Posts Tagged: policy
Employee Comment: Revised policy language on purchasing
The University of California Office of the President invites comments on a proposed Presidential Policy UC-PS-20-0489-BUS-43 Purchases of Goods and Services; Supply Chain Management. The policy is proposed to be revised and includes the following key issues:
- Respond to feedback from the previous systemwide review. During the 2021 systemwide review of BUS-43, multiple commenters noted that BUS-43 was difficult to understand, and the language didn't match best practices for Presidential Policies. As a result, BUS-43 has been rewritten using natural language rather than jargon whenever possible.
- Address inconsistencies and formatting errors. The last full review of BUS-43 was in 2012, and over time subsequent revisions introduced formatting errors such as incorrectly numbered sections and inconsistent styles within each section. This revision corrects those errors and applies a consistent style throughout the policy. This revision also updates BUS-43 to match current Presidential Policy guidelines.
- Clarify what policy does and does not allow. BUS-43 currently uses “should” and “should not” in policy requirements. This has caused confusion in determining what are policy requirements vs what is recommended or allowable. The BUS-43 revision clarifies what are policy requirements (“must” or “must not” do), what is or isn't allowed (“may” or “may not” do), and what is recommended as best practice for procurement at the University of California.
NOTE: The revision does not change the intent or requirements of BUS-43. The new language is designed to help faculty, students, and staff understand what the policy requirements are. - Separate policy from procedure. BUS-43 currently contains both policy and procedures for Procurement. The procedures are not required policy, and therefore don't belong as part of BUS-43. The BUS-43 revision contains just the policy and required procedures. The remaining procedures will be moved to the Systemwide Procurement portal as guidelines for faculty, students, and staff who participate in the procurement process at the University of California.
The final draft of the policy can be viewed at https://ucanr.edu/sites/PCPA/Revisions/
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 21, 2023. Please indicate “BUS-43 Policy” in the subject line.
Employee Comment: Anti-discrimination policy
The University of California Office of the President invites comments on a proposed Presidential Policy on Anti-Discrimination. The proposed policy covers discrimination, harassment and retaliation by and against members of the university community on university property or in connection with university-sponsored activities.
The proposed policy includes the following key provisions:
- The proposed policy affirms the University of California's commitment to creating and maintaining a healthy working and learning environment in an inclusive environment free of discrimination, harassment and retaliation.
- The proposed policy defines harassment and discrimination as well as lists the protected categories protected by federal and state law.
- The proposed policy prohibits retaliation against an individual who reports discrimination and/or harassment, assists someone with a report of discrimination and/or harassment, or participates in an investigation or other process under the policy.
- The proposed policy addresses free speech and academic freedom. The proposed policy is intended to protect members of the university community from discrimination, harassment, and/or retaliation, not to regulate protected speech. The proposed policy recognizes that freedom of speech, freedom of expression and academic freedom are essential to the mission of the university. However, freedom of speech and academic freedom are not limitless and do not protect speech or expressive conduct that violates federal or state anti-discrimination laws.
The draft policy is posted on UCnet, and can also be viewed at: https://ucanr.edu/sites/PCPA/Revisions/
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than April 19, 2023. Please indicate “Anti-Discrimination Policy” in the subject line.
COVID-19: Vaccination Program Policy comment period extended
On Aug. 30, 2022, the Policy on Vaccination Programs – With Interim Amendments was issued, with an effective date of Sept. 1, 2022. On Sept. 16, 2022, the University of California Office of the President distributed a draft policy for Systemwide Review with a comment deadline of Dec. 15, 2022. Based on feedback received from the Systemwide Review thus far and discussions with leadership, updated interim amendments were made to the policy to include an option for members of the University community to opt out of COVID-19 boosters as well as technical edits. On Dec. 12, 2022, the Policy on Vaccination Programs – With Updated Interim Amendments was issued.
In light of these updated interim amendments, the Office of the President is distributing an updated draft policy and extending the comment deadline for the formal Systemwide Review and consultation process from Dec. 15, 2022, to Jan. 31, 2023, to finalize this Presidential Policy.
Key revisions from the updated interim amendments include the following:
- The Primary Series of the COVID-19 vaccination will remain mandatory for all incoming faculty, staff, students, and trainees who are Covered Individuals subject only to religious, medical, and disability exceptions and temporary deferral due to pregnancy or recent COVID-19 diagnosis or treatment. (Health care workers will continue to be eligible for fewer exceptions due to a California Department of Public Health order.)
- Covered Individuals must be up-to-date with COVID-19 vaccination boosters. However, those who prefer to opt out of COVID-19 boosters will be permitted to do so by signing a declination statement after receiving education and subject to non-pharmaceutical interventions specified by their locations (for example, masking). Please note that health care workers may not decline their first booster under a California Department of Public Health order unless they are eligible for one of the order's limited exceptions or deferrals.
- If a Covered Individual prefers to defer the COVID-19 bivalent booster for more than 90 days after being diagnosed with or treated for COVID-19, they can do so by declining the booster after receiving education. When they do receive the booster, they will again be considered Up-to-Date.
- Locations will ordinarily set an annual compliance deadline between July and December for existing faculty, staff and students to participate in the COVID-19 vaccine program. This year Locations may set that deadline as late as Feb. 1, 2023.
The version of the policy distributed on Sept. 16, 2022, renamed the policy “Policy on Vaccination Programs” and consolidated the University's existing systemwide vaccination requirements other than the Student Immunization Policy into a single document. Key revisions that were distributed for Systemwide Review at that time include the following:
- The COVID-19 Vaccination Program Attachment incorporates language from the July 15, 2021, SARS-CoV-2 (COVID-19) Vaccination Program policy with a focus on reorganization and simplification of existing policy language. Those updates were not intended to institute substantive changes in policy regarding existing COVID-19 vaccination requirements.
- In alignment with CDC guidance, the deadlines for completion of the primary COVID-19 vaccination series have been extended to allow for a longer interval period between doses.
- Locations are encouraged to evaluate COVID-19 Vaccination Program Participation, but Healthcare Locations are not required to do so.
- The COVID-19 Vaccination Program corrective action/discipline language for policy-covered academic appointees has been clarified.
- The Seasonal Influenza Vaccination Program Attachment incorporates language from the President's past flu vaccine Executive Orders. The Seasonal Influenza Vaccination Program is an Opt-Out program, which means Covered Individuals may decline vaccination after receiving vaccine education. The program has an annual compliance date of no later than Dec. 1. Locations may choose an earlier compliance date. The first compliance date for new employees depends on when their first date of employment is in relation to the flu season.
- The language has been updated throughout consistent with current public health usage.
The draft policy is posted on UCNet, and can also be accessed at https://ucanr.edu/sites/PCPA/Revisions/.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Jan. 25, 2023. Please indicate “Vaccination Programs Policy” in the subject line.
Human Resources: Vaccination reminders
Influenza: As you may have heard, in 2021 President Drake issued an Executive Order requiring all covered UC students, faculty, other academic appointees, and staff to get vaccinated against influenza or opt out by submitting a vaccine declination statement. The Seasonal Influenza Vaccination Program policy has been updated for AY 2022-23 and we encourage all employees to visit this webpage and/or the UCOP website updates. The deadline for the flu vaccination is December 1, 2022.
SARS-CoV-2 (COVID-19): For the safety and well-being of the entire university community, UC has implemented the COVID-19 vaccination policy. This policy requires, with few exceptions, that all students, faculty and staff be fully vaccinated against the COVID-19 virus, including appropriate boosters.
What's next? All employees shall comply with the Influenza and COVID-19 vaccines and boosters as appropriate. Save your records and we will reach out soon to let you know how to document your vaccination status, safely and securely.
Employee comments sought on vaccination program policy
On August 30, 2022, the Policy on Vaccination Programs – With Interim Amendments was issued, with an effective date of September 1, 2022. The University of California Office of the President invites comments on revisions from the interim amendments to finalize this Presidential Policy.
This policy is renamed “Policy on Vaccination Programs” and primarily consolidates the University's existing systemwide vaccination requirements other than the Student Immunization Policy into a single document. Key revisions that are being distributed for systemwide review include the following:
- The COVID-19 Vaccination Program Attachment incorporates language from the July 15, 2021, SARS-CoV-2 (COVID-19) Vaccination Program policy. This is primarily a reorganization and simplification of existing policy language and is not intended to institute substantive changes in policy regarding existing COVID-19 vaccination requirements.
- In alignment with CDC guidance, the deadlines for completion of the primary COVID-19 vaccination series have been extended to allow for a longer interval period between doses.
- Locations are encouraged to evaluate COVID-19 vaccination program participation, but healthcare locations are not required to do so.
- The COVID-19 Vaccination Program corrective action/discipline language for policy-covered academic appointees has been clarified.
- The Seasonal Influenza Vaccination Program Attachment (Program Attachment #2, page 48 of the policy) incorporates language from the president's past flu vaccine executive orders. The Seasonal Influenza Vaccination Program is an opt-out program, which means covered individuals may decline vaccination after receiving vaccine education. The program has an annual compliance date of no later than December 1. Locations may choose an earlier compliance date. The first compliance date for new employees depends on when their first date of employment is in relation to the flu season.
- The language has been updated throughout consistent with current public health usage.
The following groups are Covered Non-Affiliates instead of Covered Individuals: “K-12 students and children enrolled in day-care programs and camps sponsored by the University or operated at a University facility or location; as well as individuals enrolled in UC extension programs, continuing education, lifelong learning, seminars, workshops and other non-degree-granting educational programs.” For clarity, individuals enrolled in professional development and recreational programs are also included in the definition of “Covered Non-Affiliates.” This provides locations with flexibility on local program implementation as locations define the requirements for Covered Non-Affiliates.
The draft policy is posted on UCNet and can also be accessed at https://ucanr.edu/sites/PCPA/Revisions.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than December 9, 2022. Please indicate “Vaccination Program Employee Comment” in the subject line.