University Manual Project Gary Hamilton Johnson Kwong Robin Tomasso Barbara Brunson Hassan Halati

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

Functional Requirements Updated policies Updated policies Keep track of revisions (to the extend possible) Searchable Easy to maintain

Completed Activities 1. Locate and Review different copies of the UM and consolidate if needed. Different copies with different update levels Outdated sections Incomplete policies –Decision: Focus on Academic Policies 2. Review implementation at other campuses and develop a framework for the online UM –Decision: Fresno State

Completed Activities 3. Digitize the UM chapters and relevant policies 4. Identify and locate the policies to be loaded into the database Division websites Catalog College websites Different format and sometime rewritten Academic Senate archives – reviewed 20 years of history Separation into administrative and Academic is difficult

Completed Activities 5. Finalize the framework for Cal Poly, Pomona, design interface and develop design documents Hierarchical framework Classification by function/constituency Unique numbering system 6. Develop the user interface, database, and website Academic Resources Keyword search capability

Completed Activities 7. Update identified policies and populate the data base Many required to be updated Recommended changes to each policy was prepared Recommended changes were categorized into: Editorial Collective Bargaining Agreement Delete Major revision Catalog

Completed Activities 8. Prepare packages and submit for Administrative and Academic Senate review and their recommendation to the President for approval.

University Manual Organization and Shared Governance Academic Manual Administrative Manual

Academic Manual Academic Organization and Services Curricular Policies Grading & Student Affairs Research & Instructional Support Academic Personnel Policies Academic Standards & Regulations General Policies

Academic Organization and Services Academic Organization and Services (UM 201) 1002.Faculty Statement on Academic Freedom 1003.Policy on ancillary units General Policies Program discontinuation policy and procedure 1502.Criteria for honorary degrees 1503.Interdisciplinary Mandatory Orientation 1504.Policy on Hiring of Immediate Relatives (UM )

Organization and Shared Governance University Organization Shared Governance and Consultation ( ) 101.Vision Statement 102.Mission Statement 103.Organization (UM 102.1, UM102.2) 104.Cal Poly Kellog Unit Foundation (UM 104) 121.Academic Senate Constitution (Appendix 17) 122.Academic Senate By-laws 123.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 Development 128.Policy on Faculty Rights and Responsibilities

Academic Standards & Regulations Add/Drop Policy (UM ) Policy on Academic Integrity Interim Policy on Sales of Course Material Policy on Cheating and Plagiarism Policy on student leave of absence (UM ) Policy on Absence from Class (UM ) Policy on Exclusion of Students from Classes (UM ) Minimum Scholarship standards (UM ) Policy on Maximum Unit Load – Undergraduate Program (UM ) Policy on Maximum Unit Load – Graduate Program (UM ) Policy on Transfer Credit - Undergraduate (UM ) Policy on Credit by Examination (UM ) Policy on retroactive Withdrawal (UM ) Policy on Repeating Courses (UM ) Policy on Academic Petitions (UM 402.9) Taping of Faculty Lectures (UM 402.8) Academic renewal Auditing Concurrent enrollment in pos t baccalaureate program Course syllabus Disqualification-reinstatement for graduate students Graduate writing test-undergraduate Holding of records Master’s degree requirements Office hour policy Policy on Academic minors Petition of courses and grade forgiveness Transfer credit-graduate program Transfer to another master’s program Academic Standing – Undergraduate (UM402.52) Administrative Academic Probation and Disqualification Bachelor Degree requirements Concurrent registration Courses taken by Post baccalaureate Students English language proficiency – graduate program Graduate Writing Test – Graduate Program Minimum Grade Point Average – Graduate Program Participation in Graduate ceremonies Policy on Final Exams Requirement in Mathematics Proficiency – Undergraduate students Second Baccalaureate Degree Time limit – Graduate program Selection of elective courses bu non-majors in impacted majors Change of major Graduate comprehensive exam Honors policy Condensed course during summer quarter Service learning designation

Academic Personnel Policies ( ) Appointment & Evaluation Policies Temporary Faculty Appointments (UM ) 1302.Trustee Professor Appointment (UM ) 1303.Volunteer Faculty and staff Appointment (UM ) 1304.Adjunct Professor Appointment (UM ) 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 ) 1308.Extra Quarter Appointment (UM 301.8) 1309.Faculty Reassignment Policy (UM ) 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 , Appendix 24) 1314.Probationary Appointment (UM ) 1315.Visiting Faculty Appointment 1316.Acting Chair for Summer Quarter (UM ) Resignation, Retirement, and separation Recognition of retirement and emeritus policy (UM , UM , UM ) 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 Performance Evaluation Workload and Compensation Faculty Salary schedules – (to be deleted) 1392.Merit salary adjustment (UM 309.4) to be deleted 1393.Overtime (UM ) 1394.Public service for another agency (UM ) (to be deleted) 1395.Honoraria (UM ) 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 , UM , UM , UM , UM ) 1328.Retention, Tenure and Promotion Policy and Procedure (Appendix 16) 1329.Student Evaluation of Teaching (UM , Appendix 10) 1330.Evaluation for Certification of Faculty Employment beyond age of 70 (UM ) 1331.Evaluation of Academic Administrators (UM ) 1332.Temporary Faculty Range Elevation 1333.Certification Beyond Age 70 (UM )

Academic Personnel Policies ( ) Grievance and Disciplinary Action Faculty Grievance, Reprimands, Suspension and Disciplinary Action (UM UM , Appendix 22, Appendix 30) 1352.Faculty rights in student grievance procedure (Appendix 21) Professional Leave, Sabbatical, and difference in pay policies Sabbatical and Difference-in-pay leaves (UM 308.4), Appendix Professional Leave request procedure 1378.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 , UM , UM , appendix 27)

Curricular Policies Curriculum Development and Procedure (UM 103.2, Appendix 2) 1102.Change of Curriculum (UM 402.4) 1103.Policy on Curriculum deviation (UM ) 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 Support 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 Grading Policy (UM 402.3) 1602.Grade Point System (UM ) 1603.Credit by Examination (UM ) 1604.Graduate student working as teaching assistant 1605.Grade appeals 1606.Use of undergraduates to teach

Administrative Manual Staff and Administrative Personnel Policies Human Resources ( )

Staff and Administrative Personnel Policies Appointment of support staff (UM ) 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 ) Probationary assignment of staff and administrative personnel (UM , UM , UM ) Work Schedules for Administrative and Support Staff (UM 302.3) Support staff Promotion (UM 306.1) Personnel Appointment and Promotion Personnel Evaluation 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 ( ) Personnel Conduct 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 ( ) 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 Duty Reporting absence from duty (UM 308.1) Absenteeism (UM ) Sick Leave (UM 308.2) Military leave (UM 308.3) Staff Leave of absence without pay (UM , UM , UM ) Vacations and Vacation Accrual (UM 308.6) Holidays (UM 308.7) Other absences (UM 308.8)

Compensation and Benefits ( ) Human Resources General Policies ( ) Categories of Employee services (UM 309.1) Pay Periods (UM 309.2) Salary Schedule (UM 309.3) – to be deleted Merit Salary Adjustments- Probationary and Tenured Faculty (UM ) Staff Salary (UM ) Overtime (UM ) Compensation from Sources other than University (UM 309.6) Public Services for another agency (UM ) Honoraria (UM ) Additional Employment Compensation (UM Benefits (UM 310) Resignation, Retirement, and separation Resignation UM Retirement and Continued Employment beyond mandatory retirement age (UM 312.2) Recognition of retirement and emeritus policy (UM , UM , UM ) Separation for lack of funds or lack of work (UM 312.3)

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