University Business Policies and Procedures Manual

Preface
Revised: 7/12/00, 09/25/02

This University Business Policies and Procedures Manual (UBP Manual) is published to serve as a reference source for institutional policies and procedures. It is intended to be a "Users Guide" to assist those persons in the various organizations of the University responsible for carrying out the administrative functions of their organization.

This Manual contains policies and descriptions of appropriate procedures, including forms, to help the user better understand the administrative processes of the University. This should provide for more consistency as well as promote efficiency and effectiveness. Policies must be approved in writing by the President of the University. The Manual includes several features that should help the user. It is generally organized by major functional categories and has a Table of Contents, an alphabetical listing of policies, a table for quick reference of forms, and an index by subject matter.

The UBP Manual is published by the University of New Mexico Policy Office and has been constructed in a format that is easily updated, added to, or otherwise modified. Each departmental executive is responsible for ensuring the Manual assigned to the department is kept current. In case of a discrepancy, the official copy of the UBP Manual is number 0458, located at the University of New Mexico Policy Office, 700 Lomas NE, Suite 102.

The University of New Mexico is an affirmative action/equal opportunity institution. In accordance with the Americans with Disabilities Act and to ensure communications with disabled employees, the University has made the UBP Manual available in an alternative accessible format. The UBP Manual is available on the Internet which can be used with computer activated voice synthesizers. The URL is //http:www.unm.edu/~ubppm/. The University of New Mexico Policy Office is staffed to read short portions of policies. The Student Support Services office is available by appointment to read the material more extensively and provide interpreters for those disabled employees requiring assistance.

ACCESS TO THE MANUAL:

A copy of the UBP Manual is distributed to every administrative organization in the University. Each copy will be numbered. Each UBP Manual will be displayed in a location that is accessible to every faculty and staff member in the organization. For purposes of the UBP Manual, the term "The University of New Mexico" shall include any organizational unit or individual employed in an organization that is under the control of the UNM Board of Regents. Contact the University of New Mexico Policy Office for information regarding the UBP Manual.

AUTHORITY OF MANUAL:

This Manual is intended to reflect all policies of the UNM Board of Regents published in The University of New Mexico Board of Regents' Policy Manual as these may pertain to the various functions of the University. If conflict occurs between a newly adopted Regents' policy and a policy statement in this Manual, the Regents' policy shall prevail and the Manual will be updated to reflect the new Regents' policy.

This UBP Manual is intended to address administrative policies and procedures and not pertain to academic policies as represented in the Faculty Handbook. Where duplication of policy exists in both documents, the UBP Manual shall prevail, except for those policies in the Faculty Handbook that have been approved by the Regents.

This Manual is intended to reflect institution-wide policies and procedures. Colleges and departments may have individual policy and procedure documents that establish specific guidelines for personnel in those organizations. With respect to institutional policy, these individual organizational guides should be consistent with the UBP Manual. Where conflict may exist, the UBP Manual shall prevail.

MAINTENANCE OF THE MANUAL:

This Manual has been constructed in a format that is easily updated, added to or otherwise modified. Periodically, updated pages will be distributed and should be inserted into the Manual. The departmental executive is responsible for ensuring that this Manual is maintained in current form. Each change will have the date of change located in the upper left corner. An Index of Revisions, which shows the date each page should carry, is included in each distribution.

The Vice President for Business and Finance is responsible for the preparation and distribution of all business policies and procedures to be included in the UBP Manual.

OTHER POLICY MANUALS:

Other manuals produced by various University organizations and departments reflect institution-wide policies and procedures relating to specific issues not necessarily addressed in this Manual. Some of these manuals are listed here.

Academic Manuals:

Academic policies, as well as employment regulations for non-staff employees, are defined in the manuals listed below.

The Faculty Handbook is the source of basic information for members of the teaching staff, including statements of academic policy. The Handbook is published by the University Secretary's Office.

The University of New Mexico Catalog, published by the Office of the Registrar, is the student's guide to the programs and regulations of the University.

The University of New Mexico Bulletin describes the graduate programs and regulations of the University (both academic and employment) and is published by the Office of Graduate Studies.

Equal Employment Opportunity/Affirmative Action Guidebooks:

Specific guides for the recruitment and hiring of administrative and professional staff and faculty have been prepared to assist the administration in achieving the University's equal employment opportunity and affirmative action objectives.

The Recruitment and Hiring of Tier I and Tier II Exempt and Non-Exempt Staff guidebook assists hiring officers and those involved in the search or screening process with the recruitment and hiring of all nonacademic professional and management staff.

The Hiring Handbook for Academic Administrators at UNM provides a brief summary of procedures and information concerning the faculty hiring process.

Student Employment:

The Student Employment Handbook, published by the Student Financial Aid Office, describes student employment programs, policies, and procedures.

Other Administrative Manuals:

There are several administrative procedures manuals and policy manuals applicable to specific departments.

The FRS Users Manual, published by the University FRS Data Control Department describes the Financial Reporting System (FRS).

The Intercollegiate Athletic Policy Manual contains administrative policies and procedures for the University's Athletic Department.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm