Notice of Policy Changes (PPSM)

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From time to time, changes are made to PPSM at a systemwide or local level. When these changes are proposed or enacted, we will notify you of them here.

Dec 16, 2022

Extension of Systemwide Review of Presidential Policy - Policy on Vaccination Programs

On August 30, 2022, the Policy on Vaccination Programs – With Interim Amendments was issued, with an effective date of September 1, 2022. On September 16, 2022, the University of California Office of the President distributed a draft policy for Systemwide Review with a comment deadline of December 15, 2022. Based on feedback received from the Systemwide Review thus far and discussions with leadership, updated interim amendments were made to the policy to include an option for members of the University community to opt out of COVID-19 boosters as well as technical edits. On December 12, 2022, the Policy on Vaccination Programs – With Updated Interim Amendments was issued.  

In light of these updated interim amendments, the Office of the President is distributing an updated draft policy and extending the comment deadline for the formal Systemwide Review and consultation process from December 15, 2022, to January 31, 2023 to finalize this Presidential Policy.

Key revisions from the updated interim amendments include the following:

  • The Primary Series of the COVID-19 vaccination will remain mandatory for all incoming faculty, staff, students, and trainees who are Covered Individuals subject only to religious, medical, and disability exceptions and temporary deferral due to pregnancy or recent COVID-19 diagnosis or treatment. (Healthcare workers will continue to be eligible for fewer exceptions due to a California Department of Public Health order.)
  • Covered Individuals must be Up-to-Date with COVID-19 vaccination boosters. However, those who prefer to opt-out of COVID-19 boosters will be permitted to do so by signing a declination statement after receiving education and subject to non-pharmaceutical interventions specified by their locations (for example, masking). Please note that healthcare workers may not decline their first booster under a California Department of Public Health order unless they are eligible for one of the order’s limited exceptions or deferrals.
  • If a Covered Individual prefers to defer the COVID-19 bivalent booster for more than 90 days after being diagnosed with or treated for COVID-19, they can do so by declining the booster after receiving education. When they do receive the booster, they will again be considered Up-to-Date.
  • Locations will ordinarily set an annual compliance deadline between July and December for existing faculty, staff, and students to participate in the COVID-19 vaccine program. This year Locations may set that deadline as late as February 1, 2023.

The version of the policy distributed on September 16, 2022, renamed the policy “Policy on Vaccination Programs” and consolidated the University’s existing Systemwide vaccination requirements other than the Student Immunization Policy into a single document. Key revisions that were distributed for Systemwide Review at that time include the following:

  • The COVID-19 Vaccination Program Attachment incorporates language from the July 15, 2021 SARS-CoV-2 (COVID-19) Vaccination Program policy with a focus on reorganization and simplification of existing policy language. Those updates were not intended to institute substantive changes in policy regarding existing COVID-19 vaccination requirements. 
  • In alignment with CDC guidance, the deadlines for completion of the primary COVID-19 vaccination series have been extended to allow for a longer interval period between doses.
  • Locations are encouraged to evaluate COVID-19 Vaccination Program Participation, but Healthcare Locations are not required to do so.
  • The COVID-19 Vaccination Program corrective action/discipline language for policy-covered academic appointees has been clarified.
  • The Seasonal Influenza Vaccination Program Attachment incorporates language from the President’s past flu vaccine Executive Orders. The Seasonal Influenza Vaccination Program is an Opt-Out program, which means Covered Individuals may decline vaccination after receiving vaccine education. The Program has an annual compliance date of no later than December 1. Locations may choose an earlier compliance date. The first compliance date for new employees depends on when their first date of employment is in relation to the flu season. 
  • The language has been updated throughout consistent with current public health usage.
  • The following groups are Covered Non-Affiliates instead of Covered Individuals: “K-12 students and children enrolled in daycare programs and camps sponsored by the University or operated at a University Facility or Location; as well as individuals enrolled in UC extension programs, continuing education, lifelong learning, seminars, workshops, and other non-degree-granting educational programs.” For clarity, individuals enrolled in professional development and recreational programs are also included in the definition of “Covered Non-Affiliates.” This provides Locations with flexibility on local program implementation as Locations define the requirements for Covered Non-Affiliates.

The draft policy is posted on UCNet. If you have any questions or if you wish to comment, please email, no later than January 31, 2023.

Dec 6, 2022

Proposed Presidential Policy on Developing and Maintaining Presidential Policies

The University of California Office of the President invites comments on the proposed Presidential Policy on Developing and Maintaining Presidential Policies (“Policy on Policies”). 

The proposed substantive revisions include the following key provisions:

  • Updating the Policy name, scope, and summary to accurately reflect content; 

  • Adding and updating definitions for terms frequently used and removal of terms that are no longer used; 

  • Adding requirements such as: 

    • use of gender-neutral terms; 

    • cross-referencing of UC policies and laws for continued compliance and ease of maintenance; 

    • New Presidential Policies must be proposed through a Policy Review, developed in accordance with the Policy Development Process, and approved in accordance with the Presidential Policy Approval Process; 

    • all Presidential Policies must undergo a Policy Review every 5 years, or more frequently as necessary; 

    • a Compliance with Law Revision Process to handle changes to a policy that are for the purposes of law, rules, or regulations

    • rescinded Policies on the website must also include reference where current information can be found (if applicable);

    • policies must specify when a campus location delegation of authority is required, redelegatable and any restrictions on redelegations; 

    • Guidelines should be updated regularly to ensure the information remains current, useful, and in alignment with Presidential Policies

  • Adding responsibilities for the Policy Advisory Committee (PAC), Policy Steering Committee (PSC), Stakeholders, and Required Reviewers.

  • Revising procedures to describe the action steps for accomplishing required tasks that have to be completed.

  • Additional editorial changes for readability and clarity.

clean version of the policy can be read here, and a tracked changes version can be read here.

If you have any questions or if you wish to comment, please email by March 16, 2023

Nov. 14, 2022

Systemwide Review of Proposed Presidential Policy on Sustainable Practices.

The University of California Office of the President invites comments on the proposed updates to the existing Presidential Policy on Sustainable Practices.  The proposed revisions address the following key issues:

  • Green Building Design: The first two updates to this policy section codify campus best practices and respond to comments from the systemwide review of last year’s updates to the Sustainable Practices Policy and to requests from several Regents. The first update raises the minimum green building certification level for new buildings from LEED Silver to LEED Gold. The second update addresses the fact that parking structures are no longer eligible to earn LEED certification by requiring new parking structures to achieve a Parksmart Silver certification. Parksmart is a rating system similar to LEED that is designed for parking structures and has already been piloted on two UC campuses. The third update to this section removed references to the Savings by Design Program that California’s investor-owned utility companies recently discontinued.

  • Climate Protection: The date that campuses will achieve carbon neutrality from scope 3 sources was moved up from 2050 to 2045 to align with the State of California’s updated goal. A new provision was added to the Procedures section to integrate the University’s “Framework for Incorporating Environmental & Climate Justice into Climate Action” into the climate action planning processes.

  • Zero Waste: The target dates for the food service-related single-use plastic requirements were postponed until July 2024 to allow time for food service facilities to adjust to post-pandemic operating conditions. Additionally, as campuses can no longer count incinerated waste toward their waste diversion rates, language related to that completed transition was removed.

  • Sustainable Foodservice: Consistent with comments received during the systemwide review of last year’s updates to the Sustainable Practices Policy, this update sets a new target for UC locations to procure 25% plant-based food by 2030 and strive to procure 30%. These new targets will facilitate and track efforts to reduce the carbon footprint of food served at UC locations.

  • Sustainability at UC Health: The updates to this policy section set new goals for sustainable procurement. Specifically, provisions were added to cover medical device reprocessing and the procurement of appliances, hardware, and office supplies.

  • Health and Well-Being: Drawing on research, analysis, and pilot projects led by the Global Food Initiative, Healthy Campus Network and Healthy Beverage Initiative, updates to this policy section establish targets for the percentage of beverages and food in vending machines that meet the UC Healthy Vending Guidelines. Additional provisions cover the marketing of healthy vending items, energy efficiency, and zero waste goals for vending machines.

  • Minor revisions throughout the policy remove outdated language and targets and help to clarify the intent and improve the readability of the document.

A clean version of the policy can be read here, and a tracked changes version can be read here.

If you have any questions or if you wish to comment, please use this Google form by January 30, 2023

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