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Policy Office |
Strategic Planning
University Business
Policies and Procedures Manual
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IMPORTANT: Paper copies of new and revised policies are no longer mailed to manual custodians, so if a department wishes to continue to maintain a hard copy of their manual, they need to click on the links provided and print out replacement pages to insert in their manual. We encourage everyone to use this electronic version of the manual. You will always have the most recent policies and not run the risk that a hard copy manual has not been updated. In addition, the electronic format ensures wide access to policies, enables electronic searches, and allows for quick update of policies. |
*** News** President Schmidly approved the following five new policies with an effective date of June 1, 2008. Thank you for taking time to review these policies. Policy 2100 “Sustainability” This policy addresses the three major components of sustainability: environment, economic, and social responsibility often referred to as the triple bottom line. Click here to see redlined version showing changes made in response to campus comments. Policy 2030 "Social Security Numbers" defines restrictions on use of social security numbers. Campus comments generated questions but no changes. Policy 2480 "Incentives to Program Participants" describes legal requirements for documenting and reporting monetary and non-monetary incentives provided to participants to encourage participation in sponsored projects or programs. Click here to see redlined versions showing changes made in response to campus comments. Policy 2550 "Information Security" describes the University's security program for protecting information and data. Campus comments generated questions but no changes. Policy 3280 "Background Checks" applies to staff, students, and volunteers occupying "safety or security sensitive positions," and is designed to promote a safe environment. Click here to see redlined version showing changes made in response to campus comments. President Schmidly approved the proposed changes to the Catastrophic Leave Policy with a effective date of July 1, 2008. Proposed changes to Policy #3430 “Catastrophic Leave Program” were sent to the campus for a 30-day review period which ended April 13, 2008. Thanks to the campus for taking time to review the policy and for your valuable suggestions. Below is a summary of changes made to the version that was sent to the campus in response to campus comments. Although the revised version will not take effect until July 1, 2008, it is currently available by clicking the above link to assist employees in deciding on the amount of donation they wish to make to the catastrophic leave bank. To help fellow employees experiencing a catastrophic illness or injury and ensure solvency of the program, employees are encouraged to donate more than the standard eight hours if their personal situation permits. · Intermittent use of catastrophic leave for illnesses or injuries that qualify as catastrophic will be allowed.
· Given the need for long-term care planning, parents and grandparents have been removed from family members that qualify. · More detail on the process for requesting catastrophic leave has been added to the policy. · Other policy areas have been clarified.
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** IPRA News** OPEN LETTER TO THE UNM COMMUNITY FROM PRESIDENT SCHMIDLY - July 24, 2008 For weeks now, I've been studying the Inspection of Public Records Act and listening to your concerns about how the proposed Regents' policy changes might impact our campus. As you may know, I appointed a Task Force to consider how we might develop appropriate University policies consistent with IPRA that would also protect the interests of the University and its employees. I have read every one of the 179 insightful and provocative comments submitted by faculty, staff and other concerned stakeholders regarding the new Regents policy. The input of both the Task Force and the many people who wrote me has been extremely helpful and enlightening. On July 11, I met with the Chair of the Board of Regents; the Regents' lawyer, Ron Segel; Chuck Peifer, attorney for the Foundation for Open Government (FOG) and the Albuquerque Journal; as well as Kent Walz, Editor of the Journal. Our purpose was to discuss the Act, our mutual interpretations of it, and the recommended policies developed by the Task Force to comply with the Act. Our meeting lasted 3 hours and was conducted in a very positive tone. All parties made it clear the importance of complying with the Act - but without subjecting UNM employees to the risks associated with identity theft or invading their privacy. I also pointed out the serious concerns the University community has expressed that our search processes could be seriously jeopardized if we have to disclose the names and submissions of job applicants during the search process. What emerged from our discussion is the attached revision of policies. These revisions represent a compromise - one which provides the maximum protection to employees while in my view keeping us in compliance with both the letter and spirit of the law. The major changes include the following: * A recognition of the philosophy of the law in New Mexico on this subject, that all government records are public under the Act, but that some records are exempt from production pursuant to the Act itself, because of other state or federal law such as HIPAA and FERPA, pursuant to the Attorney-Client privilege, or because disclosure might involve trade secrets. * Employees would be able to "opt out" of releasing their current home address, telephone numbers and personal email addresses. * Social Security numbers, personal financial account numbers, medical professionals' DEA and BNDD numbers and personnel evaluations are always to be exempt, as well as any other documents that might be protected under federal law, such as personal medical records. * Job application materials submitted by candidates are generally public records, but to protect the integrity of the job application process, all parties have agreed that UNM will withhold disclosure of those materials until after the closing date for submission of applications. While I recognize that no law is perfect, I think that this agreement provides a solid framework for the maximum protection of the University and our employees. The new proposed Policies (which can be viewed by clicking below) will be formally proposed and discussed at the UNM Regents meeting on August 12, 2008. After much consideration, I will recommend their adoption, and hope you will concur. Proposed recommended changes to Policy
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"Inspection of Public
Records" Click here to view comments received during the 30-day comment period--with names deleted. Check out the FAQ page for answers to many questions pertaining to the law and proposed changes. The Working Group gave it's report and policy recommendations to the President July 1, 2008. Click here to read the the Working Group's Report which explains the recommendations for proposed changes to the policies. The proposed policy revisions recommended by the Working Group are no longer shown on this website to avoid confusion with the policy revisions recommended by the President which can be viewed by clicking above. The Board of Regents will determine the final policies at their August 12, 2008, Board meeting. If you need a copy of the Working Group's proposed revisions or any addition information, email us at UBPPM@UNM.edu.Amendments to Regents' policies 2.17, 6.7, 6.8, and 7.2 were approved at the 5/28/08 Board meeting. These changes pertain to the Inspection of Public Records Act. Faculty Handbook Policy C70 "Confidentiality of Faculty Records" is also available for review and comment. Please send your comments to the University Secretary's Office for review by the Academic Freedom and Tenure Committee and Faculty Senate.
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This website was developed by the UNM Policy Office which is responsible
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