UAMS Administrative Guide

 
   

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Table of Contents

 

1.1 Organization

Section Title Download Document Revision Date  

1.1.01

Campus Policy Development Process

05/19/2011

 

ADMINISTRATION

3.1 General Administration

Section

Title

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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  
4.2 Compensation
4.3 Payroll
4.4 Employee Relations
4.5 Employment
4.6 Leave of Absence
4.7 Training

4.1 Insurance and Benefits

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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

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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

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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

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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

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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

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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

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

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    
         

5.2 Distribution Services

Section Title

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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    

5.3 Contract Services

Section Title

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5.3.01 Professional/Consultant and Commodity/Services Contracts    

5.4 Property Services

Section Title

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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

   

BUDGET

6.1 Budgetary Control

Section Title

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6.1.02 Request for Budget Revision    
6.1.03 Balanced Budget Policy    

INFORMATION TECHNOLOGY


7.1 Administration

Section Title

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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    

7.2 Services

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    

7.3 Network Security

Section Title

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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

8.1 General Accounting

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

8.2.01 Processing Invoices    
8.2.02 Lost Checks and Check Cancellations    

8.3 Restricted

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    

8.4 Travel and Reimbursement

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)    

8.5 Financial Reporting

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

     

8.6 Cost Studies/Reconciliation

8.6.01 Space Survey    

8.7 Treasurers's Office

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

11.1 General

Section Title

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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    
         

11.2 Facilities

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    

11.3 Public Safety and Security

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)    

11.4 General and Occupational Safety

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


11.5 Communications

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

 
         

 

ACADEMIC AFFAIRS
12.1 Moved to Section 16.1
12.2 Educational Services/Media Services
12.3 Library
12.4 Use of Educational Services
 

12.0.00 Visiting Staff Member Appointment Form    

12.1 Moved to Section 16.1

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

     

12.2 Educational Services/Media Services

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    

12.3 Library

12.3.01 Library Services    

12.4 Use of Educational Services

12.4.01 Use of Conference Room Facilities    

 

COMMUNICATIONS AND MARKETING

13.1.01 UAMS Communication Guidelines    

UAMS MEDICAL CENTER

14.1 Hospital Administration

14.1.01 Media Relations    

15.1 Institutional Compliance
15.1.1 Excluded Parties Policy    
15.1.2 UAMS Reporting Policy    
15.1.3 Federal False Claim Act    


16 Research

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