UAMS Administrative Guide

 
   

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Table of Contents

 

1.1 Organization

Section Title Original Date
1.1.01 Campus Policy Development Process 08/17/05

ADMINISTRATION

3.1 General Administration

Section

Title

Original

PDF

Date
3.1.01 Smoking   07/04/2004,
10/1/2007
3.1.02 Inclement Weather   12/03/02
3.1.03 Telephone Use   07/02/90
3.1.04 Energy Conservation   08/18/95
3.1.05 Sexual Harassment   11/01/93
3.1.06 University Archives   07/02/90
3.1.08 Employee Debt Collection Policy   03/11/92
3.1.09 Employee Assistance Program Policy   09/12/00
3.1.10 Anti-Discrimination   08/20/01
3.1.12 Compliance with the Americans
with Disabilities Act		   11/17/95
3.1.13 Incubator Company Access to UAMS
Facilities and Services		   03/17/98
3.1.14 Drug Testing 11/16/05
3.1.15 Confidentiality Policy 08/15/05
3.1.16 Standards and Best Practices for Pages on the UAMS Website   07/07/04
3.1.17 Mobile Device Safeguards 10/05/05
3.1.18 Request for Alternative Method of Communications of Protected Health Information   03/01/04
3.1.19 Faxing Policy and Form   03/01/04
3.1.20 Release of Patient Directory Information   03/01/04
3.1.21 Notice of Privacy Practices   03/01/04
3.1.22 Mitigation of Uses/Disclosures in Violation of HIPAA   03/01/04
3.1.23 Reporting of HIPAA Violations   02/01/06
3.1.24  Psychotherapy Notes Policy   03/01/04
3.1.25  Minimum Necessary Policy   03/01/04
3.1.26 Accounting for Disclosure   03/01/04
3.1.27 HIPAA Research Policy   03/01/04
3.1.28 Use and Disclosure of PHI and Medical Records   02/07/05
3.1.29 Request for Data Extracts   03/01/04
3.1.30 HIPAA Education and Training   03/01/04
3.1.31 De Identification of Protected Health Information and Limited Data Set Information   03/01/04
3.1.32 Patient Request to Amend Medical Records or PHI   03/01/04
3.1.33 Business Associate Policy   03/01/04
3.1.34 Patient Information Restriction Requests   03/01/04
3.1.35 Policy on Use of PHI for Fundraising 03/01/04
3.1.36 Use of PHI for Marketing   03/01/04
3.1.37 Verification of Identity 04/13/09
3.1.38 Safeguarding Protected Health Information   07/22/05
3.1.39 Creation or Revision of UAMS Policies Involving HIPAA Administrative, Security or Privacy Requirements 03/01/04
3.1.40 Working from Home   04/01/05
3.1.41

Information Access for Transfers and Terminations

   04/01/05
3.1.42 Job Shadowing 11/21/08
3.1.43 Idenity Theft Prevention Policy  
3.1.44 Photographing Patients  

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

Section Title Original Date
4.1.01 Tuition Discount Program 08/17/05
4.1.02 Insurance and Retirement Plans (Eligibility and Enrollment) 04/20/05     
4.1.08 Worker's Compensation 07/01/00
4.1.09 Unemployment Insurance 04/01/95
4.1.11 Social Security 06/16/03
4.1.12 U.S. Savings Bond Program 10/01/00
4.1.16 Voluntary Early Retirement For
Non-Tenured Faculty and Staff		 01/25/99

4.2 Compensation

Section Title Original Date
4.2.01 Overtime Compensation 07/01/03
4.2.02 Compensatory Time 07/01/03
4.2.03 Flex Schedules 07/01/03
4.2.04 Shift Differential 07/01/03
4.2.05 On-Call Pay 07/01/03
4.2.06 Special Rates of Pay for Labor Market 12/29/03
4.2.07 Special Entrance Rates for Exceptionally
Well Qualified Applicants		 12/29/03
4.2.08 Career Service Recognition Award 07/01/03
4.2.09 Employee Performance Appraisal
and Merit Increase		 04/18/03
4.2.10 Non-Classified Patient Care
Incentive Programs		 09/01/00
4.2.11 Paying Excess Hours
for Exempt Personnel		 07/01/03
4.2.12 Non-Classified Salary Management 07/01/03 
4.2.13 Compensation for Employee Participation in Research 09/15/04

4.3 Payroll

Section Title Original PDF Date
4.3.01 Use of ACCUTIME (KRONOS) Time and
Attendance System		   12/01/00
4.3.02 Definition of Workday, Shift, and Pay Provisions   12/01/00
4.3.03 Time Recording for Daylight Savings Time   07/01/03
4.3.04 Payroll Corrections   01/15/04
4.3.05 Compensation and Salary Adjustments   07/01/03
4.3.07 Frequency of Pay   07/01/03
4.3.08 Direct Deposit   07/01/03
4.3.09 Garnishment and Salary Lien Procedure   12/17/03
4.3.10 Employer Provided Cell Phones 10/03/07

4.4 Employee Relations

Section Title Original Date
4.4.01 Employee Basic Code of Conduct 08/10/00
4.4.02 Employee Disciplinary Notice 09/14/00
4.4.04 Employee Commendation Notice 07/01/91
4.4.05 Drug-Free Workplace 08/10/00
4.4.06 Substance Abuse 09/01/00
4.4.08 ADA in Employment 09/01/00
4.4.09 Ethical Conduct/Gift Policy   11/01/07
4.4.10 Conflict of Interest for Academic Staff Members 11/01/07
4.4.11 Conflict of Interest for Non-Academic Staff 11/01/07
       

4.5 Employment

Section Title Original Date
4.5.01 Affirmative Action 09/14/00
4.5.04 Private Employment Agency Fee 07/01/00
4.5.06 Personnel Action Forms (PAF)Personnel Administration Transactions 05/01/03
4.5.07 Position Authorization Request (PAR) and Modifying Positions 04/29/03
4.5.09 Personnel Requisition Vacancy Posting 04/17/03
4.5.11 Job Ad Request 03/13/03
4.5.13 Provisional Position Policy 06/16/03
4.5.15 Personal Data Change 05/05/03
4.5.16 Employee Separation Procedure 04/30/03
4.5.17 Employee Transfer/Promotion 06/17/03
4.5.18 Employment Medical Screening  06/01/05 
4.5.23 Personnel Records Review/FOI Requests 07/01/91
4.5.25 Employment of Immigrants and Aliens 07/01/94
4.5.26 Immigration Reform and Control Act of 1986 07/01/91
4.5.28 Services for "Non-Employees" 06/14/04

4.5.29

 Employment of Out of State Residents 10/01/06
4.5.30 Non-Employee Assignments  

4.6 Leave of Absence

Section Title Original PDF Date
4.6.02 Holidays

02/04/09

4.6.03 Sick Leave  

11/16/05
4.6.04 Annual Leave  

 01/15/04
4.6.05 Military Leave  

04/01/06
4.6.06 Court and Jury Duty Leave  

01/15/04
4.6.07 Catastrophic Leave  

01/15/04
4.6.08 Leave of Absence Without Pay  

06/17/03
4.6.09 Voting Time  

07/01/91
4.6.10 Educational Leave  

06/17/03
4.6.11 Family and Medical Leave Act  

08/17/05
4.6.12 Children's Educational Activities Leave

07/01/07
4.6.13 Disaster Leave   11/21/08

4.7 Training

Section Title Original Date
4.7.01 Orientation Procedure Policy 05/05/03
4.7.02 Employee Educational Programs 10/01/00
4.7.03 General Education Development & English as a Second Language 07/01/04

SUPPORT SERVICES 
5.1 Procurement Services
5.2 Distribution Services
5.3 Contract Services
5.4 Property Services

5.1 Procurement Services

Section Title Original Date
5.1.01 Purchase Request Form 05/27/03
5.1.02 State Purchasing Contracts 05/28/03
5.1.03 Competitive Sealed Bids 05/18/03
5.1.04 Sole Source Procurements 11/07/03
5.1.05 Emergency Procurement 05/28/03
5.1.06 Honorariums 05/28/03
5.1.07 Professional Preference Procurement 01/15/97
5.1.08 Audio/Visual Equipment Purchase 05/22/03
5.1.09 Procurement of Lab Animals 05/24/03
5.1.10 Printing, Stationery, Office Supplies 05/29/03
5.1.11 Equipment Leases 01/15/97
5.1.12 Maintenance Contracts 05/18/03
5.1.13 Coordination with Physical Plant 05/24/03
5.1.14 Trade-In of Equipment 05/29/03
5.1.15 Non-Payable Invoices 10/19/03
5.1.16 Promotional Items 05/18/03
5.1.17 Personal Reimbursement 06/16/03

5.2 Distribution Services

Section Title Original Date
5.2.01 Receiving Reports 05/18/03
5.2.02 Outgoing Shipment 05/05/03
5.2.03 Stock Supply Reservation 05/22/03
5.2.04 Requests for Change in Material Status 05/01/03

5.2.05

 Order of Medical and Commercial Compressed Gases Rental Of Compressed  Gas Cylinders 05/19/03
5.2.06 Purchasing Stock Supplies 05/01/03
5.2.07 Receiving Packages 05/14/03

5.3 Contract Services

Section Title Original Date
5.3.01 Professional/Consultant and Commodity/Services Contracts 05/14/03

5.4 Property Services

Section Title Original Date
5.4.01 Property Control 04/22/03
5.4.02 Property Inventory Procedures 05/08/03
5.4.03 Disposal of Surplus Property 04/03/02
5.4.04 Equipment and Furniture Moving Procedures 12/10/03
5.4.05 Property Control-Patient Care Equipment 12/10/03
5.4.06 Cardboard Recycling Program 03/24/05
5.4.07 Disposal of Surplus and Medical Property 03/24/05
5.4.08  Surplus Property 04/28/05
5.4.09  
Grant Asset Transfers 		 

BUDGET

6.1 Budgetary Control

Section Title Original Date
6.1.02 Request for Budget Revision 2/20/04
6.1.03 Balanced Budget Policy 02/20/04

INFORMATION TECHNOLOGY

7.1 General
7.2 Services
7.3 Network Security

7.1 Administration

Section Title Original Date
7.1.02 Software Licensing 09/18/03
7.1.07 New Project Enhancement Requests 09/29/99
7.1.12 Email Access and Usage 01/06/06
7.1.13 Wireless Networking 12/22/08

7.2 Services

Section Title Original Date
7.2.01 Use of UAMS Enterprises Computer Resources 09/29/99
7.2.02 UAMS Wiki and Blog  
7.2.10 Remote Access Service to UAMS Network 9/29/99
7.2.11 Access to Internet 02/16/00
7.2.12 Microsoft Systems Management Server Configuration and Use 11/22/99
7.2.13 E-Mail Attachment Quarantine 08/01/00

7.3 Network Security

Section Title Original Date
7.3.01 IT Security Incident ID 02/02/02
7.3.02 Generic Accounts 04/30/02
7.3.03 Computer Device Custodial Practices to Protect Confidential Information 03/01/04
7.3.04 Information Access Management 03/24/05
7.3.05 Information System Activity Review 03/24/05
7.3.06 IT Risk Analysis and Risk Management of Electronic Systems 03/24/05
7.3.07 Security Log In Monitoring 03/24/05
7.3.08 Information Security Password Management Policy 03/24/05
7.3.09 Facility Physical Access Controls 03/24/05
7.3.10 UAMS Data Encryption  
7.3.11 Audit controls for Confidential Information 03/24/05
7.3.12 Data Integrity 03/24/05
7.3.13 Disaster Recovery 04/01/05
7.3.14 Access Controls for Confidential Information 01/02/05
7.3.15 Malicious Software Protections 04/01/05

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

Section Title Original Date
8.1.01 Requests for Center Maintenance 04/14/03
8.1.02 Interdepartmental Transfer 04/14/03
8.1.03 Transfer of Funds 10/01/93
8.1.04 General Ledger Correction Requests 12/17/03
8.1.05 Redistribution of Surplus Funds from Capital Project Accounts 04/14/03
8.1.06 Method of Finance (MOF) Procedures  01/05/04
8.1.07 Payment with Foreign Currency 04/14/03
8.1.08 Unclaimed Property Reporting 04/14/03
8.1.09 Checking Accounts 01/01/05

8.2 Accounts Payable

Title Section

Original Date
8.2.01 Processing Invoices 10/15/96
8.2.02 Lost Checks and Check Cancellations 10/18/04

8.3 Restricted Fund Accounting

Section Title Original Date
8.3.02 Cost Sharing 01/08/04
8.3.05 Close Out of Restricted Funds 11/17/03 
8.3.06 Budget Controls 11/12/03
8.3.07 Expenditure and Cost Transfer Control 10/6/2005
8.3.08 Grants Management Responsibilities 11/26/03
8.3.09 Grants Management Training & Certification Program 11/12/03
8.3.10 Indirect Cost Recovery 01/08/04
8.3.11 Financial Management of Services Centers 01/08/04
8.3.12 Subrecipient Monitoring 01/30/05
8.3.13  Effort Certification 01/05/05
8.3.14 Official Signature on Financial Reports 07/07/04
8.3.15 Applying for Grant Funds with VA/UAMS Appointments 08/23/04   
8.3.16 Issuing and Monitoring Scholarship Funds 01/10/05       
8.3.17 Direct Charging Costs to Federal Grants 01/10/05       

8.4 Travel and Reimbursement

Section Title Original Date
8.4.01 Employee Travel Regulations 01/30/04
8.4.02 Corporate Credit Cards 02/18/04   
8.4.03 Travel Advance Requests 01/30/04
8.4.04 Authority to Travel 01/30/04
8.4.05 Travel Expense Reimbursement 08/24/05
8.4.06 Special Travel 09/24/03
8.4.07 Travel Insurance 11/16/05
8.4.08 Student Travel Regulations 11/16/05
8.4.10 VISA Business Travel Account (BTA) 02/18/04

8.5 Financial Reporting

Section Title Original Date
8.5.01 Capitalization Policy 10/01/94
8.5.02 Abatement of Uncollectible Accounts Receivable 10/15/96
8.5.03 Designated Fund Procedures 03/25/98
8.5.04 Insurance Claims 06/23/99

8.6 Cost Studies/Reconciliation

Section Title Original Date
8.6.01 Space Survey 10/01/93

8.7 Treasurers's Office

Section Title Original Date
8.7.01 Cash Handling Procedures  
8.7.02 Petty Cash Funds 11/21/08

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

Original

Section Title Original Date
11.1.01 Physical Plant Work Orders 11/21/08
11.1.02 Campus-Wide Signage 10/15/96
11.1.03 Campus-Wide Paint Plan 10/15/96
11.1.04 Key Requests 11/21/08
11.1.06 Campus Motor Pool Vehicle Checkout 10/15/96
11.1.07 Bookstore Services 07/01/91
11.1.08 Maintenance of Smoke/Fire Barriers 09/01/05
11.1.10 Vehicle Driver Safety Program 05/22/02
11.1.11 Hot Work Permits 11/21/08

11.2 Facilities

Section Title Original Date
11.2.01 Estimates, Renovation, Construction or Furniture Related Projects 11/21/08
11.2.02 Coordination of Capital Facility Projects 10/03/02
11.2.03 Selection of Architects 10/30/02
11.2.04 Visitor Waiting Area 10/31/91
11.2.05 Property Acquisition 04/07/03
11.2.06 Policy for Equipment Lease Projects Affecting Real Property 07/01/91
11.2.07 Damage to UAMS Property 07/01/91
11.2.08 Interim Life Safety Measures (ILSM) and Infection Control Risk Assessment (ICRA) 10/03/05
11.2.09 Rental Of Off-Campus Facilities 05/21/02
11.2.10 Space Management and Inventory Policy 11/07/03

11.3 Public Safety and Security

Section Title Original PDF Date
11.3.01 Building and Grounds Security 11/21/08
11.3.02 Parking   08/28/00
11.3.03 Traffic Citation Appeals   10/15/96
11.3.04 Two-Wheeled Vehicle Policy   08/28/00
11.3.05 UAMS ID Badge Issuance and Replacement 03/14/02
11.3.06 Bomb Threat Plan - "Code Amber" 12/22/08
11.3.07 Workplace Violence Prevention Plan 03/07/02
11.3.08 Code - Lockdown Alert 11/01/07

11.4 General and Occupational Safety

Section Title Original PDF Date
11.4.01 Accident/Injury Reporting 04/15/02
11.4.02 Hazard Communication 04/24/02
11.4.03 Holiday Decorations 10/15/96
11.4.04 Occupational Exposure Assessment and Control 03/28/00
11.4.07 Electrical Safety for Personal Medical Devices and Appliances  01/26/06
11.4.08 Laboratory Safety Policy 01/15/97
11.4.09 Radioactive Substances 01/18/04
11.4.10 Pregnant Employees Working with Ionizing Radiation 01/18/02
11.4.11 Abandoned Hazardous Chemicals 10/15/96
11.4.12 UAMS Code Blue Team 03/21/02
11.4.13 Handling Chemotherapy and Drug Spills in Clinical and Research Applications 04/20/02
11.4.14 Respiratory Protection Policy Part I 04/26/02
11.4.15 Unsafe Equipment and Furniture 01/15/97
11.4.16 Microwave Oven Survey Policy 04/05/02
11.4.17 Fire Retardant/Resistant Waste Receptacles 10/11/04, 9/1/2007
11.4.18 Exposure Control Plan (Part I) 10/11/04, 9/1/2007
11.4.19 Occupational Exposure to Hazardous Chemicals in Laboratories (Part I) 10/06/98
11.4.21 Use of Space Heaters on Campus 03/26/02
11.4.22 Removal, Disposal, and/or Transfer of Equipment used with Radioactive Material 01/18/02
11.4.23 Indoor Environmental Quality (IEQ) 4/26/02
11.4.24 Hazardous Materials and Waste Management Plan 11/21/08
11.4.25 Fire Safety and Prevention Program 9/01/05
11.4.26 Employees with Latex Allergy 11/7/01
11.4.27 Compressed Gas 8/17/06

11.5 Communications

Section Title Original Date
11.5.01 Telecommunication Services 08/31/00
11.5.02 Mail and Messenger Service 08/29/00
11.5.03 Cellular Telephones 08/01/00
11.5.04 Use of Personal Communication Devices 09/09/02
11.5.05 Business Reply Mail 02/22/01

 

Section Title Original Date
12.0.00 Visiting Staff Member Appointment Form 9/23/99
ACADEMIC AFFAIRS
12.1 Research Administration
12.2 Educational Services/Media Services
12.3 Library
12.4 Use of Educational Services
12.5 Recreational Affairs

12.1 Research Administration

Section Title Original Date
12.1.01 Grants and Contracts Proposal/Award Procedures 07/15/96
12.1.02 Responsibilities of the Central Administration 07/15/96
12.1.03 Responsibilities of the Principal Investigators 07/21/99
12.1.04 Ethical Standards in Research and Procedure 07/15/96
12.1.05 Distribution of Royalties from Patents, Copyrights and Licenses 07/15/96
12.1.06 Mandatory Education Policy for Investigators/Study Personnel Participating in Human Subject Research Projects 02/23/06
12.1.07 The Committee on Clinical Research 07/12/06
12.1.08 Review and Approval of UAMS Clinical Research by The UAMS Committee on Clinical Research 02/23/06
12.1.10 Declaration of Sponsorship for Investigational New Drug Applications 07/15/96
12.1.11 Declaration of Sponsorship for Investigational Device Exemption Applications 07/15/96
       
       
       

12.2 Educational Services/Media Services

Section Title Original Date
12.2.01 Audio-Visual Services 07/01/94
12.2.02 Instructional Equipment Repair 07/01/94
12.2.03 Digital Imaging Services 07/01/94
12.2.04 Graphics and Medical Art 07/01/94
12.2.05 Instructional Television 07/01/94
12.2.06 Photographic Services 07/01/94
12.2.07 Printing Services 07/01/94
12.2.08 Use of Images 08/17/00

12.3 Library

Section Title Original Date
12.3.01 Library Services 06/02/00

12.4 Use of Educational Services

Section Title Original Date
12.4.01 Use of Conference Room Facilities 11/17/95

12.5 Recreational Affairs

COMMUNICATIONS AND MARKETING

Section Title Original Date
13.1.01 UAMS Communication Guidelines 11/25/02

UAMS MEDICAL CENTER

14.1 Hospital Administration

Section Title Original Date
14.1.01 Media Relations 03/21/03

15.1 Institutional Compliance
Section Title Original Date
15.1.1 Excluded Parties Policy 12/13/06
15.1.2 UAMS Reporting Policy 01/01/07
15.1.3 Federal False Claim Act 01/01/07