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.

 

Oct 18, 2018

Proposed revisions to PPSM 63 (Investigatory Leave)

The University invites comments on the proposed revisions to PPSM 63 (Investigatory Leave). This policy is applicable to Professional & Support Staff, Managers and Senior Professionals, and the Senior Management Group.  

The proposed revisions add/revise language that expands and clarifies various sections of the policy. In pertinent part, the proposed revisions to PPSM 66:

  • Update types of conduct that may lead to an investigatory leave

  • Clarify that investigatory language is not a type of corrective action

  • Add language indicating that an employee must be notified of an investigatory leave in writing no later than three-working days after commencement of the leave, and specify what information must be included in the written notice

  • Clarify what information to provide an employee upon conclusion of an investigatory leave

You may access the proposed redlined version at PPSM 63 (redlined draft) and the current version of the policy at PPSM 63 (current).


Oct 12, 2018

Proposed revisions to PPSM 66 and 81

The University of California is proposing revisions to PPSM 66 – Medical Separation and PPSM 81 – Reasonable Accommodation, which apply to regular status employees in the Professional & Support Staff, Managers & Senior Professionals, and Senior Management Group personnel groups.

A systemwide workgroup with representatives from UC Berkeley, UC Davis, UCLA, UC Santa Barbara, and the Office of the President developed proposed revisions that clarify and expand policy language. The review included extensive consultation across a broad spectrum of functional areas.

PPSM 66

In pertinent part, the proposed revisions to PPSM 66 include:

  • Add definitions for “Disability,” “Extended Sick Leave,” “Interactive Process,” and “Medical Condition;”
  • Add language to note that employees will not be medically separated before exhausting FMLA, CFRA and PDLL leave; and
  • Add language to describe the University’s required procedures regarding reassignment.

You may access the proposed redlined version at PPSM 66 (redlined draft) and the current version of the policy at PPSM 66 (current).

PPSM 81

In pertinent part, the proposed revisions to PPSM 81 include:

  • Add language to state that the University will reimburse employees for reasonable out-of-pocket travel expenses in addition to the cost of a required medical examination;
  • Add language to describe “reassignment;” and
  • Modify language to clarify the interactive process and outline employee and University expectations with respect to that process.

You may access the proposed redlined version of PPSM 81 (redlined draft) and the current version of the policy at PPSM 81


Oct 12, 2018

Proposed revisions to Sexual Violence and Sexual Harassment Policy

The Office of the President invites comments to the proposed revisions to the Sexual Violence and Sexual Harassment Policy (“SVSH Policy”). The SVSH Policy has been revised to address critical concerns identified through feedback received earlier this year from faculty, staff, and students from across the system. In addition, changes have been made as required by the Department of Education’s Office for Civil Rights (“OCR”) in its February 2018 resolution agreement with UC Berkeley and recommended by the California State Auditor in its June 2018 report on UC’s response to SVSH complaints.

The key issues addressed by the proposed revisions to the Policy include:

  • A fuller explanation of what the policy covers, such as acts committed by and against third parties, and how the Title IX offices will evaluate reports to decide whether to initiate a resolution process;

  • Changes to the definitions of conduct prohibited by the policy, including sexual assault, relationship violence, and retaliation;

  • Enumeration of the specific procedures UC will use to investigate and adjudicate reports;

  • A more detailed description of the informal (Alternative Resolution) process, and parties’ rights in that process;

  • Addition of a 30 to 60 day timeframe for Alternative Resolution, and extension of the timeframe for the Formal Investigation process from 60 days to 90 days;

  • Provision for the Title IX officer to initiate investigations despite the absence of an identifiable, individual respondent or, alternatively, the lack of a specific complainant;

  • Revisions to the Frequently Asked Questions, including the removal of certain questions; and

  • References in several places to guidelines developed by the Systemwide Title IX Office. CSA recommended that we better define and codify some of our policy-related practices, and agreed that could be done in separate guidelines, if referenced in the policy.

You may access the proposed redlined version at SVSH Policy (redlined draft) and the current version of the policy at SVSH Policy (current).

Employees covered by this policy who wish to provide comments on the proposed revisions may submit them to Evelyn Cheng, Systemwide Title IX Program Coordinator (evelyn.cheng@ucop.edu), no later than Monday, December 17, 2018.


Oct 4, 2018

Proposed revisions to Presidential Policy BFB-RMF 7

The Office of the President invites comments on a proposed revision to Presidential Policy Business and Finance Bulletin Records Management and Privacy Policy 7 (RMP-7), Protection of Administrative Records Containing Personally Identifiable Information. This policy applies to all University employees who have authorized access to Administrative Records containing Personally Identifiable Information. 

The key issues addressed by the proposed revisions to the Policy include:

  • Combines and updates BFB-RMP-7, Privacy of and Access to Information Responsibilities; BFB-RMP-11, Student Applicant Records; and BFB-RMP-12, Guidelines for Assuring Privacy of Personal Information in Mailing Lists and Telephone Directories
  • Incorporates the UC Statement of Privacy Principles and Values
  • Clarifies the roles of Privacy Officials, Records Management Coordinators and Information Practices Coordinators

You may access the proposed redlined version at RMP-7 (redlined draft) and the current versions of relevant policies at RMP-7 (current), RMP11 (current), and RMP-12 (current).

If you have any questions or if you wish to comment, please contact UC Records Manager Laurie Sletten at laurie.sletten@ucop.edu, no later than December 17, 2018.



Oct 3, 2018

PPSM 30 Request for Comment

The University of California is proposing revisions to PPSM 30 – Compensation.  The policy describes compensation, hours of work and related components for employees in the Professional & Support Staff and Managers & Senior Professionals personnel groups.

PPSM 30 has been updated with a proposed revision to remove the annual limit section of the policy, which states “an employee’s total salary increase in a single fiscal year cannot exceed 25 percent of base salary.” The proposed policy revision is in support of the University’s commitment to pay equity and in the spirit of Assembly Bill 168.

You may access the proposed policy revisions at PPSM 30 (redlined)  and view the current version of the policy at PPSM 30 (current).

Employees covered by this policy who wish to provide comments on the proposed revisions may submit them to Melanie Carr (Melanie.Carr@ucop.edu) by October 17, 2018.



Oct 2, 2018

Principles of Accountability with Respect to Financial Transactions

The Office of the President invites comments on a proposed Presidential Policy on the Principles of Accountability with Respect to Financial Transactions. The Policy applies to any person working for or conducting business on behalf of the campus, and is a codification of an existing UCOP financial policy that is currently posted on the Office of the Chief Financial Officer website. The key issues are:

  • Existing finance policy was rewritten to follow the 2013 Committee on Sponsoring Organizations of the Treadway Commission (“COSO”) Integrated Control-Integrated Framework;
  • Policy provides an overview of financial accountability, financial management, data integrity, and compliance associated with financial transactions throughout the University. Campuses in turn should develop policies and procedures to ensure these financial transaction accountability principles are met;
  • There is a chart of functions and responsibilities for key areas and roles within the campus, and
  • There are financial principles that all employees with financial transaction authority redelegated to them should adhere.

You may access the proposed new policy at Principles of Accountability with Respect to Financial Transactions



Sept 7, 2018

Revision to PPSM 20 (Recruitment and Promotion)

The University invites management comments on the proposed revisions to PPSM 20 (Recruitment and Promotion). This policy is applicable to Professional & Support Staff, Managers & Senior Professionals, and the Senior Management Group (SMG). The proposed revisions to PPSM 20, in relevant part, add language to clarify that a candidate’s salary history will not be requested or relied upon in determining salary or whether to offer employment. 

You may access the proposed redlined version at PPSM 20 (redlined draft) and the current version of the policy at PPSM 20 (current).

Revision to PPSM 21 (Selection and Appointment)

The University also invites management comments on the proposed  revisions of PPSM 21 (Selection and Appointment). This policy is applicable to Professional & Support Staff, Managers & Senior Professionals, and the Senior Management Group, except for Sections III.A. through III.B. which do not apply to SMG members.

The proposed revisions to PPSM 21, in relevant part, add language to clarify that consideration of an applicant’s criminal history will be requested only after the University has made a conditional offer of employment to the candidate. 

You may access the proposed redlined version of PPSM 21 (redlined draft) and the current version of the policy at PPSM 21 (current).



July 10, 2018

Revision to PPSM 30 (Compensation)

The University invites comments on the proposed revisions to PPSM 30 (Compensation). This policy describes compensation, hours of work and related components for employees in the Managers & Senior Professionals and in the Professional & Support Staff personnel groups.

In pertinent part, the proposed revisions remove the annual salary increase limit from Section III.B.4.  The proposed policy revision is in support of the University’s commitment to pay equity and is in line with recommendations per President Napolitano and VP-SHR Duckett in the spirit of Assembly Bill 168.  For additional AB 168 information, visit UCNet.

You may access the proposed revisions in the redlined version at PPSM 30 (redlined draft) and view the current version of the policy at PPSM 30 (current).




Jun 18, 2018

Revision to PPSM 66 (Medical Separation)

The University invites comments on the proposed  revisions to PPSM 66 (Medical Separation). This policy is applicable to staff employees in the Professional & Support Staff. The proposed revisions add/revise language that expands and clarifies various sections of the policy. You may access the proposed redlined version at PPSM 66 (redlined draft) and the current version of the policy at PPSM 66 (current).

 

Revision to PPSM 81 (Reasonable Accomodation)

The University also invites comments on the proposed revisions of PPSM 81 (Reasonable Accommodation). This policy is applicable to staff employees in the Professional & Support Staff. The proposed revisions to PPSM 81 add/revise language that expands and clarifies various sections of the policy. You may access the proposed redlined version of PPSM 81 (redlined draft) and the current version of the policy at PPSM 81.

 

 


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