Preface

Purpose
Organization & Numbering
Status
Policy Responsibilities
Finding Specific APP's Online
Questions or Suggestions
For Manual Holders

The UCLA Administrative Policies and Procedures Manual (APPM) is a compendium of administrative policies and procedures (APP's) applicable to campus academic, administrative, and research units and staff which supplement other University and campus policy documents. Where practical, references or links to other applicable UCLA and UCOP policies, guidelines, and reference material are included. See Other Policies.

The APPM is maintained by the Office of the Administrative Vice Chancellor and replaces the two-volume UCLA Policy and UCLA Standard Procedures Manuals previously published by that office (see Status below for exceptions). Previous manual holders and those who have printed entire manuals from this site should review the section below, For Manual Holders.

UCLA APP's are promulgated to supplement broader policy statements of the University in the administrative area or to adapt general policy directives to local circumstances. Well-formulated policy statements, implementation procedures, or general guidance documents promote consistent and fair business practices, improve organizational communication, reduce organizational risk and exposure, and contribute generally to satisfying the overall internal control requirements of the University.

In addition to containing the policies and procedures, the APPM includes this Preface, several APP Tables, a Forms Index and a Subject Index. Search and Quick Look-up capabilities are provided on the Web site. For an outline of the web site see the Site Map.

The APP's, including attachments, are arranged by number series in functional sections 100 through 900 (section 500 is not currently in use). Several of the sections that appeared in the 2-volume manual set have been consolidated and, as a result, a number of policies and procedures have been renumbered. See the Renumbering Tables to locate APP's by their old numbers, cross-referenced to their new numbers, and vice versa.

The APP's appearing in the APPM are fully effective and applicable to all faculty, staff, and students. Certain of the APP's appearing in the previously-issued UCLA Policy and UCLA Standard Procedures Manuals are currently Under Review or have been Rescinded or Superseded and have not been republished in the APPM. The current status of all APP's, including those recently rescinded, is shown in the Status Table. Following are the status terms and descriptions:

Status Terms	Description
Active	In effect as of the effective date and includes updated, new and revised APP's.
Pending Revision	Effective as published, but revisions are pending.
Rescinded	Rescinded and therefore not published in the APPM. See Status Table for referrals or contact the Responsible Department for more information.
Superseded	Essential information subsumed by another policy or procedure. See Status Table for superseding policy or procedure.
Under Review	Being reviewed by Responsible Department and still in effect until further notice. Not published in the APPM until review is completed.

Questions concerning APP's identified as being Under Review should be referred to the Responsible Department Contact. Most remain in effect although certain information may be incorrect or outdated. As the review of each Under Review APP is completed, it will be updated and republished on the Web site or notice may be given that it is being rescinded. Such changes will be highlighted in the What's New section of the Web site.

The system of APP's imposes certain responsibilities on staff and departments as follows:

Issuing Officer

The Issuing Officer is the assistant vice chancellor-level or above administrator who signs approving the issuance of any new or revised policy or procedure or the rescission of an existing policy or procedure. The Issuing Officer and his or her staff are responsible for the final substantive review of a policy or procedure before publication.

Responsible Department

A Responsible Department is identified for each APP and is responsible for:

developing new or revised policy or procedure content and keeping such content current and accurate;
consulting and/or coordinating with departments or units that have an interest in a policy or procedure and responding to questions or suggestions of campus faculty, staff and students;
rescinding a policy or procedure when the policy or procedure has been superseded or otherwise has outlived its usefulness;
submitting any new, revised, or rescinded policy or procedure for final approval to the appropriate Issuing Officer; and
coordinating with the Administrative Policies Coordinator in carrying out its overall policy development and implementation responsibilities.

See the alphabetical listing of Responsible Officers/Contacts, and Issuing Officers.

Administrative Policies Coordinator

The Administrative Policies Coordinator of the Office of the Administrative Vice Chancellor coordinates with the issuing department all changes to APP's and manages the content of the APPM. The Administrative Policies Coordinator is responsible for reviewing proposed APP's to insure that the content is current, is consistent with other APP's and conforms to the standard APP formats. In addition, the Administrative Policies Coordinator may act as liaison to bring together various campus staff members into working groups in order to review APP's that require significant revision and which concern multiple campus departments.

Click on APP Sections to see a listing of the policy sections. Select a section for a numeric list of all of the published APP's in that section. Click on the policy or procedure number and for best viewing, maximize the window. Use the pull down windows at the top of the screen thereafter to quickly locate APP's. Or, if you already know the APP number, use the Quick Look-up feature on the Home page.

Alternatively, click on Search to do a full text query or Subject Index to browse alphabetically listed keywords and related APP's.

Any attachment documents or references are listed at the end of the subject policy or procedure under Attachments with links to the actual document. Certain of the attachment documents are forms intended to be printed out in PDF format and completed as needed, or for selected forms, data may be entered online and printed. The Forms table contains a complete listing of forms referenced in the APP's.

Questions or suggestions concerning the content of any policy or procedure should be directed to the Responsible Department Contact. Campus staff identifying the need for a new policy or procedure or a revision to an existing policy or procedure may contact the Responsible Department directly or the Administrative Policies Coordinator via email at admpolicy@capnet.ucla.edu.

Questions or suggestions concerning the APPM Web site content can be directed to the Administrative Policies Coordinator. For technical questions or problems concerning this web site, contact the Webmaster at webmaster@capnet.ucla.edu.

Effective July 1999, the UCLA APPM replaced the previously-issued UCLA Policy Manual and UCLA Standard Procedures Manual as the online source for campus APP's. Users who possess either of these manuals may wish to maintain copies of the Under Review APP's from the binders until such time as they are either updated and published on the Web site or rescinded. Copies of the Under Review APP's may be obtained by contacting the Policies Coordinator. Users should bear in mind the information contained in Under Review APP's may be outdated. Any questions concerning the content of Under Review APP's should be directed to the appropriate Responsible Department.

Pages in the online APPM that are available to be printed in Adobe Acrobat Portable Document Format (PDF) contain the PDF icon in the upper right-hand corner. These include each Active APP and any attachments, the various tables, forms, and selected sections of the APPM.