Draft Policies and Procedures Undergoing Review

Applies To: All members of the university community, including staff, faculty, students, and non-affiliates.

 

Brief Description: This UC Merced interim policy is intended to clarify expectations and to support staff and faculty in avoiding professional conflicts of interest related to Consensual Relationships.

 

Applies To: All research, regardless of funding source, conducted at any UC Location (campus or Health Center, the Lawrence Berkeley National Laboratory (LBNL), and the Division of Agriculture and Natural Resources (ANR)) that may involve Dual Use Research of Concern (DURC) or Pathogens with Enhanced Pandemic Potential (PEPP), which is life sciences research that can be reasonably anticipated to provide knowledge, information, products, or technologies that could be intentionally misused to pose a significant threat, with broad potential consequences, to public health and safety, agriculture, food security, economic security, or national security.

 

Brief Description: This UC policy revises the current UC Dual Use Research of Concern Policy with new and updated provisions, per the White House communication on dual use research issued May 6, 2024. Specifically, the Office of Science and Technology Policy (OSTP) issued the United States Government Policy for Oversight of Dual Use Research of Concern (DURC) and Pathogens with Enhanced Pandemic Potential (PEPP) (USG Policy).

The proposed policy will implement the changes made by the new USG Policy, and it includes the following:

• Adoption of the USG Policy for the institutional review and oversight of research with biological agents or toxins categorized as DURC (Category 1) or PEPP (Category 2).
• The expectation that UC Locations review federally and non-federally funded research for DURC and PEPP. However, it allows UC Locations to develop a different oversight framework for non-federally funded research, provided that it is consistent with the principles of the USG Policy.
• A succinct description of the Compliance Responsibilities for Principal Investigators, UC Location Institutional Contacts for Dual Use Research, and Vice Chancellors for Research (and their equivalents at ANR and LBNL).
• A Procedures Section that provides high-level requirements for compliance with the USG Policy.

 

Applies To: All UC faculty, staff, and students who are conducting Animal
Activities (as defined in this Policy) within the course and scope of their University duties or studies, and to non-UC persons (such as volunteers or visiting scholars) participating in UC Animal Activities.

 

Brief Description: The proposed UC policy would update and replace the current policy, “Use of Animals in Research and Teaching”. The revised policy:

• Reiterates UC’s commitment to the responsible, humane use and care of animals in research and teaching.
• Updates the list of currently applicable laws and regulations.
• Aligns legal and UC systemwide requirements with campus practices.
• Includes considerations for wildlife and agricultural animals in research and teaching.

Applies To: All University Facilities of the University of California within California except 1) those under the regulatory authority of the Office of Statewide Hospital Planning and Development or 2) K-12 schools or community college facilities built after 2018 under the regulatory authority of the Division of the State Architect.

 

Brief Description: The purpose of this Policy is to provide an acceptable level of earthquake safety for students, employees, and the public who occupy University Facilities located in California. The policy is proposed to be revised and includes the following key issues:

• Replace the 2030 deadline with a continual improvement requirement for each location to achieve a minimum 4% per year reduction of non-compliant space above the established 2022 baseline square footage averaged over a three-year period. Note that any improvements completed in compliance with State-mandated requirements for critical care facilities will count towards the 4% reduction goal.
• All currently occupied Seismic Performance Rating VI facilities, shall be given the highest priority in capital planning and allocation decisions and brought into compliance with policy no later than December 31, 2037,
• Existing leases for certain non-compliant UC-occupied facilities may be extended through 2037.

Applies To: All University Employees, Students and Non-Affiliates, as well as all areas of university operations, programs, and facilities, including off-campus locations where university programs and business are conducted.

 

Brief Description: This policy is designed to protect and promote the rights of members of the university community, including the right to freedom of expression, to prevent interference with university functions or activities, to protect university facilities and to assure compliance with all pertinent laws and other applicable University policies. Updates align with mandatory directives issued by the UC Office of the President and include:

• Mandatory revisions required by California State Senate Bill 108, SEC. 219, 34 implemented under UC Merced’s Campus Climate Initiative.
• Technical updates to owner, contact information, and resources.
• Clarifications around disruptions of a university activity, proximity of activities, signage, unauthorized structures, and consequences.

Applies To: Professional & Support Staff, Managers & Senior Professionals, and Senior Management Group Members.

 

Brief Description: The University of California is proposing revisions to PPSM-84 (Accommodations for Nursing Mothers). This draft of PPSM-84 has been updated with technical and clarifying edits for compliance with legal requirements.

Applies To: All hospital outpatient and clinic settings throughout the University of California System.

 

Brief Description: The UC policy is proposed to be revised and includes the following key issues:

• DSCSA is a federal law that requires UC to be able to track and trace all medications given to patients. Currently, there are medications coming into our UC system that we can’t track and trace because they are externally supplied by outside pharmacies. This policy would ban the use of medications that were externally supplied outside of our contracted distributors.
• UC has identified that externally supplied medications not only go against the DSCSA, but also lead to gaps in patient care and wastage of medication.
• Rare exceptions to this policy exist in cases of first-time patient education and in patient assistance programs.

 

Applies To: For purposes of this Program Attachment, Covered Individuals include anyone designated as Students under this policy who Physically Access a University Facility or Program in connection with their education/training.

 

Brief Description: The UC policy is proposed to include the following key issues:

• Students will be required to be Up-To-Date on their MMR, MenACWY, Tdap, and VZV vaccinations, provide proof of immunity for those diseases, or obtain a University-approved exception, as a condition of Physical Presence at a University Location or in a University Program.
• Students may request exceptions to any of these vaccination requirements premised on medical contraindications, religious objections, or disability. There are no exceptions permitted for students’ mandatory completion of a tuberculosis screening questionnaire to evaluate their risk of latent tuberculosis.
• In the event that applicable law or public health orders impose stricter vaccination requirements, students would be required to comply with those stricter requirements.
• Students who are not Up-To-Date with the relevant vaccination requirements (which includes those who have been granted exceptions) or who have not satisfied the tuberculosis screening requirement may be subject to Non-Pharmaceutical Interventions (e.g., masks and testing) above and beyond those who have demonstrated compliance and may be excluded from the Location or site of an outbreak.
• Additionally, students who are not compliant with the vaccination programs and/or screening program must participate in any Vaccine Education required by their Location Vaccine Authority (LVA). Additional Vaccine Education may be required by the LVA in the event of an outbreak or consistent with applicable federal, state, or local laws, regulations, or accreditation standards.

Applies To: Positions in the Professional & Support Staff, Managers & Senior Professionals, and Senior Management Group Members personnel programs.

 

Description: Revisions to PPSM 2.210 are in regard to paid sick leave for policy-covered staff employees and include: 

• Expand eligibility for paid sick leave for part-time employees.
• Expand the reasons for which employees may use paid sick leave;
• Provide protected paid sick leave;
• Extend the period during which paid sick leave may be reinstated if an employee is reemployed after a separation from employment.

Review Ended 
April 29, 2024

Applies To: UC faculty, staff, and Authorized Individuals who use Controlled Substances, DEA Listed Chemicals, and/or California Precursor Chemicals in UC research and teaching activities.

 

Description: The UC policy is proposed to be revised and includes the following key issues:

• Clarify in detail the scope of duties of the Campus Controlled Substances Programs and the Controlled Substances Program Officers;
• Define the Campus Designation form of Drug Enforcement Agency (DEA) Registration and address requirements applicable to DEA Registrations other than Campus Designation, such as individual schedule I DEA Registrations;
• Provide more specific procedures regarding Powers of Attorney;
• Provide additional guidance as to import, export, interstate and intrastate use, transfer and transport of Controlled Substances, as well as Controlled Substances Analogues and DEA-exempt chemical preparations; and
• Establish responsible units and individuals for patient care and clinical Controlled Substances Program.

Review Ended 
April 8, 2024

Applies To: All University Locations including Medical Centers
 

Description: The UC policy is proposed to be rescinded to address the following key issues:

• The policy was envisioned as a temporary, emergency policy to address fire risks created by individuals charging hoverboard batteries in or on UC properties. 
• Since the policy was adopted, the following developments have occurred:
  • Underwriter’s Laboratories (UL) testing and listing for lithium ion-powered equipment and batteries has become more prescriptive.
  • The California Office of the State Fire Marshal released a guidance document (23-003) in April of 2023 related to the storage and charging of these types of devices.
  • California Assembly Bill 712 was signed into law in July of 2023 and requires landlords to allow tenants to recharge micro-mobility devices in their units. UC Legal has determined this Assembly Bill does apply to UC housing.
  • The UC Council of Campus Fire Marshals released guidance in August 2023 specific to this type of equipment and its use at UC locations. 
• With technology evolving rapidly, the University is better served by relying on outside standard-setting bodies, such as UL, and best practice guidance from the Office of the State Fire Marshal.

Review Ended
March 14, 2024

Applies To: All Campuses, Medical Centers, Division of Agriculture and Natural Resources (ANR), and the Lawrence Berkeley National Laboratory.
 

Brief Description: The policy is proposed to be revised and includes the following key issues:

• The inclusion of the California Department of Motor Vehicles (DMV) Negligent Operator Treatment System (NOTS) as a standard for eligibility to drive on behalf of the University.
• Implementation will apply to all drivers on University business – not solely employees.
• Establishment of Vehicle Collision Review Committees to review collisions, determine preventability, and promote driver safety awareness.
• Establishment of guidelines for drivers involved in preventable collisions including training, suspension, and potential revocation of driving privileges.

Review Ended 
February 28, 2024

Applies To: All campus constituents who currently operate Rate-Based Units and those who intend to establish new Rate-Based Units.
 

Brief Description: The proposed policy will aid the campus in managing resources efficiently by clearly defining Recharge activities and establishing a Materiality Threshold of $20,000 for new and existing Rate-Based Units. 

Review Ended 
September 11, 2023

Applies To: All University employees, including administrators, staff, faculty, other academic appointees, student employees, fellows, visiting scholars, and unpaid interns, as well as nonaffiliates. The procedure includes, but is not limited to, conduct that occurs in person or through other means such as electronic media. The procedure also applies to students in their capacity as student employees if they are Complainants, Respondents or Reporters.

 

Brief Description: The procedures are intended to implement and supplement the UC Policy on Abusive Conduct in the Workplace, which became effective January 1, 2023. The systemwide Abusive Conduct Policy and the local campus Procedures replace UC Merced’s previous Policy on Prohibition of Abusive Conduct and Acts of Violence by University Employees and Non-Affiliates, which was rescinded on January 1, 2023. 

Review Ended 
September 1, 2023

Applies To: All UC Merced employees who handle administrative records, and all inactive records documenting the university's decision making processes, the functions of the university, and the essential cultural history of the campus, such as administrative records, general publications, and records concerning student organizations.

 

Brief Description: This proposed UC Merced policy codifies instructions currently present in the UC Records Retention Schedule regarding the transferring of relevant campus records to the University Archives.

Review Ended 
September 1, 2023