 : 27

907 Publications 1974-1979

Box : Folder 4 : 28

908 Conferences and Institutes 1974

Box : Folder 4 : 29

909 Public Information 1975-1985

Box : Folder 4 : 30

910 Media Services 1973-1986

Box : Folder 4 : 31

Index 1967-1972

 

Series 2.  "Administrative Policies and Procedures" revisions 1997-2008

Physical Description: 1 linear foot

Series Scope and Content Summary

This series comprises revised and superseded documents from UCI's online "Administrative Policies and Procedures."

Arrangement

This collection is arranged according to the numerical system defined on the "Administrative Policies and Procedures" web site. The system organizes sections by the department responsible for the policies' development and maintenance. Some numerical headings defined in the original Irvine Campus Policy and Procedures Manual have been reclassified.

Processing note

Folders are not dated because items are continuously added.
 

Organization and Administration

Box : 5

103-11 Guidelines for Writing and Publishing Administrative Policies and Procedures

Box : 5

103-12 Delegation of Authority and Signature Authorization

Box : 5

105-10 Guidelines for Regents' Agenda Items

 

Human Resources

Box : 5

300-01 Human Resources Department

Box : 5

300-10 Background Check Procedures

Box : 5

300-12 Guidelines for Campus Temporary Employment Services (CTES)

Box : 5

300-13 Guidelines for Volunteers

Box : 5

300-15 Work-Related Accidents and Injuries Procedures

 

Academic Affairs

Box : 5

400 Academic Personnel Office

Box : 5

402-10 Endowed Chairs: Procedures

 

Research Administration

Box : 5

480-10 Research and Graduate Studies

 

Student Affairs

Box : 5

500 UCI Food Service Policy

Box : 5

501 UCI Housing Services Guidelines

Box : 5

502 Preadmission Medical and Physical Examination Guidelines for New and Returning Students

 

Libraries

Box : 5

600-10 UCI Libraries Administrative Policies

Box : 5

600-11 Procedures for Processing Acceptance of a Gift/Private Grant

 

University Advancement

Box : 5

680-10 Policy on Gifts and Endowments

Box : 5

680-11 Procedures for Processing Acceptance of a Gift/Private Grant

Box : 5

680-12 Policy on Memorial and Honorary Funds

 

Business and Financial Affairs

 

General Administration

Box : 5

700-03 Guidelines for Relations of University Employees with State and Federal Officials

Box : 5

700-04 Notaries Public

Box : 5

700-06 Guidelines for Reporting Improper Activities and for Filing Complaints of Retaliation for Reporting Improper Activities

Scope and Content Note

Includes 700-15 "Guidelines on Protection Against Retaliation for reporting Improper Activities Under 'Whistleblower' Policy" and "Policy on Protection Against Retaliation for reporting Improper Activities Under 'Whistleblower' Policy."
Box : 5

700-07 Policy on Memberships

Box : 5

700-11 Guidelines on Subpoena, Subpoena Duces Tecum, and Deposition Subpoena

Box : 5

700-14 Drivers and Drivers' Public Driving Records, Department of Motor Vehicles Pull Notice System policy

Box : 5

700-16 Policy on Conflicts of Interest Created By Consensual Relationships (Sexual Harassment Policy)

Box : 5

700-17 Guidelines for Sexual Harassment Complaint Resolution

 

Accounting

Box : 5

701 Accounting Office

Box : 5

701-01 Guide to Reading General Ledger Account Codes

Box : 5

701-03 Payments to Human Subjects: Procedures

Box : 5

701-04 Guidelines for Fiscal Closing of University Accounts

Box : 5

701-08 Procedures for Control of Expenditure and Income Funds

Box : 5

701-11 Procedure for Establishing or Changing Accounts and Funds

Box : 5

701-13 Signature Authorization Procedures

Box : 5

701-14 Procedure for Accounts Receivable: University Invoice

Box : 5

701-15 Documentation of Financial Transactions - Procedures

 

Budget (Financial Planning)

Box : 5

703-10 Budget Office Terms and Definitions

Box : 5

703-11 Amendments to the Operating Budget Policy and Implementation Guidelines

Box : 5

703-13 Recharge Accounts and Rate Review Procedures

Box : 5

703-14 Sales and Services Income Guidelines

 

Financial Services

Box : 5

704-10 Campus Cashiering Procedures

Box : 5

704-13 Check Endorsement Procedures

 

Correspondence

Box : 5

705-10 Correspondence Guidelines

Box : 5

705-12 Guidelines on Correspondence with State and Federal Officials

Box : 5

705-16 Guidelines on Stationery, Business Cards, and Collateral

 

Materiel Management: Property Inventory Control

Box : 5

706-10 Property Inventory Control System Policy

Box : 5

706-14 Property Requiring Special Handling: Procedure

Box : 5

706-19 Physical Inventory of Equipment: Procedure

Box : 5

706-20 Disposal or Transfer of University Equipment: Procedure

 

Materiel Management: Purchasing

Box : 5

707-10 Purchasing Procedures

Box : 5

707-11 Purchase Requisitions / Purchase Order Changes: Guidelines

Box : 5

707-13 Guidelines for Securing Services of Temporary Employees through CTES

Box : 5

707-14 Guidelines on Conditions of Use of Tax-Free Alcohol

Box : 5

707-15 Guidelines on Acquisition and Use of Controlled Substances (Narcotic and Non-Narcotic)

Box : 5

707-16 Procedures for Departmental Purchase of Library Materials

 

Materiel Management: Storehouse

Box : 5

709 Storehouse Guidelines

 

Audit

Box : 5

710-10 Internal Audit Policy

Box : 5

710-11 External Audit Policy

 

Materiel Management: Insurance and Risk Management

Box : 5

711 Guidelines on University Property, General Liability

 

Materiel Management: Independent Agreements and Payments

Box : 5

712-10 Guidelines for Securing the Services of Independent Consultants

 

Fees and Service Charges

Box : 5

713-10 Policy on Student Fees and Service Charges

Box : 5

713-11 Policy on Fees for Non-University Users of Campus Properties and Services

 

Computing and Information Systems

Box : 5

714-11 Guidelines for OAC Computer Usage

Box : 5

714-12 Office of Academic Computing Policy on Ownership and Rights of Access to Software and Data

Box : 5

714-14 Copying Computer Programs

Box : 5

714-15 Policy on Access to University Administrative Information Systems

Box : 5

714-16 Procedures for Accessing University Administrative Information Systems

Box : 5

714-17 Using University Administrative Information Systems

Box : 5

714-18 Computer and Network Use Policy

 

Travel, Transportation, and Entertainment

Box : 5

715-02 General Travel Guidelines

Box : 5

715-03 Travel Definitions, Terms, and Conditions

Box : 5

715-04 Travel Authorization and Approval: Policy

Box : 5

715-11 Non-University Personnel: Guidelines

Box : 5

715-12 Appointees to "Visiting" Academic Titles: Guidelines

Box : 5

715-13 Travel to Conventions, Conferences or Business Meetings

Box : 5

715-14 Protection of Travelers

Box : 5

715-16 Moving and Removal Guidelines

Box : 5

715-18 Entertainment Guidelines

 

International Scholars

Box : 5

718 Foreign Students and Foreign Scholars: Visa Guidelines

 

Information Access and Disclosure

Box : 5

720-10 Information from Public Records (California Public Records Act) Guidelines

Box : 5

720-11 Privacy of and Access to Information (Excluding Student Records) Guidelines

Box : 5

720-12 Student and Student Applicant Records Guidelines

 

Records Management

Box : 5

721-10 Records Management Guidelines

Box : 5

721-12 Archives

Box : 5

721-14 Forms Management Guidelines

 

Communications

 

Electronic Communications

Box : 5

800-10 Telecommunications System Guidelines

Box : 5

800-11 Campus Radio Systems Guidelines

Box : 5

800-15 UCI Guidelines for the UC Electronic Communications Policy

Box : 5

800-16 World Wide Web Policy

Box : 5

800-20 ZotMail Guidelines

 

Distribution Services

Box : 5

801 Policy on Mail Services, Shipping and Receiving

Box : 5

801-10 Outgoing Mail Preparation

Box : 5

801-12 Shipping and Receiving Services Guidelines

Box : 5

801-13 Mail Pick-Up and Delivery Service Guidelines

Box : 5

801-14 Metered Mail and Express Services guidelines

 

Instructional Resources Center

Box : 5

802-10 Instructional Resources Center Guidelines

 

Communications and Public Information

Box : 5

804 Communications Office

 

Physical Environment and Properties

 

Buildings and Grounds: General Use

Box : 5

900-10 Policy on Use and Scheduling of UCI Properties

Box : 5

900-12 Policy on Posting and Distribution of Literature and Materials

Box : 5

900-13 Policy on Consumption of Alcoholic Beverages

Box : 5

900-14 Access Regulations for Employee Organizations

Box : 5

900-16 Policy on Temporary Access to University Properties by Off-Campus Vendors and Commercial Entities

Box : 5

900-17 Guidelines on Display of Flags

 

Buildings and Grounds: Planning and Construction

Box : 5

901-10 Capital Planning

Box : 5

901-11 Procedure for Naming University Properties, Programs, and Facilities

Box : 5

901-13 Design and Construction Services

 

Buildings and Grounds: Maintenance and Operation

Box : 5

902-13 Guidelines for Electronic Security Systems

 

Environmental Health and Safety (EH&S)

Box : 5

903-10 Environmental Health and Safety Policy

Box : 5

903-11 Environmental Health and Safety Guidelines

Box : 5

903-12 Campus Air Pollution Episode, Emergency Alert "Curtailment Plan, Orange County Zone 20" Guidelines

Box : 5

903-13 Seismic Hazard reduction Policy

Box : 5

903-14 Smoking Policy

Box : 5

903-15 Guidelines for Temporary Food Service Permits

Box : 5

903-16 Policy on Animals on Campus

Box : 5

903-17 Guidelines for Reporting Animal-Related Issues

Scope and Content Note

Also includes "Guidelines for Uniforms, Protective Clothing, Safety Equipment, and Police Protective Equipment."
Box : 5

903-20 Guidelines for Motorized Cars

Box : 5

903-21 Hazard Communication Program

Box : 5

903-22 Asbestos and Lead-Based Paint Notification Guidelines

Box : 5

903-23 Fireworks Policy

Box : 5

903-24 Workers' Compensation: Work Transition Program Guidelines

Box : 5

903-25 Occupational Exposure to Hazardous Chemicals in Laboratories (Lab Standard)

Box : 5

903-27 Health Surveillance Program Guidelines

Box : 5

903-28 Forklift Safety Program Guidelines

Box : 5

903-31 Guidelines for the Public Access Automatic External Defibrillation Program

 

Parking and Transportation Services

Box : 5

904 Parking Policy

Box : 5

904-10 Parking Definitions, Laws and Enforcement

Box : 5

904-11 Parking Permits and Fees

Box : 5

904-12 Alternative Transportation and Ridesharing

Box : 5

904-13 Vehicles Other Than Automobiles

Box : 5

904-14 Motorist Assistance Service

Box : 5

904-16 Commuter Services: Vanpool Program

 

Police

Box : 5

905-15 Skate and Skateboard Regulations