UAMS Administrative Guide

Table of Contents

 

1.1 Organization

Section Title Download Document Revision Date  

1.1.01

Campus Policy Development Process

03/05/2014

 

ADMINISTRATION

3.1 General Administration

Section

Title

Download Document

Revision Date

 
3.1.01 Smoking/Tobacco Use Policy 12/04/2013  
3.1.02 Inclement Weather Personnel Policy 11/14/2014  
3.1.03 Telephone Use    
3.1.04 Energy Conservation    
3.1.06 University Archives    
3.1.08 Employee Debt Collection Policy 05/20/2014  
3.1.09 Employee Assistance Program Policy    
3.1.10 Anti-Discrimination 04/16/2014  
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 and Alcohol Testing 07/16/2014  
3.1.15 Confidentiality Policy 08/07/2013  
3.1.16 Standards and Best Practices for Pages on the UAMS Website    
3.1.17 Mobile Device Safeguards 08/06/2014  
3.1.18 Request for Alternative Method of Communications of Protected Health Information 08/06/2014  
3.1.19 Faxing of Protected Health Information or Other Confidential Information 05/07/2014  
3.1.20 Release of Patient Directory Information 08/07/2013  
3.1.21 Notice of Privacy Practices 07/10/2013  
3.1.22 Mitigation of Uses/Disclosures in Violation of HIPAA 10/2/2013  
3.1.23 Reporting of HIPAA Violations 09/03/2014  
3.1.24  Psychotherapy Notes Policy 10/5/2011  
3.1.25  Minimum Necessary Policy 08/07/2013  
3.1.26 Accounting for Disclosures of PHI 06/04/2014  
3.1.27 HIPAA Research Policy 1/2/2013  
3.1.28 Use and Disclosure of PHI and Medical Records 08/06/2014  
3.1.29 Request for Data Extracts 1/2/2013  
3.1.30 HIPAA Education and Training 05/01/2013  
3.1.31 De-Identification of Protected Health Information and Limited Data Set Information 05/20/2014  
3.1.32 Patient's Request to Amend Medical Records or PHI 04/16/2014  
3.1.33 Business Associate Policy 09/04/2013  
3.1.34 Patient Information Restriction Requests 10/02/2013  
3.1.35 Policy on Use and Disclosure of PHI for Fundraising 06/04/2014  
3.1.36 Use of PHI for Marketing 11/06/2013  
3.1.37 Verification of Identity 07/10/2013  
3.1.38 Safeguarding Protected Health Information 04/16/2014  
3.1.40 Employees Authorized to Have Work Stations at Home 1/2/2013  
3.1.41 Information Access for Transfers and Terminations 1/2/2013  
3.1.42 Job Shadowing 1/2/2013  
3.1.43 Identity Theft Prevention Policy    
3.1.44 Photographing Patients 1/2/2013  
3.1.45 Confidential Shred Bin Usage 02/16/2011  
3.1.46 Protected Health Information Breach Notification and Reporting 09/03/2014  
3.1.47 UAMS Events Policy and Master Calendar Procedures 12/04/2013  
3.1.48 TITLE IX, Sex Discrimination, Sexual Harassment, Sexual Assault, Sexual Misconduct, Sexual Violence, Stalking, Gender-Based Harassment and Retaliation 04/16/2014 NEW
3.1.49 Political Activity 07/16/2014 NEW

3.2 Records

Section Title Download Document Revision Date  
3.2.01 Record Retention

02/27/2014 NEW

 


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

4.8 Administration


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)

05/09/2012  
4.1.08 Worker's Compensation    
4.1.09 Unemployment Insurance 07/10/2013  
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 09/03/2014  
4.2.02 Compensatory Time    
4.2.04 Pay Differential 07/16/2014  
4.2.08 Career Service Recognition Award 09/03/2014  
4.2.09 Employee Performance Appraisal
and Merit Increase
   
4.2.11 Paying Excess Hours
for Exempt Personnel
07/01/2003  
4.2.12 Non-Classified Salary Management    
4.2.13 Compensation for Employee Participation in Research 09/03/2014  
4.2.14 Classified Compensation 10/01/2014 NEW
         

4.3 Payroll

Section Title

Download Document

Revision Date

 

4.3.01

Use of KRONOS Time and
Attendance System

11/05/2014  

4.3.03

Time Recording for Daylight Savings Time

   

4.3.04

Payroll Corrections

   

4.3.07

Frequency of Pay

   

4.3.08

Direct Deposit

02/10/2012  

4.3.09

Garnishment and Salary Lien Procedure

   

4.4 Employee Relations

Section Title

Download Document

Revision Date

 

4.4.01

Employee Basic Code of Conduct

   

4.4.02

Employee Discipline

12/04/2013  

4.4.04

Employee Commendation Notice

   

4.4.05

Drug-Free Workplace

05/04/2010  

4.4.06

Substance Abuse

   

4.4.08

ADA in Employment

   

4.4.09

Ethical Conduct/Gift Policy  

1/2/2013  
4.4.10 Conflict of Interest for Academic Staff Members 08/23/2012  

4.4.11

Conflict of Interest for Non-Academic Staff

04/03/2013  

4.4.12

Industry Interaction

08/04/2014  

4.4.13

Institutional Conflict of Interest in Research

06/27/2012

 

4.4.14

Textbook and Course Materials Policy - Undergraduate Courses

05/07/2014

 

4.4.15

Textbook and Course Materials Policy - Graduate Courses

05/07/2014

 

4.4.16

Employee Grievance Procedure

04/16/2014

 

4.4.17

Organizational Redesign

10/27/2014

 

4.4.18

Surreptitious Recordings

1/2/2013

 

4.4.19

Communications with Federal, State, and Local Government Officials

04/03/2013

 

4.5 Employment

Section Title

Download Document

Revision Date

 
4.5.01 Affirmative Action 04/16/2014  
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 06/19/2013  
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 Foreign Nationals 05/09/2012  
4.5.26 I-9 and E-Verify Process 02/24/2011  
4.5.28 Services and Assignments for "Non-Employees" 10/20/2014  

4.5.29

Employment of Out of State Residents    

4.6 Leave of Absence

Section Title

Download Document

Revision Date

 
4.6.02 Holidays 12/14/2011  
4.6.03 Sick Leave 08/14/2012  
4.6.04 Annual Leave    
4.6.05 Military Leave 06/20/2012  
4.6.06 Court and Jury Duty Leave    
4.6.07 Catastrophic Leave 07/14/2010  
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 06/20/2012  
4.7.02 Employee Educational Programs    
4.7.03 General Education Development & English as a Second Language    

4.8 Administration

4.8.01 Employee Records 05/20/2014 NEW
4.8.02 Work Schedules 07/16/2014 NEW
         

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

05/20/2014

 

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

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    

5.3 Contract Services

Section Title

Download Document

Revision Date

 
5.3.01 Professional/Consultant and Commodity/Services Contracts    

5.4 Property Services

Section Title

Download Document

Revision Date

 

5.4.01

Property Control

04/22/2003

 
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

   

5.4.10

Resale of State Owned Consumer Electronic Item(s) for Personal Use

09/03/2014

NEW

BUDGET

6.1 Budgetary Control

Section Title

Download Document

Revision Date

 
6.1.02 Request for Budget Revision    
6.1.03 Balanced Budget Policy    

INFORMATION TECHNOLOGY


7.1 Administration

Section Title

Download Document

Revision Date

 

7.1.01

Software, Hardware, Special Projects

12/04/2013

 

7.1.12

Email Access and Usage

10/02/2013

 
7.1.13 Wireless Networking    

7.2 Services

7.2.02 UAMS Wiki and Blog    
7.2.11 Access to Internet    

7.3 Network Security

Section Title

Download Document

Revision Date

 

7.3.01

IT Security Incident Identification and Handling Policy

03/06/2013

 

7.3.02

Generic Accounts

08/07/2013

 

7.3.03

Computer Device Custodial Practices to Protect Confidential Information

05/07/2014

 
7.3.04

Information Access Management

11/6/2013

 
7.3.06 IT Risk Analysis and Risk Management of Electronic Systems

12/14/2011

 
7.3.08 Information Security & Password Management

10/02/2013

 
7.3.09 Facility Physical Access Controls

08/06/2014

 

7.3.11

Audit controls for Confidential Information

11/7/2012

 
7.3.12 Enterprise Data Integrity & Encryption

11/06/2013

 

7.3.13

Disaster Recovery

06/27/2012

 

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

04/14/2003

 
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

04/14/2003

 
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 Grants Accounting

8.3.02 Cost Sharing    

8.3.05

Close Out of Restricted Funds

08/22/2012

 

8.3.06

Budget Control

08/22/2012

 

8.3.07 Expenditure and Cost Transfer Control    

8.3.08

Grants Management Responsibilites

08/22/2012

 
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

06/20/2012

 
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

08/22/2012

 

8.4.06 Special Travel    

8.4.07

Travel Insurance - SEE 11.1.12

     

8.4.08

Student Travel Regulations

05/07/2014

 

8.4.10 VISA Business Travel Account (BTA)    

8.5 Financial Reporting

8.5.01

Capitalization Policy

12/16/2003

 
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

05/09/2012

 

8.7.02

Petty Cash Funds

06/19/2013

 

8.7.03

Non-Patient Receivables

07/10/2013

 


INSTITUTIONAL ADVANCEMENT

9.1 Administration

Section

Title

Download Document

Revision Date

 
9.1.01 UAMS Naming and Recognition Policy 10/1/2014 NEW

 

 


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

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

 
11.1.07

Bookstore Services

 

 

11.1.08

Maintenance of Smoke/Fire Barriers

07/10/2013

 

11.1.10

Vehicle Driver Safety Program

09/03/2014

 

11.1.11

Hot Work Permits

07/10/2013

 

11.1.12

TRAVEL INSURANCE

03/06/2013

 

11.1.13

Insurance Claims

07/16/2014

 
         

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

07/10/2013

 
11.2.05 Property Acquisition    

11.2.07

Damage to UAMS Property

07/10/2013

 

11.2.08

Interim Life Safety Measures (ILSM) and Infection Control Risk Assessment (ICRA)

07/10/2013

 

11.2.09

Rental Of Off-Campus Facilities

05/21/2002

 

11.2.10

Space Management and Inventory Policy

11/05/2014

 

11.2.11

Alcohol Possession and Use Policy

08/07/2013

 

11.3 Public Safety and Security

11.3.01

Building and Grounds Security

08/06/2014

 

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

11/7/2012

 

11.3.06

Bomb Threat Plan - "Code Amber"

09/04/2013

 

11.3.07

Workplace Violence Prevention Plan

06/04/2014

 
11.3.08 Emergency Procedures for Active Shooter (Code Black/Campus Lockdown)

08/06/2014

 

11.4 General and Occupational Safety

11.4.01

Incident/Injury Reporting

04/03/2013

 

11.4.02

Hazard Communication

03/06/2013

 

11.4.03

Holiday Decorations

03/06/2013

 

11.4.04

Occupational Exposure Assessment and Control

03/13/2013

 

11.4.07

Electrical Safety for Personal Medical Devices and Appliances

03/13/2013

 

11.4.08

Laboratory Safety

03/06/2013

 

11.4.09

Radioactive Substances

03/06/2013

 

11.4.10

Pregnant Employees Working with Ionizing Radiation

04/03/2013

 

11.4.11

Abandoned Hazardous Chemicals

03/06/2013

 

11.4.12

Emergency Medical Response Including Code Blue

04/03/2013

 

11.4.13

Handling Chemotherapy Drug Spills

03/06/2013

 

11.4.14

Respiratory Protection Policy

03/06/2013

 

11.4.15

Unsafe Equipment and Furniture

03/06/2013

 

11.4.16

Microwave Oven Survey Policy

03/06/2013

 

11.4.17

Fire Retardant/Resistant Materials and Furnishings

03/13/2013

 

11.4.18

Exposure Control Plan (Part I)

03/13/2013

 

11.4.19

Occupational Exposure to Hazardous Chemicals in Laboratories (Part I)

03/13/2013

 

11.4.21

Use of Space Heaters on Campus

03/13/2013

 

11.4.22

Removal, Disposal, and/or Transfer of Equipment used with Radioactive Material

03/06/2013

 

11.4.23

Indoor Environmental Quality (IEQ)

04/03/2013

 

11.4.24

Hazardous Materials and Waste Management

03/06/2013

 

11.4.25

Fire Safety and Prevention Program

03/13/2013

 

11.4.26

Employees with Latex Allergy

03/13/2013

 

11.4.27

Compressed Gas

04/03/2013

 

11.4.28

Radiation Protection Devices - Inventory and Inspection

08/05/2013

 

11.4.29

Emergency Eye Wash/Shower Inspection Policy

07/16/2014

 

11.4.30

Automated External Defibrillator Program for Non-Healthcare Areas

06/27/2012

 

11.4.31

Asbestos Management

07/10/2013

 

11.4.32

Investigational Laser User Privileges

03/05/2014

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 General Administration
12.2 Teaching and Learning Support
12.3 Library
12.4 Use of Educational Services
12.5 Employee Relations

12.1 General Administration

12.1.01

UAMS Academic Visitor

10/20/2014

 

12.1.02

Academic Policy Development Process

04/01/2014

 

12.2 Teaching and Learning Support

12.2.01

Use of Conference Room Facilities

02/05/2014

 

12.2.02

Instructional Equipment Repair

02/05/2014

 


12.3 Library

12.3.01

Library Services

02/06/2013

 


12.5 Employee Relations

12.5.01

Faculty Grievance Procedure

06/04/2014

 

12.5.02

Mediation Policy for Faculty

03/05/2014

NEW

         

 


COMMUNICATIONS AND MARKETING

13.1.01

UAMS Communication Guidelines

02/05/2014

 

UAMS MEDICAL CENTER

14.1 Hospital Administration

14.1.01

Media Relations

   


15.1 Institutional Compliance

15.1.1 Excluded Parties Policy 12/04/2013  
15.1.2 UAMS Reporting Policy 01/01/2007  
15.1.3 Federal False Claim Act 01/01/2007  
15.1.4 Responding to Government Investigations 06/04/2014 NEW
15.1.5 Subpoenas and Other Legal Notices 06/04/2014 NEW



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

Responsible Conduct of Research

08/01/2012

 

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

02/08/2012

 

16.1.09

Research Registration and Billing

08/22/2012

 

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

11/05/2014

 

16.1.14

Grant Proposal Review

04/03/2013

 

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

Policy for Registration and Maintenance of Clinical Trials

07/16/2014

 

16.1.19

Honest Broker Certification for Research

02/08/2012