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UC DAVIS: OFFICES OF THE CHANCELLOR AND PROVOST June 4, 2003 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND CAMPUS/UCDMC ADMINISTRATIVE OFFICERS RE: Discontinuance of Production of Paper Copies of Administrative Policy and Procedure Manuals After broad consultation with other UC campuses, other universities, and UC Davis administrative and academic representatives, the Offices of the Chancellor and Provost are adopting best practices and discontinuing the production of paper copies of administrative policies and procedures, effective July 1, 2003. This conversion will result in cost savings and reduced workload for departments and will assure that the policies provided to our campus community are distributed consistently so departments will have the most recent version more quickly. This change applies to the UC Davis Policy and Procedure Manual (PPM), the Academic Personnel Manual (APM), and the Sponsored Research Manual (SRM). The Sponsored Research Manual is being revised and will be incorporated in the UC Davis Policy and Procedure Manual. The Personnel Policies for Staff Members Manual (PPSM) will continue with both paper and Web versions for the meantime. The manuals are public documents and must be available to all employees. Departments will continue their responsibility for providing access to policy information to their employees. This may be implemented by email, posting a notice of changes, sending off-campus mail, printing paper copies, or other appropriate methods. It is recommended that central administrative offices (for example, vice chancellors' and deans' offices) maintain a hard-copy manual in case of power outage, server failure, or other cases where employees may not have electronic access to the manuals. Access to manuals is also provided centrally in the libraries on campus and at UCDMC, in both paper and electronic versions. Employees may also view hard-copy manuals at the Offices of the Chancellor and Provost. Established access standards are available at http://manuals.ucdavis.edu/newproc.htm. The manuals home page (http://manuals.ucdavis.edu) has a "minder" option that alerts subscribers by email when revisions occur in the manuals. The website provides a summary of policy changes, similar to the summary offered in the paper transmittal notice. For business purposes, the department head must designate an employee to register for the notification. Others who want to know when policies change may opt to be notified of policy changes by email. Additional information about this conversion is at http://manuals.ucdavis.edu/newproc.htm. If you have questions, please contact Dott Turner, Coordinator of Administrative Policy, (530) 752-2407 or cdturner@ucdavis.edu, or Irene Fecht, Assistant to the Coordinator, (530)752-9745 or ilfecht@ucdavis.edu. Leslye J. Hays Executive Officer 03-064
 Office of the Chancellor | Contact Information | Current Issues | Speaking Out | Staff and Organization | Philosophy of Purpose | Principles of Community | Administrative Resources Modified: 12/14/2006 12:23:34 PM Comments: |
