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Policies Index

Policy and Procedure Manual

The Policy & Procedure Manual (PPM), along with the Academic and Staff Personnel Manuals, serves as the primary reference guide for campus operating policies and procedures which apply to academic, administrative, research and service units. The policies connect the campus’ mission to the everyday actions of its community, clarify the institution’s expectations of its individual members, mitigate institutional risk, enhance efficiency and support the university’s compliance with laws and regulations. If you have questions, contact Information Governance and Policy at policy@ucsd.edu.

Policy Name   PPM #CategoryEffective Date
Academic Leave Policy230-10Academic Personnel07/01/2010
Academic Personnel Affirmative Action Program230-6Academic Personnel09/15/1997
Academic Personnel Records/Maintenance of, Access to, and Opportunity to Request Amendment of230-160Academic Personnel07/01/2017
Academic Salary Scales230-40Academic Personnel10/01/2005
Acceptance and Administration of Awards from Private Sources150-35Contracts and Grants (Research)06/01/1992
Access For Non-UC San Diego Personnel to UC San Diego Core Campus Systems135-4Information Technology10/20/1998
Access to Classrooms, Offices, Auditoriums, etc.510-1 Section VIIIUse of University Properties04/01/1981
Account Code Validation300-51Accounting Procedures02/01/2000
Accounting for Unallowable Costs150-43Contracts and Grants (Research)08/01/2001
Accounts Receivable Policy300-13Accounting Procedures02/23/2022
Acquisition of Computing Equipment523-12.1Procurement08/15/1984
Acquisition/Disposition of Real Property440-2Real Property04/01/1998
Acquistion and Disposition of University Vehicles551-2Central Garage and Fleet Services08/21/2018
Alcohol Policy510-1 Section XIIIUse of University Properties09/03/2020
Alien Information395-13Payroll07/01/1993
Allocation, Reallocation and Administration of Gifts and Bequests410-20Advancement03/05/2012
Applicability of State Sales Tax to Purchases of Goods and Services523-2.3.2Procurement03/22/1982
Appointment and Promotion - Academic Administrator Series230-370Academic Personnel07/01/2023
Appointment and Promotion - Academic Coordinator Series230-375Academic Personnel07/01/2023
Appointment and Promotion - Acting Appointments230-235Academic Personnel07/01/2017
Appointment and Promotion - Adjunct Professor Series230-280Academic Personnel07/01/2017
Appointment and Promotion - Continuing Educator Series230-340Academic Personnel07/01/2017
Appointment and Promotion - General230-200Academic Personnel07/01/2017
Appointment and Promotion - Guest Lecturers (Including Lecturers, Miscellaneous Part-Time)230-289Academic Personnel07/01/2017
Appointment and Promotion - Health Sciences Clinical Professor Series230-278Academic Personnel07/01/2017
Appointment and Promotion - Lecturer and Senior Lecturer Series230-283Academic Personnel07/01/2017
Appointment and Promotion - Lecturer with Security of Employment (Teaching Professor) Series230-285Academic Personnel07/01/2017
Appointment and Promotion - Librarian Series230-360Academic Personnel07/01/2017
Appointment and Promotion - Non-Salary Instructional Positions230-255Academic Personnel07/01/2017
Appointment and Promotion - Non-Salary Research Positions230-355Academic Personnel07/01/2017
Appointment and Promotion - Professional Research (Research Scientist) Series230-310Academic Personnel07/01/2017
Appointment and Promotion - Professor Series230-220Academic Personnel07/01/2022
Appointment and Promotion - Professor of (e.g., Psychology) In Residence Series230-270Academic Personnel07/01/2017
Appointment and Promotion - Professor of Clinical X (e.g. Medicine) Series230-275Academic Personnel07/01/2022
Appointment and Promotion - Professor of Practice Series230-281Academic Personnel07/01/2017
Appointment and Promotion - Project Scientist Series230-311Academic Personnel07/01/2017
Appointment and Promotion - Recall for Academic Appointees230-205Academic Personnel07/01/2017
Appointment and Promotion - Regents' Professors and Regents' Lecturers230-290Academic Personnel07/01/2017
Appointment and Promotion - Review and Appraisal Committees230-210Academic Personnel07/01/2017
Appointment and Promotion - Specialist Series230-330Academic Personnel07/01/2017
Appointment and Promotion - Visiting Appointments230-230Academic Personnel07/01/2017
Appointment and Promotion - Volunteer Clinical Professor Series230-279Academic Personnel07/01/2017
Appointment and Review of Department Chairs230-2Academic Personnel05/01/1994
Appointment of a UCSD Notary470-5General Counsel02/27/2007
Asbestos Management Program516-2Environment, Health and Safety09/08/2010
Assessment of Current Gift & Private Grant Fund Interest Earnings from UCSD and the UC San Diego Foundation410-10Advancement02/18/2021
Audits & Investigations by External Agencies300-5Accounting Procedures11/17/2023
Authority to Solicit Quotations, Release Award Information, and Execute Purchase Order/Contracts523-6Procurement10/01/1984
Authorized Student Governments160-8Student Matters (General and Undergraduate)11/03/2021
Authorized Users of University Properties w/ revised pgs. 14-18A 3/30/93510-1 Section IVUse of University Properties04/01/1981
Automated License Plate Reader Policy545-5Parking Services06/14/2024
Automated License Plate Reader Policy (Police Department)460-7Police, Security05/05/2026
Biosafety516-3Environment, Health and Safety07/03/2012
Board of Regents5-1University Organization07/25/1979
Budget Administration of Staff Salaries380-3Budget08/30/1993
Budget Administration of the State Employee Benefits Program380-6Budget03/01/2003
Budgetary Savings380-2Budget01/08/1990
Campus COVID-19 Testing Policy516-31Environment, Health and Safety11/16/2022
Campus Policies, Publications, Announcements, & Notices20-1Intra-Campus Communications11/01/1992
Central Gas Procurement & Cylinder Control526-2Storehouse10/05/1987
Central Storehouse Functions & Services526-1Storehouse10/05/1987
Certification of Possession of University Funds300-11Accounting Procedures04/18/1983
Chart of Accounts Policy300-14Accounting Procedures06/07/2023
Chemical Safety516-5Environment, Health and Safety02/03/2012
Chemical Safety - Carcinogens516-5.1Environment, Health and Safety02/03/2012
Classification of Costs as Direct or Facilities and Administrative (Indirect)150-42Contracts and Grants (Research)08/01/2001
Commission Agreements500-6Business Office08/12/1982
Compensation of Academic Year Appointees for Teaching and Research230-42Academic Personnel08/01/1970
Confined Space516-6Environment, Health and Safety07/27/2010
Conflict of Interest200-13Personnel11/14/1984
Conflicts of Interest Arising Out of Consensual Relationships200-11Personnel04/27/2016
Controlled Substances For Research, Teaching, And Veterinary Care516-7Environment, Health and Safety01/31/2007
Cost Accounting Standards Compliance150-40Contracts and Grants (Research)08/01/2001
Course Materials Fees120-9Procedures Related To Instruction01/01/1999
Damage Payment for Services Performed Before Loyalty Oath is Signed395-2Payroll07/01/1997
Disclosure of Information From Student Records160-2Student Matters (General and Undergraduate)10/05/2017
Distribution Procedures524-3Receiving and Shipping12/01/1992
Dog Control Regulations270-5Ceremonies, Conduct and Discipline05/18/1977
Duties Of Department Chairmen (Or Equivalent Officers)230-1Academic Personnel01/23/1970
Eligibility to Submit Proposals for Extramural Support150-10Contracts and Grants (Research)09/22/2025
Emergency Notification Policy516-29Environment, Health and Safety08/18/2023
Emergency Preparedness516-8Emergency04/05/2022
Emeritus Status - Nonacademic200-5Personnel01/03/1994
Employee Benefit Expenditures395-10Payroll01/01/2003
Employee-Vendor Relationships523-9Procurement02/24/1981
Endowed Chairs and Professorships230-191Academic Personnel01/28/2025
Endowed and Current Use Gift Funds Minimum Policy410-30Advancement10/01/2011
Environmental Protection Policy516-9Environment, Health and Safety01/10/2011
Environmental Sanitation516-10Environment, Health and Safety07/16/2010
Environmental Sanitation-Food Service516-10.2Environment, Health and Safety07/19/2010
Environmental Sanitation-Pest Management516-10.4Environment, Health and Safety07/29/2010
Environmental Sanitation-Swimming Pools516-10.5Environment, Health and Safety07/19/2010
Environmental Sanitation-Waste Disposal516-10.7Environment, Health and Safety07/08/2010
Environmental Sanitation-Water and Sewage516-10.6Environment, Health and Safety07/29/2010
Equipment Screening522-2Inventory10/26/1992
Expressive Activity Time, Place, and Manner Policy510-1 Section IXUse of University Properties06/03/2025
Fabricated Equipment522-4Inventory07/10/1989
Face Mask Policy516-30Environment, Health and Safety12/15/2022
Facilities Management Office Functions530-1Facilities Management07/10/2010
Facilities and Administrative Cost (F&A) Rates Applicable to Research, Instruction, and Other Federal and Non-Federal Sponsored 150-15Contracts and Grants (Research)07/01/2004
Facilities and Administrative Costs (F&A) Rates Development Process & Timetable150-14Contracts and Grants (Research)08/02/2011
Fair Trade University Policy541-2Housing and Food Services03/10/2021
Family Accommodations Policy230-15Academic Personnel07/01/2016
Federal & State-Withholding Taxes395-11Payroll01/01/1991
Financial Deficit Policy300-2Accounting Procedures07/01/2025
Fire/Life Safety Program516-11Environment, Health and Safety05/11/2010
Flexible Work Arrangements Policy250-85Staff Personnel03/03/2022
Found/Unclaimed Property460-2Police, Security08/01/1992
Freight Damages and Claims524-7Receiving and Shipping12/01/1992
Fund Raising510-1 Section XIUse of University Properties04/01/1981
General Safety- Shops, Vivaria, and Building Operations516-12.3Environment, Health and Safety07/08/2010
General Safety-Construction/Renovations and Alterations516-12.1Environment, Health and Safety09/28/2010
General Safety-Corporate Criminal Liability Act of 1989516-12Environment, Health and Safety09/28/2010
General Safety-Non Structural Seismic Hazard Reduction516-12.2Environment, Health and Safety05/01/1998
Guidelines for Stationery, Business Cards, and Collateral Items490-2Correspondence Procedures08/21/2018
Hazard Communication Program516-5.2Environment, Health and Safety02/03/2012
Hazardous Waste and Material Management516-14Environment, Health and Safety01/10/2011
Hearing Conservation Program516-15Environment, Health and Safety07/27/2010
Implementation Procedures for Requests for Approval of Indemnification Clauses Under Delegation of Authority 2239516-33Environment, Health and Safety06/10/2022
Independent Consultants523-10.1Procurement06/15/1989
Indoor Air Quality516-16Environment, Health and Safety07/27/2010
Industrial Hygiene516-17Environment, Health and Safety12/02/2010
Injury and Illness Investigations516-18Environment, Health and Safety07/27/2010
Institutional Prior Approval System Requirements for Public Health Service (PHS) Research Grants150-60Contracts and Grants (Research)07/01/1986
Interim Abusive Conduct in the Workplace Policy UC San Diego Implementing Procedures200-27Personnel01/01/2023
Interim Hazing Prevention Procedures200-28Personnel06/23/2025
Internal Control Standards for Departmental Payrolls395-6Payroll07/01/1997
Internal Controls Policy300-15Accounting Procedures02/29/2024
Introduction to PPM 230 - Academic Personnel230-000Academic Personnel07/01/2017
Jurisdiction for University Properties510-1 Section IIIUse of University Properties04/01/1981
Key Control and Electronic Access Policy530-6Facilities Management06/28/2024
Laboratory Safety516-19Environment, Health and Safety07/03/2012
Lactation Accommodation270-9Ceremonies, Conduct and Discipline01/01/2005
Lease of Equipment523-12.3Procurement01/11/1982
Leased Real Property440-3Real Property04/01/1998
Legislation Affecting University Records480-2Records Management07/01/1982
Licensed Real Property440-4Real Property04/01/1998
Limitation on Total Period of Service with Certain Academic Titles230-133Academic Personnel07/01/2017
Maintenance of, Access to, and Opportunity to Request Amendment of Academic Personnel Records230-11Academic Personnel10/01/1992
Management of University General Classroom Space510-1 Section VIUse of University Properties04/01/1981
Master Calendar of UCSD Events510-1 Section VUse of University Properties05/30/1990
Material Distribution Policy and Services524-1Receiving and Shipping12/01/1992
Materiel Management Office Functions520-1Materiel Management01/11/1982
Micromobility Device Policy270-11Ceremonies, Conduct and Discipline08/13/2021
Modification of the Operating Budget380-1Budget07/01/1991
Moving Services524-5Receiving and Shipping12/01/1992
Naming UC San Diego Facilities, Programs, and Properties420-1Building and Space11/08/2018
Narcotics, Dangerous Drugs and Chemical Carcinogens523-2.2.1Procurement07/20/1988
Network Security135-3Information Technology01/17/2012
Non-Payroll Expense Transfers300-3Accounting Procedures07/01/1991
Non-Senate Academic Appointees/Grievances230-5Academic Personnel05/01/2008
Non-Senate Academic Appointees/Layoff and Involuntary Reduction in Time230-7Academic Personnel11/01/2014
Occupational Ergonomics516-20Environment, Health and Safety12/03/2010
Occupational Health516-21Environment, Health and Safety01/10/2011
Office of Contract & Grant Administration Functions150-1Contracts and Grants (Research)12/01/1983
Office of Learning Resources Functions130-1.1Instruction and Research Services02/22/1989
Office of Learning Resources Services130-1.2Research02/22/1989
Official Publications of UC San Diego400-2Public Affairs03/12/2021
Organizational Prior Approval System Requirements for National Science Foundation (NSF) Research Grants150-61Contracts and Grants (Research)05/02/1988
Outdoor Lighting Policy420-11Building and Space12/17/2009
Parking & Transportation Services Functions545-1Parking Services07/01/1991
Parking Permits & Policies545-2Parking Services07/01/1991
Payment Card Processing and Compliance Policy300-86Accounting Procedures12/13/2023
Payroll Check Distribution395-7Payroll08/20/1992
Petty Cash Funds300-10Accounting Procedures01/17/1991
Policy for Reporting and Responding to Sexual Violence and Sexual Harassment200-19Personnel12/22/2020
Policy on Environmental Sanitation - Housing, Fires, Fencing, Electricity, and Water Usage516-10.3Environment, Health and Safety06/03/2025
Policy on Faculty Gifts in Support of Their Own Research410-7Advancement09/23/2024
Policy on Financial Stewardship of Donor Gift Funds and Reporting To Donors410-6Advancement03/01/2021
Policy on Major Events on Campus510-1 Section V.AUse of University Properties06/03/2025
Policy on Research Misconduct (Fabrication, Falsification, and Plagiarism)100-4Research01/01/2026
Policy on Romantic, Dating, or Sexual Relationships between Academic Appointees and Undergraduate Students230-017Academic Personnel11/04/2021
Policy on Timely Expenditure of Endowment Payout and Expendable Gifts410-5Advancement08/07/2018
Procedures for Appointment to Unit 18 Titles230-21Academic Personnel01/01/1991
Procedures for Discrimination and Harassment Complaint Resolution200-23Personnel02/01/2017
Procurement of Reprographic Equipment523-12.2Procurement05/06/1986
Progress and Technical Reports150-37Contracts and Grants (Research)12/01/1983
Property Inventory Control System Operating Procedures522-1Inventory10/28/1969
Protection of Animal Subjects100-6Research08/01/2006
Protection of Human Research Subjects100-5Research03/08/2021
Protection of Whistleblowers from Retaliation UC San Diego Implementing Procedure200-14Personnel08/16/2016
Protocol for Campus Notification in the Event of a Student Death160-6Student Matters (General and Undergraduate)11/24/2021
Public Records480-4Records Management07/01/1982
Purchasing Division Charter523-1Procurement07/01/1992
Radiation Safety516-22Environment, Health and Safety11/20/2009
Re-Utilization/Disposal of Excess Material522-3Inventory10/27/1992
Real Estate Development Functions440-1Real Property04/01/1998
Rebudgeting of Contract Funds Under Administrative Contracting Authority of the Office of Naval Research (ONR)150-62Contracts and Grants (Research)06/25/1984
Recall of Drugs, Medical/Surgical Supplies Devices, Equipment and Other Related Hazards520-3Materiel Management12/16/1982
Receipt and Delivery of Hazardous and Restricted Material524-8Receiving and Shipping12/01/1992
Receiving Procedures524-2Receiving and Shipping12/01/1992
Records Disposition Schedules (Handbook)480-20Records Management05/01/1988
Recruitment - General230-500Academic Personnel07/01/2017
Regents' Professor and Regents' Lecturer Program230-30.6Academic Personnel04/20/1989
Registration Fee Advisory Committees10-7Campus Administration10/26/1981
Registration, Management and Use of UC San Diego Domain Names135-8Information Technology05/01/2008
Related Policies510-1 Section IIUse of University Properties04/01/1981
Relations with Governmental Agencies for Environment Health and Safety516-23Environment, Health and Safety03/01/2011
Renovations and Alterations530-9Facilities Management10/26/2010
Reporting Child Abuse and Neglect Procedures200-26Personnel11/09/2021
Reporting and Investigating Allegations of Suspected Improper Governmental Activities460-5Police, Security04/05/2024
Request for Approval Procedures Under Organizational/Institutional Prior Approval System (OPAS/IPAS)150-65Contracts and Grants (Research)06/25/1984
Respiratory Protection Program516-24Environment, Health and Safety12/02/2010
Responsibilities and Guidelines for Handling Records Containing Information About Individuals480-3Records Management02/01/2012
Responsibilities of Principal Investigators for the Administration of Awards150-36Contracts and Grants (Research)04/09/1976
Responsibility for Noncitizen Immigration Affairs200-1Personnel06/08/1962
Retainment of Individuals as Independent Contractors523-10.2Procurement03/15/1991
Revenue & Expense Recognition Policy300-12Accounting Procedures04/06/2022
Review of Academic Vice Chancellors, Deans, Provosts and Other Academic Administrators230-3Academic Personnel11/22/1982
Risk Management516-25Environment, Health and Safety07/16/2010
Safety Training516-26Environment, Health and Safety07/27/2010
Salary Administration - Off-Scale Salaries for Appointments and Advancement230-620Academic Personnel07/01/2017
Salary Administration - Salary Increases230-610Academic Personnel07/01/2017
Salary Administration for Intercampus Transfer of Academic Personnel230-44Academic Personnel10/01/1997
Sales & Service of Educational Activities: Recharges by Academic Support Unites and, Sales & Services to External Entities Polic300-87Accounting Procedures07/01/2025
Security for Electronic Information at UC San Diego135-7Information Technology09/15/2003
Shipping Procedures524-4Receiving and Shipping12/01/1992
Signage Policy420-10Building and Space03/02/1998
Smoke & Tobacco - Free Policy270-7Ceremonies, Conduct and Discipline09/06/2022
Soils Management516-27Environment, Health and Safety12/07/2009
Solicitation and Acceptance of Contracts and Grants150-2Contracts and Grants (Research)09/13/1976
Solicitation, Acceptance, and Administration of Gifts to the University410-1Advancement01/07/1977
Special Uses for Undeveloped Lands420-5Building and Space05/01/1997
Student Conduct Procedures160-10Student Matters (General and Undergraduate)01/01/2026
Student Fee Deferments, Waivers, Exemptions and Refunds300-70Accounting Procedures01/09/1984
Student Grievances160-11Student Matters (General and Undergraduate)02/28/2020
Student Organizations160-9Student Matters (General and Undergraduate)11/01/2018
Summer Employment Under Teaching & Research Titles230-43Academic Personnel10/01/1997
Temporary Personnel from Outside Agencies523-10.3Procurement01/11/1982
Termination of Appointment for the Professor In Residence Series230-9.1Academic Personnel06/10/1985
The Stuart Collection510-3Use of University Properties05/12/1995
Timekeeping: Attendance Records395-4.1Payroll07/01/1997
Timekeeping: Review of Charges395-4.3Payroll06/30/1982
Timekeeping: Time Reporting to Payroll395-4.2Payroll07/01/1997
Timing of Proposal Submission - Deadline Dates for Regental Approval150-11Contracts and Grants (Research)12/01/1983
U.S. Customs and Customhouse Broker524-6Receiving and Shipping12/01/1992
UC San Diego Audit & Management Advisory Services10-11Campus Administration06/29/2023
UC San Diego Disability Access Guidelines200-9Personnel05/08/1995
UC San Diego ISIS Centralized Accounts Receivable System Student Billing and Collection - Aging300-29Accounting Procedures11/01/2021
UC San Diego Implementing Procedure for UC Policy, “Requirement to Submit Proposals and Receive Awards for Grants and Contracts 150-82Contracts and Grants (Research)11/26/2019
UC San Diego Lab Opening and Close-Out Policy516-32Environment, Health and Safety09/16/2021
UC San Diego Police Department Alarm Ordinance460-6Police, Security04/10/1996
UC San Diego's Electronic Communications Privacy and Confidentiality Policy135-5Information Technology10/03/2022
UCSD Acceptable Use Policy for UCSD Television Stations Broadcasting on the Triton Cable Network510-12Use of University Properties09/01/2006
UCSD Alumni Association Support Groups510-2Use of University Properties12/18/1992
UCSD Antenna and Dish Policy420-7Building and Space03/01/2007
UCSD Guidelines for Serving, Accepting and Responding to Subpoenas470-1General Counsel08/01/2003
UCSD Health and Safety Policy516-1Environment, Health and Safety12/01/2006
UCSD Policy on Trailers and Modular Buildings420-9Building and Space06/27/2001
UCSD Records Management Program480-1Records Management07/01/1982
UCSD Support Groups510-5Use of University Properties08/26/2009
UCSD Waste Prevention and Recycling Policy530-10Facilities Management03/20/1997
Undergraduate Instruction Assistance in Courses120-8Procedures Related To Instruction06/11/1984
University Copyright Policy500-5Business Office07/28/1995
University Fine Arts and Collections Insurance Program500-10Business Office05/01/1984
University Miscellaneous Property Insurance Program500-11Business Office05/01/1984
University Planned Purchasing Program523-3Procurement05/12/1982
University Policy on Substance Abuse270-8Ceremonies, Conduct and Discipline09/23/1991
University Supply Inventories520-2Materiel Management01/11/1982
University of California Basic Purchasing Policy523-2Procurement02/20/1985
University of California Libraries140-1Libraries10/27/1988
Use Of UCSD Building Permit420-3Building and Space10/24/2011
Use of Disposable Polystyrene Products520-4Materiel Management06/15/1989
Use of Mandeville Center Auditorium and Recital Hall510-1 Section VIIUse of University Properties04/01/1981
Use of Service Vehicles Policy551-6Central Garage and Fleet Services11/18/2020
Use of University Name and Seals, Campus Names and Seal and Trademarks510-10Use of University Properties11/22/2024
Use of University Properties - Scope510-1 Section IUse of University Properties04/01/1981
Use of University Properties for Commercial Purposes w/revisions510-1 Section XUse of University Properties04/01/1981
Using Electronic Communications for Official Communications with Students160-3Student Matters (General and Undergraduate)10/06/2023
Vacation Accrual and Usage Accounting395-9Payroll04/22/1985
Visa Services for International Scholars and International Students200-16Personnel09/23/2022
Workers' Compensation516-28Environment, Health and Safety01/28/2019
Written Authorization to Purchase 190 & 200 Proof Absolute Alcohol526-3Storehouse10/05/1987