University Manual ProjectUniversity Manual Project

Gary HamiltonGary HamiltonJohnson KwongJohnson KwongRobin TomassoRobin Tomasso

Barbara BrunsonBarbara BrunsonHassan HalatiHassan Halati

Project GoalProject Goal

Develop an online central repository for Develop an online central repository for the University manual and University the University manual and University policies.policies.

Functional RequirementsFunctional Requirements

Updated policiesUpdated policies

Keep track of revisions (to the extend Keep track of revisions (to the extend possible)possible)

SearchableSearchable

Easy to maintainEasy to maintain

Completed ActivitiesCompleted Activities

1.1. Locate and Review different copies of Locate and Review different copies of the UM and consolidate if needed. the UM and consolidate if needed.

Different copies with different update levelsDifferent copies with different update levelsOutdated sectionsOutdated sectionsIncomplete policiesIncomplete policies

– Decision: Focus on Academic PoliciesDecision: Focus on Academic Policies

2.2. Review implementation at other Review implementation at other campuses and develop a framework for campuses and develop a framework for the online UMthe online UM

– Decision: Fresno StateDecision: Fresno State

Completed ActivitiesCompleted Activities

3.3. Digitize the UM chapters and relevant policiesDigitize the UM chapters and relevant policies

4.4. Identify and locate the policies to be loaded Identify and locate the policies to be loaded into the databaseinto the database

Division websitesDivision websites

CatalogCatalog

College websitesCollege websites

Different format and sometime rewrittenDifferent format and sometime rewritten

Academic Senate archives – reviewed 20 years of historyAcademic Senate archives – reviewed 20 years of history

Separation into administrative and Academic is difficultSeparation into administrative and Academic is difficult

Completed ActivitiesCompleted Activities

5.5. Finalize the framework for Cal Poly, Finalize the framework for Cal Poly, Pomona, design interface and develop Pomona, design interface and develop design documentsdesign documents

Hierarchical frameworkHierarchical frameworkClassification by function/constituencyClassification by function/constituencyUnique numbering systemUnique numbering system

6.6. Develop the user interface, database, Develop the user interface, database, and websiteand website

Academic ResourcesAcademic ResourcesKeyword search capabilityKeyword search capability

Completed ActivitiesCompleted Activities

7.7. Update identified policies and populate Update identified policies and populate the data basethe data base

Many required to be updatedMany required to be updated

Recommended changes to each policy was preparedRecommended changes to each policy was prepared

Recommended changes were categorized into:Recommended changes were categorized into:EditorialEditorial

Collective Bargaining AgreementCollective Bargaining Agreement

DeleteDelete

Major revision Major revision

CatalogCatalog

Completed ActivitiesCompleted Activities

8.8. Prepare packages and submit for Prepare packages and submit for Administrative and Academic Senate Administrative and Academic Senate review and their recommendation to the review and their recommendation to the President for approval.President for approval.

University Manual

Organization and Shared Governance

100-200

Academic Manual1000-2000

Administrative Manual2001-3000

Academic Manual1000-2000

Academic Organization and

Services1000-1100

Curricular Policies1100-1200

Grading & Student Affairs

1600-1700

Research & Instructional Support

1200-1300

Academic Personnel Policies

1300-1400

Academic Standards & Regulations

1400-1500

General Policies1500-1600

Academic Organization and Services

1000-1100

1001. Academic Organization and Services (UM 201)

1002. Faculty Statement on Academic Freedom

1003. Policy on ancillary units

General Policies1500-1600

1501. Program discontinuation policy and procedure1502. Criteria for honorary degrees1503. Interdisciplinary Mandatory Orientation1504. Policy on Hiring of Immediate Relatives (UM 301.11)

Organization and Shared Governance

100-200

University Organization

100-119

Shared Governance and Consultation

(120-129)

101.Vision Statement102.Mission Statement103.Organization (UM 102.1, UM102.2)104.Cal Poly Kellog Unit Foundation (UM 104)

121.Academic Senate Constitution (Appendix 17)122.Academic Senate By-laws123.Staff Council Constitution and bylaws (appendix

33)124.Associated Students , Inc. Constitution and bylaws

(Appendix 34)125.Consultative Process (UM 102.3)126.Presidential Orders (UM 102.4)127.Interim Policy on Policy Creation and Development128.Policy on Faculty Rights and Responsibilities

Academic Standards & Regulations1400-1500

1401.1401. Add/Drop Policy (UM 402.72)Add/Drop Policy (UM 402.72)1402.1402. Policy on Academic IntegrityPolicy on Academic Integrity1403.1403. Interim Policy on Sales of Course MaterialInterim Policy on Sales of Course Material1404.1404. Policy on Cheating and PlagiarismPolicy on Cheating and Plagiarism1405.1405. Policy on student leave of absence (UM 402.74)Policy on student leave of absence (UM 402.74)1406.1406. Policy on Absence from Class (UM 402.78)Policy on Absence from Class (UM 402.78)1407.1407. Policy on Exclusion of Students from Classes (UM 402.79)Policy on Exclusion of Students from Classes (UM 402.79)1408.1408. Minimum Scholarship standards (UM 402.51)Minimum Scholarship standards (UM 402.51)1409.1409. Policy on Maximum Unit Load – Undergraduate Program Policy on Maximum Unit Load – Undergraduate Program

(UM 402.71)(UM 402.71)1410.1410. Policy on Maximum Unit Load – Graduate Program (UM Policy on Maximum Unit Load – Graduate Program (UM

402.71)402.71)1411.1411. Policy on Transfer Credit - Undergraduate (UM 402.52)Policy on Transfer Credit - Undergraduate (UM 402.52)1412.1412. Policy on Credit by Examination (UM 402.53)Policy on Credit by Examination (UM 402.53)1413.1413. Policy on retroactive Withdrawal (UM 402.73) Policy on retroactive Withdrawal (UM 402.73) 1414.1414. Policy on Repeating Courses (UM 402.75)Policy on Repeating Courses (UM 402.75)1415.1415. Policy on Academic Petitions (UM 402.9)Policy on Academic Petitions (UM 402.9)1416.1416. Taping of Faculty Lectures (UM 402.8)Taping of Faculty Lectures (UM 402.8)1417.1417. Academic renewalAcademic renewal1418.1418. AuditingAuditing1419.1419. Concurrent enrollment in pos t baccalaureate programConcurrent enrollment in pos t baccalaureate program1420.1420. Course syllabusCourse syllabus1421.1421. Disqualification-reinstatement for graduate studentsDisqualification-reinstatement for graduate students1422.1422. Graduate writing test-undergraduateGraduate writing test-undergraduate1423.1423. Holding of recordsHolding of records1424.1424. Master’s degree requirementsMaster’s degree requirements1425.1425. Office hour policyOffice hour policy1426.1426. Policy on Academic minorsPolicy on Academic minors1427.1427. Petition of courses and grade forgivenessPetition of courses and grade forgiveness1428.1428. Transfer credit-graduate programTransfer credit-graduate program

1429.1429. Transfer to another master’s programTransfer to another master’s program1430.1430. Academic Standing – Undergraduate (UM402.52)Academic Standing – Undergraduate (UM402.52)1431.1431. Administrative Academic Probation and DisqualificationAdministrative Academic Probation and Disqualification1432.1432. Bachelor Degree requirementsBachelor Degree requirements1433.1433. Concurrent registrationConcurrent registration1434.1434. Courses taken by Post baccalaureate StudentsCourses taken by Post baccalaureate Students1435.1435. English language proficiency – graduate programEnglish language proficiency – graduate program1436.1436. Graduate Writing Test – Graduate ProgramGraduate Writing Test – Graduate Program1437.1437. Minimum Grade Point Average – Graduate ProgramMinimum Grade Point Average – Graduate Program1438.1438. Participation in Graduate ceremoniesParticipation in Graduate ceremonies1439.1439. Policy on Final ExamsPolicy on Final Exams1440.1440. Requirement in Mathematics Proficiency – Undergraduate Requirement in Mathematics Proficiency – Undergraduate

studentsstudents1441.1441. Second Baccalaureate DegreeSecond Baccalaureate Degree1442.1442. Time limit – Graduate programTime limit – Graduate program1443.1443. Selection of elective courses bu non-majors in impacted Selection of elective courses bu non-majors in impacted

majorsmajors1444.1444. Change of majorChange of major1445.1445. Graduate comprehensive examGraduate comprehensive exam1446.1446. Honors policyHonors policy1447.1447. Condensed course during summer quarterCondensed course during summer quarter1448.1448. Service learning designationService learning designation

Academic Personnel Policies(1300-1400)

Appointment & Evaluation Policies

1300-1325

1301. Temporary Faculty Appointments (UM 301.232)

1302. Trustee Professor Appointment (UM 301.233)

1303. Volunteer Faculty and staff Appointment (UM 301.24)

1304. Adjunct Professor Appointment (UM 301.241)

1305. Joint Appointments (UM 301.3)

1306. Department Chair Appointment (UM 301.4, Appendix 15A)

1307. Appointment of Acting Department Chair for Summer Quarter (UM 301.42)

1308. Extra Quarter Appointment (UM 301.8)

1309. Faculty Reassignment Policy (UM 301.72)

1310. Policy on Management Personnel Plan (MPP) Appointments (Appendix 14)

1311. Recruitment and Appointment Procedure for Tenure-line Faculty (Appendix 38)

1312. Policy on Faculty Re-appointment and Tenure (UM 301.1, UM 301.2)

1313. Faculty Return Rights (UM 301.52, Appendix 24)

1314. Probationary Appointment (UM 301.231)

1315. Visiting Faculty Appointment

1316. Acting Chair for Summer Quarter (UM 301.24)

Resignation, Retirement, and separation

1390-1400

1391.Recognition of retirement and emeritus policy (UM 312.21, UM 312.22, UM 312.23)

1392.Separation for lack of funds or lack of work (UM 312.3)

1393.Separation of personnel (UM 312) to be deleted

Academic Personnel Policies

1300-1400

Performance Evaluation1325-1350

Workload and Compensation

1390-1400

1391. Faculty Salary schedules – (to be deleted)1392. Merit salary adjustment (UM 309.4) to be deleted1393. Overtime (UM 309.53)1394. Public service for another agency (UM 309.61) (to be deleted)1395. Honoraria (UM 309.62)1396. Additional Employment compensation (UM 309.7) 1397. Faculty Workload ( UM 302)

1326. Department Chair Evaluation (Appendix 15a)1327. Policy on Faculty Evaluation (UM 305.1, UM 305.11, UM 305.12, UM

305.13, UM 305.14, UM 305.15)1328. Retention, Tenure and Promotion Policy and Procedure (Appendix 16)1329. Student Evaluation of Teaching (UM 3015.15, Appendix 10)1330. Evaluation for Certification of Faculty Employment beyond age of 70 (UM

305.17)1331. Evaluation of Academic Administrators (UM 305.16)1332. Temporary Faculty Range Elevation1333. Certification Beyond Age 70 (UM 305.17)

Academic Personnel Policies(1300-1400)

Grievance and Disciplinary Action

1350-1360

1351. Faculty Grievance, Reprimands, Suspension and Disciplinary Action (UM 307.1 UM 307.12, Appendix 22, Appendix 30)

1352. Faculty rights in student grievance procedure (Appendix 21)

Professional Leave, Sabbatical, and difference in

pay policies1375-1390

1376. Sabbatical and Difference-in-pay leaves (UM 308.4), Appendix 261377. Professional Leave request procedure1378. Faculty professional leave with pay request form (appendix 26a)1379. Faculty off-cycle difference in pay leave request form (appendix 26c)1380. Faculty off-cycle professional leave request form (appendix 26c)1381. Leave of absence without pay (UM 308.4, UM 308.53, UM 308.54, UM

308.55, appendix 27)

Curricular Policies

1100-1200

1101. Curriculum Development and Procedure (UM 103.2, Appendix 2)

1102. Change of Curriculum (UM 402.4)

1103. Policy on Curriculum deviation (UM 402.41)

1104. Guide to Assessment-program review

1105. Assessment in lieu of One Program review

1106. Curriculum Development guide

1107. Academic Program review process

Research & Instructional

Support1200-1300

1201. Use of Human Subjects in Research (UM 103.4, university policy)

1202. Interim policy on administration of grants and contracts in support of sponsored programs

1203. Conflict of interest and financial disclosure – Principal Investigator

1204. Animal care and use in research

1205. Intellectual Property

1206. Interim policy on eligibility of Principal Investigators

1207. Misconduct in research

Grading & Student Affairs

1600-1700

1601. Grading Policy (UM 402.3)

1602. Grade Point System (UM 402.32)

1603. Credit by Examination (UM 402.53)

1604. Graduate student working as teaching assistant

1605. Grade appeals

1606. Use of undergraduates to teach

Administrative Manual2000-3000

Staff and Administrative Personnel Policies

2400-2500

Human Resources (2600-2700)

Staff and Administrative Personnel Policies

2400-2500

Appointment of support staff (UM 301.22)Assignment to Academic-Administrative Positions Covered by the MPP (UM 301.5, UM 301.9, Appendix 14)President, Vice President, Dean, Director Appointments (UM 301.6)Policy on Reassignment of Staff and Administrative Personnel (UM 301.71)Probationary assignment of staff and administrative personnel (UM 301.12, UM 301.13, UM 301.1031)Work Schedules for Administrative and Support Staff (UM 302.3)Support staff Promotion (UM 306.1)

Personnel Appointment and Promotion

2401-2450

Personnel Evaluation2450-2475

Evaluation of Administrators (UM 305.3, Appendix 18)Support Staff Performance Evaluation (UM 305.2)

Grievance

Support staff and Administrative Personnel Grievance (UM 307.2)

Human Resources General Policies(2600-2700)

Personnel Conduct2600-2625

2601.Employee Conduct (UM 303)

2602.Misuse of the Property and Material (UM 303.1)

2603.Political Activities (UM 303.2)

2604.Employee liability (UM 303.3)

2605.Smoking Policy (UM 303.4)

2606.Racism (UM 303.5)

2607.Sexual Harassment

2608.Zero Tolerance

2609.Nepotism

2610.Drug Free workplace statement and Policy (appendix 37)

Travel Policies(2625-2640)

Official Travel (UM 304, UM 304.1, UM 304.2)Use of State Vehicle for field trips (UM 304.3)Use of Private Vehicle (UM 304.4)Out of State Travel (UM 304.5)Travel Outside the United States (UM 304.6)

Absence from Duty2640-2650

Reporting absence from duty (UM 308.1)Absenteeism (UM 308.21)Sick Leave (UM 308.2)Military leave (UM 308.3)Staff Leave of absence without pay (UM 308.52, UM 308.54, UM 308.55)Vacations and Vacation Accrual (UM 308.6)Holidays (UM 308.7)Other absences (UM 308.8)

Compensation and Benefits

(2650-2675)

Human Resources General Policies(2600-2700)

Categories of Employee services (UM 309.1)Pay Periods (UM 309.2)Salary Schedule (UM 309.3) – to be deletedMerit Salary Adjustments- Probationary and Tenured Faculty (UM 309.41)Staff Salary (UM 309.42)Overtime (UM 309.53)Compensation from Sources other than University (UM 309.6)Public Services for another agency (UM 309.61)Honoraria (UM 309.62)Additional Employment Compensation (UM 309.7Benefits (UM 310)

Resignation, Retirement, and separation

Resignation UM 312.1Retirement and Continued Employment beyond mandatory retirement age (UM 312.2)Recognition of retirement and emeritus policy (UM 312.21, UM 312.22, UM 312.23)Separation for lack of funds or lack of work (UM 312.3)

Online University ManualOnline University Manual

https://academic.csupomona.edu/univ_manual