Changes to APPs

Cumulative Changes to APPs

This table lists the APPs that have had changes made to them since their publication on the APPM Web site in July, 1999. Brief descriptions of the changes are listed by APP number, by their effective date, most recent to oldest. If an APP has had no substantive changes made to it since July, 1999 it will not appear in this table.


Procedure 112.1	Requests to Name a Campus Facility in Honor of an Individual

Eff Date	Comments
05/14/04	Technical correction under section IV. Procedures. Chancellor submits proposal request to the Executive Committee, not the Academic Affairs Council.

Policy 120	Legal Processes - Summonses and Complaints, and Subpoenas

Eff Date	Comments
11/07/06	Attachment A "List of Legal Coordinators" has been updated.
11/30/05	Attachment A "List of Legal Coordinators" has been updated
12/17/04	Attachment A "List of Legal Coordinators" has been updated.
10/28/03	Attachment A "List of Legal Coordinators" has been updated.
06/23/03	Attachment A "List of Legal Coordinators" has been updated.

Policy 125	Offer of Monetary Rewards in Criminal Investigations

Eff Date	Comments
05/02/05	This revised policy clarifies that a monetary reward may be offered only when circumstances indicate that it would be effective in the successful prosecution of a criminal investigation. The Issuing Officer has been changed to the Vice Chancellor, Business & Administrative Services.

Policy 131	Weapons on Campus

Eff Date	Comments
06/07/07	This new policy is intended to incorporate the legislative weapons prohibitions and principles of the related UC implementing guidelines in the context of the UCLA campus, and to extend the prohibition to include fireworks.

Policy 135	Pets on Campus

Eff Date	Comments
02/05/07	Reference to the State of California Penal Code, Section 597.7 added under Policy Section III.A.1. to reflect recently-enacted legislation.
08/18/03	This new policy clarifies under what conditions dogs or other pets may be allowed on campus property and in campus facilities.

Policy 140	Awarding of the UCLA Medal

Eff Date	Comments
10/28/04	This revised policy specifies that current state and local elected officials may not be awarded the UCLA Medal, in addition to those officials and persons already listed. The Issuing Officer has been changed from the Executive Vice Chancellor to the Vice Chancellor, External Affairs.
03/01/01	This revised policy more clearly sets forth a basic policy statement, criteria for receiving the Medal, and procedures for nominating potential recipients of the Medal. The new Responsible Department is the Office of Special Events & Protocol. This policy supersedes UCLA Policy 140, dated July 1, 1998.

Policy 150	Conflict of Interest

Eff Date	Comments
08/09/02	This revised policy facilitates the dissemination of the revised Compendium of Specialized University Policies, Guidelines, and Regulations Related to Conflict of Interest (Business and Finance Bulletin G-39). This policy supersedes UCLA Policy 660, dated July 1, 1998.

Policy 190	UCLA Support Groups

Eff Date	Comments
09/20/04	This policy has been superseded effective 9/20/2004 by the University of California Administrative Guidelines for Support Groups.

Policy 191	Mass Gift and Membership Solicitations

Eff Date	Comments
01/20/06	This revised policy updates selected definitions and the Sample Gift and Membership Solicitation Remittance Card (Attachment D).
11/16/04	This new policy defines the mass solicitation process at UCLA and describes the basic steps for generating remittance devices, including required and suggested elements.

Policy 192	Soliciting, Accepting, and Returning Gifts

Eff Date	Comments
05/04/06	This new policy defines "gifts" made to the University or to The UCLA Foundation and desribes the various types and levels of authority that UCLA officials have in the solicitation, acceptance, and return of gifts.

Policy 193	Allocation and Reallocation of Gifts

Eff Date	Comments
07/27/07	This revised policy reflects changes to the maximum dollar limit of gifts to UCLA or The Foundation that may be allocated or reallocated by certain campus officials, in accordance with UC DA 2169, Allocation and Reallocation of Gifts and the accompanying Administrative Guidelines.
05/04/06	This new policy complies with the provisions of the delegation of authority for the allocation and reallocation of gifts and promulgates local allocation instructions for UCLA officials.

Procedure 300.1	General, Auto and Employment Practices Liability Insurance, Claims and Lawsuits

Eff Date	Comments
04/30/04	Minor revisions and updates to this procedure include the coverage of employee practices wrongful acts under this insurance program and streamlined handling of claims procedures.

Policy 305	Workers' Compensation Rate Additive Program

Eff Date	Comments
07/10/06	This revised policy includes an updated listing of the members of the Rate Additive Committee and specifies that the Vice Chancellor for Business & Administrative Services shall be the final approver for all funding proposals.

Procedure 305.1	Workers' Compensation Rate Additive Program Funding Guidelines

Eff Date	Comments
07/10/06	Revised procedure reflects changes to Policy 305 and describes the roles of OIRM and EH&S in reviewing proposals for funding Loss Control and Loss Prevention programs, respectively.

Procedure 320.1	Use of University Rental Pool Vehicles

Eff Date	Comments
02/18/08	Revisions to this procedure include updated terminology and processes. Vehicles are available for rent based on confirmed reservations, not first come, first served.
04/14/06	This procedure supersedes the 7/1/1998 version and the authorization form (formerly Attachment A) was deleted because it is no longer used.

Procedure 348.1	Student Sponsorship; Agreements, Billing, and Collection of Fees

Eff Date	Comments
11/24/04	This procedure has been reviewed by the Director, Student Financial Services, and determined to be current and correct as stated.

Policy 350	Telecommunication Systems Services

Eff Date	Comments
12/16/05	This revised policy clarifies CTS's authority to administer the installation of campus telecommunication systems in accordance with UC policy and the California Public Contract Code, and departments' responsibilities for the appropriate use and maintenance of their respective telecommunication systems.
07/16/01	This revised policy describes the principal products and services that Communications Technology Services (CTS) offers to the campus, and the responsibiltites of CTS and campus departments in the ordering and use of such services.

Procedure 350.1	Telephone and Voice Related Services

Eff Date	Comments
07/16/01	Revised Procedure for ordering voice related services and initiating repair requests from Communications Technology Services.

Procedure 350.2	Telephone Directories

Eff Date	Comments
07/16/01	Revised procedure describes the types of campus and UC directory listings available and how departments can request them as well as listings in the local White and Yellow Pages directories.

Procedure 350.3	Use of University Wire Services (Telegram, Mailgram, Cablegram, Telex and TWX)

Eff Date	Comments
07/16/01	This procedure has been rescinded.

Procedure 350.4	Two-Way Radio Services

Eff Date	Comments
07/16/01	Revised procedure describes the UCLA Radio System and clarifies who is authorized to use this system and under what circumstances. Also, lists steps for ordering products and services and initiating repair requests.

Procedure 350.5	Telephone Answering Systems and Services

Eff Date	Comments
07/16/01	This procedure has been rescinded.

Procedure 350.6	Data Services

Eff Date	Comments
09/19/01	New procedure describes responsibilities for the UCLA Campus Backbone Network and procedures for requesting related data services.

Procedure 350.7	Video Services

Eff Date	Comments
07/16/01	New procedure explains the purpose of the UCLA Community Antenna TV system, who may subscribe to the services offered and how Communications Technology Services will fulfill orders and respond to repair requests.

Policy 360	Internal Control Guidelines for Campus Departments

Eff Date	Comments
07/09/01	This revised policy describes the internal control process, its objectives, and how the objectives can be met through implementation of internal control principles and components. This policy supersedes UCLA Policy 560, dated May 1, 1988.

Policy 361	Cash Handling Safety and Security

Eff Date	Comments
11/01/05	This new policy implements the minimum requirements of UC Business & Finance Bulletin BUS-49 related to the safe and secure handling of cash and cash equivalents by all departments or units engaged in any form of cash handling activities.

Policy 401	Minimum Security Standards for Network Devices

Eff Date	Comments
11/22/05	This new policy establishes the Minimum Security Standards for all electronic devices connecting to the UCLA Campus Network. Implementing Guidelines are also attached to the policy to assist System Administrators and Connectivity Service Providers to achieve compliance with the standards.

Policy 411	Registration and Use of UCLA Domain Names

Eff Date	Comments
09/14/05	This revised policy simplifies the requirements for requesting an internal UCLA domain name, including a shortened request form and tips on choosing a meaningful domain name.
03/29/04	This revised policy clarifies which campus entities may request a UCLA Domain Name and under what circumstances, and that UCLA Marketing & Communication Services reserves the right to deny any request for a UCLA Domain Name.
01/21/04	Policy 111 has been given the new number 411 in order to be included in the new section 400 - Information Technology.
04/15/02	This new policy interprets how existing UC and UCLA policies apply to the registration and appropriate use of domain names at UCLA and also addresses aspects not covered by existing University policies.

Policy 420	Notification of Breaches of Computerized Personal Information

Eff Date	Comments
04/16/08	Technical updates include reporting Security Breach incidents that involve medical or health insurance information to the appropriate UCLA HIPAA Privacy Officer and clarification that a Security Breach Coordinator is a role assumed by the IT Compliance Coordinator in each unit. The list of IT Compliance Coordinators has been updated.
03/14/08	Consistent with UC IS-3, "Electronic Information Security," a Security Breach involving medical or health insurance information shall also be reported to the Executive Director, Medical Services, UCOP.
02/27/08	This revised policy implements UC IS-3, which was revised to implement the provisions of State legislation enacted in January 2008. Specifically, medical and health insurance information were added to the definition of personal information.
10/11/07	This revised policy adds the provision for a substitute method of notice in the event of a security breach, in accordance with UC Business & Finance Bulletin IS-3. Also, the Security Breach Coordinator for Legal Affairs has been updated.
07/26/07	The title of the Security Breach Coordinator for the School of Engineering & Applied Science has been updated.
07/18/07	Changes to a designated Security Breach Coordinator must be approved by the appropriate official and communicated to the Director, IT Security; list of Security Breach Coordinators has been updated.
05/21/07	This revised policy clarifies which campus officials have responsibilities for the security of data files containing Personal Information in their respective areas. The list of Security Breach Coordinators (Attachment A) has also been updated.
01/19/07	The Campus Security Breach Coordinator for Research Programs has been changed.
12/01/06	The references to the Director, IT Policy have been changed to the Director, IT Security. Audit & Advisory Services will be notified of any potential security breach. The list of Campus Security Breach Coordinators has been revised.
11/23/05	New Campus Security Breach Coordinator for Medical Sciences and School of Medicine listed on Attachment A.
10/05/05	New Campus Security Breach Coordinator for Research Programs listed on Attachment A; additional principle added to list of Data Security Guidelines in Attachment B.
08/01/05	This revised policy describes the responsibilities of designated Security Breach Coordinators and breaks down the procedures into two parts - Initial Reporting & Analysis and Security Breach Notification. An updated listing of Security Breach Coordinators and suggested Data Security Guidelines are attached to the policy.
01/05/04	This new policy describes circumstances when notification of a system security breach is required and identifies the campus officials responsible for responding. It also describes the responsibilities of Vice Chancellors and Deans for ensuring compliance in their respective units.

Policy 455	UCLA Email Policy and Guidelines

Eff Date	Comments
08/20/07	To clarify that e-mails with a legitimate business purpose to be mass-messaged to UCLA students must be coordinated through the Office of the Registrar regardless of the number of students, the adjective "all" has been deleted in Section VI.A.7., Mass Messaging.
11/08/06	This revised policy contains two new provisions regarding the use of email for disseminating official communications and Lifetime Email Addresses for students and graduates.
12/01/05	Change of UCLA Authorizing Official for non-consensual access to staff emails, as referenced in section V.E.2 and Attachment D.
01/21/04	Policy 355 has been given the new number 455 in order to be included in the new section 400 - Information Technology.
05/16/03	New provision on Mass Messaging added to Section VI.A.7.
08/01/00	This new policy clarifies the applicability of existing law and other University policies to email; defines new policy and procedures where existing policies do not specifically address issues particular to email.

Policy 464	Online Copyright Infringement Liability Limitation

Eff Date	Comments
01/26/06	The Responsible Department and Contact have been changed. The Designated Agent is now the Director, IT Policy.
01/21/04	Policy 964 has been given the new number 464 in order to be included in the new section 400 - Information Technology.
08/01/00	New policy describes provisions contained in the Digital Millennium Copyright Act that limit the liability of UCLA, as an online service provider, for alleged online copyright infringement. Establishes responsibility for the receipt and processing of claims by a Designated Agent, and for the review

Policy 570	Attendance Records, Time Reports and Leave Records for Academic and Staff Personnel

Eff Date	Comments
12/01/99	The subject matter contained in this rescinded policy covered in UC Accounting Manual, UCLA Payroll Time Reporting User Guide and other sources.

Policy 602	Federal Privacy Act - Notices Regarding Social Security Numbers

Eff Date	Comments
09/01/99	Revised policy provides updated guidelines to campus units in requesting Social Security numbers. This policy supersedes UCLA Policy 602.1, dated March 8, 1977.

Procedure 615.1	Employee Driving Records

Eff Date	Comments
05/09/08	Department heads must now submit a photocopy of the current Driver's License for each prospective incumbent to the Employee Pull Notice Program. The job title "Automotive Technician Supervisor" has been added to the list of University employees to whom this procedure applies.
05/02/06	This revised procedure updates references to the DMV Employer Pull Notice Program. Attachment B, UCLA Employer Pull Notice Program Add, Delete, Update form (formerly Attachment C) has been significantly revised.

Procedure 620.1	Reporting Whistleblower Complaints

Eff Date	Comments
07/22/05	Attachment B, "Whistleblower Retaliation Complaint Form" has been modified.
08/01/02	This new procedure provides implementing guidelines for the revised UC policies on reporting whistleblower complaints and protection against retaliation for reporting such complaints, including forms to complete in each instance.

Policy 630	Sexual Harassment

Eff Date	Comments
01/31/05	This campus policy has been superseded by the revised University of California Policy on Sexual Harassment and Procedures for Responding to Reports of Sexual Harassment, issued December 14, 2004.

Procedure 630.1	Responding to Reports of Sexual Harassment

Eff Date	Comments
02/15/08	Attachment B, Sexual Harassment Information Centers, has been updated.
04/20/07	Revisions to this procedure clarify the role of the Dean of Students Office and the application of the Student Code of Conduct in the formal investigation of reports of sexual harassment when a student is the accused.
11/02/06	The Issuing Officer has been changed from the Assistant Vice Chancellor, Campus Human Resources to the Chancellor.
03/07/06	References and links to the revised UC Policy on Sexual Harassment (as of February 10, 2006) have been updated.
05/19/05	This revised procedure reflects the significant changes to UC policy (revised as of 12/14/2004) and specifies the responsibilities placed on managers and supervisors to respond promptly and effectively to reports of sexual harassment.

Procedure 740.1	Low-Value Purchases

Eff Date	Comments
09/01/99	Revised policies & procedures governing low-value purchases with updated listing of purchases and transactions which are not permitted. This procedure supersedes UCLA Procedure 740.1, dated October 1, 1987.

Procedure 745.1	Acquisition of Vehicles and Vessels

Eff Date	Comments
02/18/08	Revisions to this procedure include updated terminology and processes.
07/27/06	This revised procedure describes the various ways departments can acquire vehicles for University business use, including purchase, lease or via donation or transfer. Fleet Services will help departments coordinate the acquisition of vessels via Campus Purchasing.

Policy 810	Smoke-Free Environment

Eff Date	Comments
01/20/04	Revised to reflect new state legislation enacted as of January 1, 2004 which specifies that smoking is not permitted within twenty feet (formerly five feet) of main entrances, exits, or operable windows of public buildings.

Policy 811	Environmental Health and Safety

Eff Date	Comments
09/05/07	This revised policy restates the University's policy to comply with all applicable laws and regulations in order to maintain a safe and healthy campus environment. The references have been updated and expanded, and most of them moved to an attachment to the policy.

Procedure 840.1	Directory Boards

Eff Date	Comments
10/01/99	Revised procedures for updating campus directory boards. This procedure supersedes UCLA Procedure 840.1, dated January 1, 1978.

Policy 860	Extracurricular Use of University Facilities

Eff Date	Comments
05/08/00	Revised policy sets forth the conditions under which non-University groups may utilize University facilties. This policy supersedes UCLA Policy 61 dated July 1, 1982 and UCLA Policy 62 dated July 1, 1985.

Procedure 860.2	Security Arrangements for Special Visitors

Eff Date	Comments
09/01/99	Revised and expanded list of information required from Requestor and UCLAPD now secures license and insurance policy or bond from external security services if utilized. This procedure supersedes UCLA Procedure 60.2, dated April 1, 1983.

Policy 863	Filming and Photography on Campus

Eff Date	Comments
01/23/04	This revised and expanded policy clarifies under what circumstances filming and photography on the UCLA campus and its properties may be allowed. This policy supersedes UCLA Policy 863, dated January 1, 1999.

Policy 870	General Assignment Classroom Scheduling

Eff Date	Comments
04/21/03	This new policy sets forth the criteria used to assign instructional space in general assignment classrooms controlled by the Registrar's Office.

Policy 880	Assignment and Management of Campus Space

Eff Date	Comments
05/12/08	The Issuing Officer has been changed (formerly Administrative Vice Chancellor) and the Responsible Department is now Space Management & Analysis. Additional general updates but no substantive revisions.

Procedure 880.1	Requests for Additional Space or Modifications to Existing Space

Eff Date	Comments
05/12/08	The Issuing Officer and Responsible Department have been changed. General updates but no substantive revisions.

Procedure 880.2	Requests for Off-Campus Real Property Leasing

Eff Date	Comments
05/28/08	Updates to References, Issuing Officer, "Department Authorization for Leased Space" form now available online.

Policy 900	Principal Investigator Eligibility

Eff Date	Comments
12/22/03	Section III.C.1 listing of campus officials with the authority to approve exceptions to Principal Investigator eligibility requirements for submitting a contract or grant proposal has been updated to conform with the Delegation of Authority.
12/13/02	Item 4 in the References section has been updated to reflect a superseding Delegation of Authority. This policy supersedes UCLA Policy 900, dated July 1, 1998.

Policy 910	Management of Sponsored Projects

Eff Date	Comments
07/01/02	Revised policy includes definitions and updated/expanded statement of responsibilities for the management of sponsored projects in compliance with various fiscal and administrative regulations.

Policy 913	Disposition of Unexpended Balances in Contracts and Grants

Eff Date	Comments
01/15/03	This revised policy confirms the Chancellor's decision to convert qualified fund balances to unrestricted funds, for appropriate access by Principal Investigators. This policy supersedes UCLA Policy 913, dated June 30, 1999.

Policy 921	Accepting Support for Research from Nongovernmental Organizations

Eff Date	Comments
11/10/05	This revised policy encompasses all forms of support for research, not just financial support. Material Transfer Agreements have been added as another means of processing support from nongovernmental organizations.
10/15/02	This revised policy describes the manner in which private funds may be accepted and used in support of research projects. This policy supersedes UCLA Policy 921, dated July 1, 1998.

Policy 925	Financial Conflicts of Interest in Research

Eff Date	Comments
05/22/07	This revised policy clarifies, per State of California regulations, that individuals responsible for the review and approval of research under UCLA's auspices must disqualify themselves from influencing or participating in decisions related to research supported by entitites in which they have a personal financial interest.
06/12/03	This new policy describes the responsibility of faculty and staff engaged in research for reporting financial interests in outside entities that may be construed as a conflict of financial interest.

Procedure 925.1	Disclosing Financial Interests in Non-Governmental Donors of Gifts

Eff Date	Comments
07/11/05	This revised procedure eliminates the former requirement to report positive disclosures after the gift expenditure and specifies who is required to report.
08/30/04	This revised procedure references a revised Disclosure Supplement form which may be used in conjunction with Form 700-U (State) or Form 740 (Federal). This procedure supersedes UCLA Procedure 925.1, dated August 1, 2003.
08/01/03	This revised procedure describes the process for the required disclosure of financial interests in non-governmental donors of gifts by principal investigators.

Procedure 925.2	Disclosing Financial Interests in Non-Governmental Sponsors of Contracts, Grants, and Material Transfer Agreements for Research

Eff Date	Comments
02/11/08	This revised procedure adds Material Transfer Agreements to Contracts and Grants for which PI's must disclose personal financial interests in the respective non-governmental sponsors. Also, when to disclose and which forms to use has been clarified.
07/11/05	This revised procedure eliminates the former requirement to report positive disclosures after the award expenditure; extends the reporting requirement to registered domestic partners; and clarifies other types of compensation that are reportable.
08/30/04	This revised procedure clarifies the difference between Significant Financial Interest and plain Financial Interest and their respective disclosure requirements. The related disclosure forms have been revised. This procedure supersedes UCLA Procedure 925.2, dated April 23, 2004.
04/23/04	This revised procedure clarifies disclosure requirements for projects involving human subjects testing and requires that any collaborators from other institutions adhere to relevant UCLA policies and procedures for disclosure of financial interests.
08/01/03	This revised procedure describes the process for the required disclosure of financial interests in non-governmental sponsors of contracts and grants by principal investigators and key personnel.

Procedure 925.3	Disclosing Financial Interests Relevant to Federally-Sponsored Contracts and Grants for Research

Eff Date	Comments
02/15/07	This procedure has been revised to reorganize the content for easier comprehension, to emphasize the purpose and scope, and to clarify certain procedures and requirements.
02/13/06	This revised procedure clarifies several of the Definitions and expands upon the conditions under which a financial interest would be considered as related to a proposal or award. It also expands upon who must disclose significant financial interests.
08/30/04	This revised procedure expands the definition of Key Personnel and references the revised Disclosure Supplement form. This procedure supersedes UCLA Procedure 925.3, dated August 1, 2003.
08/01/03	This revised procedure describes the process for the required disclosure of significant financial interests that relate to certain proposed sponsored projects. Principal investigators and key personnel must make such disclosures.

Procedure 950.2	Distribution of the Research Allocation Portion of Net License Income

Eff Date	Comments
01/04/08	This revised procedure restates the timeframe and basis for the allocation of Net License Income and updates the attendant procedures. The Issuing Officer has also been changed.
04/25/03	This new procedure outlines the UCLA process for allocation and use of its portion of Net License Income derived from the commercialization of an invention.

Policy 963	Reproduction of Copyrighted Materials for Teaching and Research

Eff Date	Comments
03/27/00	This policy rescinded as subject matter covered in UC Policy & Guidelines on the Reproduction of Copyrighted Materials for Teaching & Research.

Policy 970	Affiliation Agreements

Eff Date	Comments
10/11/06