UAMS Administrative Guide
	Search Our Website! Use our customized search engine to search our entire site! Simply enter your search words.   UAMS Home	Table of Contents 1. Organization 3. Administration 4. Human Resources 5. Support Services 6. Budget 7. Information Technology 8. Finance Department 11. Campus Operations 12. Academic Affairs 13. Communications & Marketing 14. UAMS Medical Center 15. Institutional Compliance 16. Research

1.1 Organization

ADMINISTRATION

3.1 General Administration

Section	Title	Download Document	Revision Date
3.1.01	Smoking
3.1.02	Inclement Weather Personnel Policy		12/20/2011
3.1.03	Telephone Use
3.1.04	Energy Conservation
3.1.05	Sexual Harassment
3.1.06	University Archives
3.1.08	Employee Debt Collection Policy
3.1.09	Employee Assistance Program Policy
3.1.10	Anti-Discrimination
3.1.11	Use of Electronic Signatures, Records, and Documents		3/7/2011
3.1.12	Compliance with the Americans with Disabilities Act
3.1.13	Technology Transfers		11/16/2011
3.1.14	Drug Testing		10/5/2011
3.1.15	Confidentiality Policy		09/08/2011
3.1.16	Standards and Best Practices for Pages on the UAMS Website
3.1.17	Mobile Device Safeguards
3.1.18	Request for Alternative Method of Communications of Protected Health Information		11/02/2011
3.1.19	Faxing Policy and Form
3.1.20	Release of Patient Directory Information		06/07/2011
3.1.21	Notice of Privacy Practices		04/12/2011
3.1.22	Mitigation of Uses/Disclosures in Violation of HIPAA		10/5/2011
3.1.23	Reporting of HIPAA Violations		6/7/2011
3.1.24	Psychotherapy Notes Policy		10/5/2011
3.1.25	Minimum Necessary Policy		04/11/2011
3.1.26	Accounting for Disclosure
3.1.27	HIPAA Research Policy
3.1.28	Use and Disclosure of PHI and Medical Records
3.1.29	Request for Data Extracts		11/02/2011
3.1.30	HIPAA Education and Training
3.1.31	De Identification of Protected Health Information and Limited Data Set Information		04/20/2010
3.1.32	Patient Request to Amend Medical Records or PHI
3.1.33	Business Associate Policy		09/08/2011
3.1.34	Patient Information Restriction Requests		10/5/2011
3.1.35	Policy on Use and Disclosure of PHI for Fundraising		02/23/2011
3.1.36	Use of PHI for Marketing		11/02/2011
3.1.37	Verification of Identity		05/02/2011
3.1.38	Safeguarding Protected Health Information
3.1.40	Employees Authorized to Have Work Stations at Home		03/03/2011
3.1.41	Information Access for Transfers and Terminations		01/11/2011
3.1.42	Job Shadowing
3.1.43	Identity Theft Prevention Policy
3.1.44	Photographing Patients		12/14/2010
3.1.45	Confidential Shred Bin Usage		02/16/2011
3.1.46	Protected Health Information Breach Notification and Reporting

HUMAN RESOURCES

4.1 Insurance and Benefits

Section	Title	Download Document	Revision Date
4.1.01	Tuition Discount Program
4.1.02	Insurance and Retirement Plans (Eligibility and Enrollment)
4.1.08	Worker's Compensation
4.1.09	Unemployment Insurance
4.1.11	Social Security
4.1.16	Voluntary Early Retirement For Non-Tenured Faculty and Staff

4.2 Compensation

Section	Title	Download Document	Revision Date
4.2.01	Overtime Compensation
4.2.02	Compensatory Time
4.2.03	Flex Schedules
4.2.04	Shift Differential
4.2.05	On-Call Pay
4.2.06	Special Rates of Pay for Labor Market
4.2.07	Special Entrance Rates for Exceptionally Well Qualified Applicants
4.2.08	Career Service Recognition Award
4.2.09	Employee Performance Appraisal and Merit Increase
4.2.10	Non-Classified Patient Care Incentive Programs
4.2.11	Paying Excess Hours for Exempt Personnel
4.2.12	Non-Classified Salary Management
4.2.13	Compensation for Employee Participation in Research

4.3 Payroll

Section	Title	Download Document	Revision Date
4.3.01	Use of ACCUTIME (KRONOS) Time and Attendance System
4.3.02	Definition of Workday, Shift, and Pay Provisions
4.3.03	Time Recording for Daylight Savings Time
4.3.04	Payroll Corrections
4.3.05	Compensation and Salary Adjustments
4.3.07	Frequency of Pay
4.3.08	Direct Deposit
4.3.09	Garnishment and Salary Lien Procedure
4.3.10	Employer Provided Cell Phones

4.4 Employee Relations

Section	Title	Download Document	Revision Date
4.4.01	Employee Basic Code of Conduct
4.4.02	Employee Disciplinary Notice
4.4.04	Employee Commendation Notice
4.4.05	Drug-Free Workplace
4.4.06	Substance Abuse
4.4.08	ADA in Employment
4.4.09	Ethical Conduct/Gift Policy		10/5/2011
4.4.10	Conflict of Interest for Academic Staff Members
4.4.11	Conflict of Interest for Non-Academic Staff		10/5/2011
4.4.12	Industry Interaction
4.4.13	Institutional Conflict of Interest in Research		11/16/2011
4.4.14	Textbook and Course Materials Policy - Undergraduate Courses		09/08/2011	NEW
4.4.15	Textbook and Course Materials Policy - Graduate Courses		09/08/2011	NEW

4.5 Employment

Section	Title	Download Document	Revision Date
4.5.01	Affirmative Action
4.5.04	Private Employment Agency Fee
4.5.06	Personnel Action Forms (PAF)Personnel Administration Transactions
4.5.07	Position Authorization Request (PAR) and Modifying Positions
4.5.09	Personnel Requisition Vacancy Posting
4.5.11	Job Ad Request
4.5.13	Provisional Position Policy
4.5.15	Personal Data Change
4.5.16	Employee Separation Procedure
4.5.17	Employee Transfer/Promotion
4.5.18	Employment Medical Screening		8/24/2011
4.5.23	Personnel Records Review/FOI Requests
4.5.25	Employment of Immigrants and Aliens
4.5.26	I-9 and E-Verify Process		02/24/2011
4.5.28	Services for "Non-Employees"
4.5.29	Employment of Out of State Residents
4.5.30	Non-Employee Assignments

4.6 Leave of Absence

Section	Title	Download Document	Revision Date
4.6.02	Holidays		12/14/2011
4.6.03	Sick Leave		07/01/2011
4.6.04	Annual Leave
4.6.05	Military Leave
4.6.06	Court and Jury Duty Leave
4.6.07	Catastrophic Leave
4.6.08	Leave of Absence Without Pay
4.6.09	Voting Time
4.6.10	Educational Leave
4.6.11	Family and Medical Leave Act
4.6.12	Children's Educational Activities Leave
4.6.13	Disaster Leave

4.7 Training

Section	Title	Download Document	Revision Date
4.7.01	Orientation Procedure Policy
4.7.02	Employee Educational Programs
4.7.03	General Education Development & English as a Second Language

SUPPORT SERVICES 

5.1 Procurement Services

5.2 Distribution Services

5.3 Contract Services

5.4 Property Services

5.1 Procurement Services

Section	Title	Download Document	Revision Date
5.1.01	Purchase Request Form
5.1.02	State Purchasing Contracts
5.1.03	Competitive Sealed Bids
5.1.04	Sole Source Procurements
5.1.05	Emergency Procurement
5.1.06	Honorariums
5.1.07	Professional Preference Procurement
5.1.08	Audio/Visual Equipment Purchase
5.1.09	Procurement of Lab Animals
5.1.10	Printing, Stationery, Office Supplies
5.1.11	Equipment Leases
5.1.12	Maintenance Contracts
5.1.13	Coordination with Physical Plant
5.1.14	Trade-In of Equipment
5.1.15	Non-Payable Invoices
5.1.16	Promotional Items
5.1.17	Personal Reimbursement
5.1.18	MERCURY REDUCTION- PROCUREMENT GUIDELINES

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5.2 Distribution Services

Section	Title	Download Document	Revision Date
5.2.01	Receiving Reports
5.2.02	Outgoing Shipment
5.2.03	Stock Supply Reservation
5.2.04	Requests for Change in Material Status		11/02/2011
5.2.05	Order of Medical and Commercial Compressed Gases Rental Of Compressed  Gas Cylinders
5.2.06	Purchasing Stock Supplies
5.2.07	Receiving Packages

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5.3 Contract Services

Section	Title	Download Document	Revision Date
5.3.01	Professional/Consultant and Commodity/Services Contracts

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5.4 Property Services

Section	Title	Download Document	Revision Date
5.4.01	Property Control
5.4.02	Property Inventory Procedures
5.4.03	Disposal of Surplus Property
5.4.04	Equipment and Furniture Moving Procedures
5.4.05	Property Control-Patient Care Equipment
5.4.06	Cardboard Recycling Program
5.4.07	Disposal of Surplus and Medical Property
5.4.08	Surplus Property
5.4.09	Grant Asset Transfers

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BUDGET

6.1 Budgetary Control

Section	Title	Download Document	Revision Date
6.1.02	Request for Budget Revision
6.1.03	Balanced Budget Policy

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INFORMATION TECHNOLOGY

7.1 General

7.2 Services

7.3 Network Security

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7.1 Administration

Section	Title	Download Document	Revision Date
7.1.02	Software Licensing
7.1.07	New Project Enhancement Requests
7.1.12	Email Access and Usage		09/08/2011
7.1.13	Wireless Networking

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7.2 Services

Section	Title	Download Document	Revision Date
7.2.02	UAMS Wiki and Blog
7.2.11	Access to Internet
7.2.12	Microsoft Systems Management Server Configuration and Use
7.2.13	E-Mail Attachment Quarantine

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7.3 Network Security

Section	Title	Download Document	Revision Date
7.3.01	IT Security Incident Identification and Handling Policy		02/28/2011
7.3.02	Generic Accounts		10/5/2011
7.3.03	Computer Device Custodial Practices to Protect Confidential Information
7.3.04	Information Access Management		2/24/2011
7.3.06	IT Risk Analysis and Risk Management of Electronic Systems		12/14/2011
7.3.07	Security Log In Monitoring		12/14/2011
7.3.08	Information Security Password Management Policy		2/24/2011
7.3.09	Facility Physical Access Controls		11/02/2011
7.3.10	UAMS Data Encryption
7.3.11	Audit controls for Confidential Information		09/29/2010
7.3.12	Data Integrity		12/14/2011
7.3.13	Disaster Recovery
7.3.15	Malicious Software Protections		12/14/2011

FINANCE DEPARTMENT  

8.1 General Accounting

8.2 Accounts

8.3 Restricted Funds Accounting

8.4 Travel and Reimbursement

8.5 Financial

8.6 Cost Studies

8.7 Treasurer's Office

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8.1 General Accounting

Section	Title	Download Document	Revision Date
8.1.01	Requests for Center Maintenance
8.1.02	Interdepartmental Transfer
8.1.03	Transfer of Funds
8.1.04	General Ledger Correction Requests
8.1.05	Redistribution of Surplus Funds from Capital Project Accounts
8.1.06	Method of Finance (MOF) Procedures
8.1.07	Payment with Foreign Currency
8.1.08	Unclaimed Property Reporting
8.1.09	Checking Accounts
8.1.10	Balance Sheet Account Reconciliation

8.2 Accounts Payable

Section	Title	Download Document	Revision Date
8.2.01	Processing Invoices
8.2.02	Lost Checks and Check Cancellations

8.3 Restricted

Section	Title	Download Document	Revision Date
8.3.02	Cost Sharing
8.3.05	Close Out of Restricted Funds
8.3.06	Budget Controls
8.3.07	Expenditure and Cost Transfer Control
8.3.08	Grants Management Responsibilities
8.3.09	Grants Management Training & Certification Program
8.3.10	Indirect Cost Recovery
8.3.11	Financial Management of Services Centers
8.3.12	Subrecipient Monitoring
8.3.13	Effort Certification
8.3.14	Official Signature on Financial Reports
8.3.15	Applying for Grant Funds with VA/UAMS Appointments
8.3.16	Issuing and Monitoring Scholarship Funds
8.3.17	Direct Charging Costs to Federal Grants

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8.4 Travel and Reimbursement

Section	Title	Download Document	Revision Date
8.4.01	Employee Travel Regulations
8.4.02	Corporate Credit Cards
8.4.03	Travel Advance Requests
8.4.04	Authority to Travel
8.4.05	Travel Expense Reimbursement
8.4.06	Special Travel
8.4.07	Travel Insurance - SEE 11.1.12
8.4.08	Student Travel Regulations
8.4.10	VISA Business Travel Account (BTA)

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8.5 Financial Reporting

Section	Title	Download Document	Revision Date
8.5.01	Capitalization Policy
8.5.02	Abatement of Uncollectible Accounts Receivable
8.5.03	Designated Fund Procedures
8.5.04	Insurance Claims - SEE 11.1.13

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8.6 Cost Studies/Reconciliation

Section	Title	Download Document	Revision Date
8.6.01	Space Survey

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8.7 Treasurers's Office

Section	Title	Download Document	Revision Date
8.7.01	Cash Handling Procedures
8.7.02	Petty Cash Funds

11.1 CAMPUS OPERATIONS

11.1 General

11.2 Facilities

11.3 Public Safety and Security

11.4 General and Occupational Safety

11.5 Communication

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11.1 General

Section	Title	Download Document	Revision Date
11.1.01	Physical Plant Work Orders		04/29/2011
11.1.02	Campus-Wide Signage		04/25/2011
11.1.03	Campus-Wide Paint Plan		08/04/2011
11.1.04	Key Requests		04/25/2011
11.1.06	Campus Motor Pool Vehicle Checkout		02/25/2011
11.1.07	Bookstore Services
11.1.08	Maintenance of Smoke/Fire Barriers
11.1.10	Vehicle Driver Safety Program
11.1.11	Hot Work Permits
11.1.12	TRAVEL INSURANCE
11.1.13	Insurance Claims

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11.2 Facilities

Section	Title	Download Document	Revision Date
11.2.01	Estimates, Renovation, Construction or Furniture Related Projects
11.2.02	Coordination of Capital Facility Projects
11.2.03	Selection of Architects
11.2.04	Visitor Waiting Area
11.2.05	Property Acquisition
11.2.07	Damage to UAMS Property		08/25/2011
11.2.08	Interim Life Safety Measures (ILSM) and Infection Control Risk Assessment (ICRA)		10/5/2011
11.2.09	Rental Of Off-Campus Facilities
11.2.10	Space Management and Inventory Policy
11.2.11	Alcohol Policy

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11.3 Public Safety and Security

Section	Title	Download Document	Revision Date
11.3.01	Building and Grounds Security
11.3.02	Parking Assignments		03/16/2011
11.3.03	Traffic Citation Appeals		03/01/2011
11.3.05	UAMS ID Badge Issuance and Replacement		11/7/2011
11.3.06	Bomb Threat Plan - "Code Amber"
11.3.07	Workplace Violence Prevention Plan
11.3.08	Emergency Procedures for Active Shooter (Code Black/Campus Lockdown)

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11.4 General and Occupational Safety

Section	Title	Download Document	Revision Date
11.4.01	Accident/Injury Reporting
11.4.02	Hazard Communication
11.4.03	Holiday Decorations
11.4.04	Occupational Exposure Assessment and Control
11.4.07	Electrical Safety for Personal Medical Devices and Appliances
11.4.08	Laboratory Safety Policy
11.4.09	Radioactive Substances
11.4.10	Pregnant Employees Working with Ionizing Radiation
11.4.11	Abandoned Hazardous Chemicals
11.4.12	UAMS Code Blue Team
11.4.13	Handling Chemotherapy and Drug Spills in Clinical and Research Applications
11.4.14	Respiratory Protection Policy Part I
11.4.15	Unsafe Equipment and Furniture
11.4.16	Microwave Oven Survey Policy
11.4.17	Fire Retardant/Resistant Materials and Furnishings
11.4.18	Exposure Control Plan (Part I)		08/25/2011
11.4.19	Occupational Exposure to Hazardous Chemicals in Laboratories (Part I)
11.4.21	Use of Space Heaters on Campus
11.4.22	Removal, Disposal, and/or Transfer of Equipment used with Radioactive Material
11.4.23	Indoor Environmental Quality (IEQ)
11.4.24	Hazardous Materials and Waste Management Plan		11/02/2011
11.4.25	Fire Safety and Prevention Program
11.4.26	Employees with Latex Allergy
11.4.27	Compressed Gas
11.4.28	Radiation Protection Devices - Inventory and Inspection		10/5/2011	NEW

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11.5 Communications

Section	Title	Download Document	Revision Date
11.5.01	Telecommunication Services		09/07/2010
11.5.02	Campus Mail Processing and Delivery		03/02/2011
11.5.03	Cellular Phone Issuance and Usage		03/16/2011

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ACADEMIC AFFAIRS

12.1 Moved to Section 16.1

12.2 Educational Services/Media Services

12.3 Library

12.4 Use of Educational Services

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Section	Title	Download Document	Revision Date
12.0.00	Visiting Staff Member Appointment Form

12.1 Moved to Section 16.1

Section	Title	Download Document	Revision Date
12.1.01	Please see 16.1.01
12.1.02	Please see 16.1.02
12.1.03	Please see 16.1.03
12.1.04	Please see 16.1.04
12.1.05	Please see 16.1.05
12.1.06	Please see 16.1.06
12.1.07	Please see 16.1.07
12.1.08	Please see 16.1.08
12.1.10	Please see 16.1.10
12.1.11	Please see 16.1.11

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12.2 Educational Services/Media Services

Section	Title	Download Document	Revision Date
12.2.01	Audio-Visual Services
12.2.02	Instructional Equipment Repair
12.2.03	Digital Imaging Services
12.2.04	Graphics and Medical Art
12.2.05	Instructional Television
12.2.06	Photographic Services
12.2.07	Printing Services
12.2.08	Use of Images

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12.3 Library

Section	Title	Download Document	Revision Date
12.3.01	Library Services

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12.4 Use of Educational Services

Section	Title	Download Document	Revision Date
12.4.01	Use of Conference Room Facilities

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COMMUNICATIONS AND MARKETING

Section	Title	Download Document	Revision Date
13.1.01	UAMS Communication Guidelines

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UAMS MEDICAL CENTER

14.1 Hospital Administration

Section	Title	Download Document	Revision Date
14.1.01	Media Relations

15.1 Institutional Compliance

Section	Title	Download Document	Revision Date
15.1.1	Excluded Parties Policy
15.1.2	UAMS Reporting Policy
15.1.3	Federal False Claim Act

16 Research

Section	Title	Download Document	Revision Date
16.1.01	Grants and Contracts Proposal/Award Procedures		07/15/1996
16.1.02	Responsibilities of the Central Administration		07/15/1996
16.1.03	Responsibilities of the Principal Investigators		07/21/1999
16.1.04	Ethical Standards in Research and Procedure		07/15/1996
16.1.05	Distribution of Royalties from Patents, Copyrights and Licenses		07/14/2009
16.1.06	Mandatory Education Policy for Investigators/Study Personnel Participating in Human Subject Research Projects		01/20/2010
16.1.07	The Committee on Clinical Research		04/06/2011
16.1.08	Review and Approval of UAMS Clinical Research by the UAMS Committee on Clinical Research		10/23/2009
16.1.10	Declaration of Sponsorship for Investigational New Drug Applications		07/30/2009
16.1.11	Declaration of Sponsorship for Investigational Device Exemption Applications		07/30/2009
16.1.12	Certificates of Confidentiality		02/08/2011
16.1.13	Non-Human Research Use of DEA Controlled Substances		12/14/2009
16.1.16	Guidelines for Assignment of Laboratory Research Space		02/09/2011

16.1.17	UAMS Policy on Multi-Site Investigator-Initiated Clinical Trials		01/21/2011
16.1.18	Registration of Clinical Trials		09/08/2011	NEW