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Complete List of UCSF policies | UCSF Human Resources Policies
Drug-Free Workplace

The University strives to maintain a workplace free from the illegal use, possession, or distribution of controlled substances. Unlawful manufacture, distribution, possession, or use of controlled substances by University employees and students in the workplace or on University business is prohibited. In addition, employees shall not use illegal substances or abuse legal substances in a manner that impairs performance of assigned tasks. Employees found to be in violation of this policy may be subject to corrective action, up to and including dismissal, under applicable University policies and labor contracts, or may be required, at the discretion of the University, to participate satisfactorily in an employee assistance program. The University recognizes drug and alcohol dependency as treatable conditions and offers employee support programs for University employees with substance dependency problems. Information obtained regarding an employee during participation in an employee assistance program will be treated as strictly confidential. The Drug-Free Workplace Act of l988 requires that University employees directly engaged in the performance of a federal contract or grant shall abide by this policy as a condition of employment and shall notify the University within five days if they are convicted of any criminal drug statute violation occurring in the workplace or while on University business. The University is required to notify the federal contracting or granting agency within ten days of receiving notice of such conviction.

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Electronic Mail

University electronic mail services may be used for incidental personal purposes provided that, in addition to the foregoing constraints and conditions, such use does not: (i) directly or indirectly interfere with the University operation of computing facilities or electronic mail services; (ii) burden the University with noticeable incremental cost; or (iii) interfere with the email user's employment or other obligations to the University. Email records arising from such personal use may, however, be subject to the presumption of a University Email Record, regarding personal and other email records. Email users should assess the implications of this presumption in their decision to use University electronic mail services for personal purposes. Electronic mail, whether or not created or stored on University equipment, may constitute a University record subject to disclosure under the California Public Records Act or other laws, or as a result of litigation. However, the University does not automatically comply with all requests for disclosure, but evaluates all such requests against the precise provisions of the Act, other laws concerning disclosure and privacy, or other applicable law. Users of University electronic mail services also should be aware that the California Public Records Act and other similar laws jeopardize the ability of the University to guarantee complete protection of personal electronic mail resident on University facilities.

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Injury and Illness Prevention

The University of California is committed to maintaining a safe environment for its students, academic appointees, staff, visitors, and members of the general public. Further, it is dedicated to minimizing the impact of its operations on the environment surrounding its campuses and laboratory sites. The University has a commitment to promote effective loss reduction and loss prevention measures for the University's property and casualty exposures. Based on recognized principles and published standards of environmental protection, academic excellence, fiscal responsibility, and public service, the University will promote comprehensive injury and illness prevention, as well as hazardous materials and environmental management programs in an atmosphere that encourages employees, students, and other campus members to communicate about occupational and environmental health and safety matters without fear of reprisal. It is the policy of the University to conduct its operations in conformance with applicable laws, regulations, and relevant published standards and practices for health, safety and environmental protection.

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Internet Usage Policy

The University provides access to Internet resources for the conduct of University business. Incidental and occasional personal use is permitted within the University so long as such use does not disrupt or distract the conduct of University business (due to volume or frequency). Incidental and occasional personal use of Internet resources is subject to campus regulations. Commercial activity for personal financial gain is not permitted. Advertising services and programs, within the purview of the UC Board of Regents, is permissible. The World Wide Web may not be used to encourage any activity associated with illegal drugs, gambling, pornography, prostitution, child pornography, theft, spreading computer viruses, cracking into private computer systems, software infringement, trafficking in credit card codes or crimes.

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Sexual Harassment

The University of California, San Francisco (UCSF) is committed to creating and maintaining a community in which all persons who participate in University programs and activities can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation, including sexual. Each member of the University community should be aware that the University is strongly opposed to sexual harassment and that such behavior is prohibited by law and by University policy. It is the responsibility of the University to prevent sexual harassment, if possible, correct it when it occurs and to take appropriate disciplinary action, up to and including dismissal, as necessary, against behavior that is a violation of the policy. Moreover, retaliation against an individual for use of the UCSF sexual harassment policy and complaint resolution process is strictly prohibited and also actionable. Sexual harassment in any form will not be tolerated.

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Software Policy

Each copy of all software used at the University (except shareware - whose use should be registered as specified by the owner, public domain software, and software developed by the University) must be covered by a license agreement. When the software is purchased in a shrink-wrapped package, the license agreement is included. When obtained in other ways, a department-wide agreement, a campus-wide agreement, or a University-wide agreement must cover software. If it is not, its use is illegal.

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Telephone

University telephones are provided for University business. Their use by employees for personal calls may be permitted to the extent indicated below, so long as it does not interfere with the primary purpose. Coin telephones should be provided for the convenience of students, faculty, and staff, and the public, in order to take care of calls which should not be placed on University telephones. The following calls may be made from University telephones: (1) Calls within the local calling area, (area called at basic exchange rate). (2) Calls within the extended area (called at message unit rate) provided this is not used for placing calls normally placed from the employee's home telephone during off-hours. (3) Calls to toll points (in extreme emergencies only). Calls to home or other local calling area numbers while assigned away from headquarters may be charged to a University telephone, provided that this normally is not more than one call per day except in an emergency or other special circumstances. All other personal calls shall be charged directly to the employee's home telephone on a third number basis or to a personal credit card, and not to University telephones or credit cards.

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Use of University Property

Faculty, staff, volunteers, and visiting scholars may use University property only for work-related activities. Students may use University property only as required in pursuing their studies. Faculty, staff, students, volunteers, and visitors may not use University property to pursue personal activities or endeavors. At no time may University property be removed from University premises without the written approval of the appropriate department chair or unit head.

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Violence in the Workplace

UCSF is committed to maintaining a work place free from threats and acts of intimidation and violence and has adopted a zero tolerance standard for this campus. Therefore, any act of intimidation, violence, or threat of violence (see definitions below) should be reported immediately to an appropriate UCSF official. All reported incidents will be investigated.

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Conflict of Interest

The Political Reform Act, California Government Code Section 1000 et seq., requires the University to adopt and publish a conflict of interest code. Pursuant to the statute, and to the University Conflict of Interest Code, certain employees are required to file statements of economic interests. The criterion for designating which employees must comply is that the employees make or participate in the making of decisions which may foreseeably have a material effect on the financial interests of the University in the course and scope of their employment.

Such designations are made by Legal Affairs, and designated employees are sent appropriate forms by that office.

Under the code, all University employees and officers, whether or not they are designated to file statements of economic interests, are required to disqualify themselves from participating in a University decision when a financial conflict of interest is present.

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Cashiering and Cash handling

Cashiering is a necessary function to control the receipt of funds and record a reduction to the campus receivable accounts. The University accepts cash and checks in payment of services rendered and products sold in its daily conduct of business with students, faculty, staff, and the general public. The Campus Cashiering Coordinator is responsible for coordinating all cashiering operations for the University. The Cashier's Office located at Moffit/Long Hospital is designated as the Central Cashier. The cashiers located at the UCSF/Mount Zion Medical Center and the Crede Ambulatory Care Center are major cashiering centers. All other cashiers located throughout the University are considered sub-cashiers. A new sub-cashiering station must be established for any department that receives cash of $500.00 or more per day or cash and checks totaling more than $2,500 per day. All cashiering/sub-cashiering stations must develop written internal control procedures which must be approved by the Campus Cashiering Coordinator and which are subject to review by Audit and Management Services. All members of the station should have a thorough understanding of the procedures and must adhere to them fully. As part of their orientation, cashiers must read these procedures and sign the procedure document acknowledging their understanding. A copy of the signed document should be given to the employee and the original retained in the employee's personnel file. Revisions of the cashiering procedures manual also must be read, signed, and filed in the same manner.

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