President Stokes Approves Revisions to Ten University Administrative Policies :: University Policy (2024)

July 3, 2024

President Stokes approved revisions to ten existing University Administrative Policies, effective July 1, 2024.

Six of the policies contain substantive changes, and underwent the full policy revision process, as outlined in UAP 1100 (“Development and Approval of Administrative Policies”), Section 4. The remaining four policies update regulatory requirements or were necessary to conform to current practices, and did not require the full policy revision process outlined in Section 5.1 “Minor Changes”.

See below for summaries of the policy revisions:

UAP 3210 (“Recruitment and Hiring”)

• Removes the requirement that previous supervisors be included as references, and replaces with "professional references".
• Adds language allowing employees in the professional intern classification series to be converted to regular status when progressing to a higher-level position via a career ladder.

UAP 3260 (“Career Development”)

• Removes the sentence that prohibits employees in management-level positions from participatingin career ladders.

UAP 3745 (“Service Awards and Recognition”)

• Modifies the title to: "Service Awards and Recognition".
• Adds "Section 3. Retirement Gifts and Celebration", where subject to established guidelines, and restrictions in UAP4000and 3600, departmental retirement events and de minimis retirement gifts are allowed for individuals meeting UNM retirement eligibility.

UAP 4000 (“Allowable and Unallowable Expenditures”)

• Clarifies the various types of funds.
• Broadens Section 5 from “Food and Refreshments” to “Expenses for In-Person Employee Events and Meetings”.
• Clarifies that expenses for business meetings are only allowable for in-person events.
• Adds “service” and “retirement” as allowable expenses for business meetings, and expands and clarifies examples for allowable hospitality events to include retirement events for employees that include external professional collaborators.
• Clarifies Section 6. Personal Benefits, Events and Gifts, and adds the allowance of purchase of recognition gifts for service awards and retirement.
• Adds a new section on Promotional Items, allowing for purchase of items that identify employees or market the University.
• Clarifies section on expenditures related to decorations.
• Aligns the section on exceptions with other policies where the University Controller is process owner.

UAP 4040 (Employee Recruitment Expenses”)

• Modifies the title to “Employee Recruitment Expenses”, and the policy owner to University Controller.
• Clarifies the responsibility of the hiring official in relation to employee recruitment expenses.
• Adds language explaining that internal candidates should refer to UAP 4000 (“Allowable and Unallowable Expenditures”) and “UAP 4030 (“Travel”).
• Outlines the point in which an external candidate becomes a prospective employee, and no longer eligible for University-paid candidate expenditures.
• Aligns the section on exceptions with other policies where the University Controller is process owner.

• Modifies the title to “Environmental Health & Safety”, and the policy owner to Director, Environmental Health & Safety.
• Provides an overall clean-up of the policy.
• Establishes a commitment to a culture of health, safety, and environmental protection, and a commitment to inclusive and accessible programs.
• Aligns programs and requirements with regulatory requirements and mission of the unit.
• Emphasizes roles, responsibilities and requirements of the University community, with a specific emphasis on “stop work authority”.
• Excludes UNM Hospital and UNM Medical Group from UNM Environmental Health and Safety programs.
• Updates and clarifies various program titles and requirements, and adds a new section on Research & Lab Safety.
• Eliminates “Risk” throughout, while referring to UAP 6100 (“Risk Management”).
• Adds a new section on Reporting of Accidents, Incidents, and Near Misses, and educates on what and how to report.
• Adds a new section on References.

UAP 2140 (“Use and Possession of Alcohol on University Property”)

• Changes the policy process owner from Assoc VP, Student Life to Vice President for Student Affairs.
• Moves the University Resident Liquor Agent and corresponding referrals, from the Student Union Administrative Office to UNM Food Service, under “Section 5.1 Request for Approval”.
• Aligns corresponding revisions in Exhibit A: (“Request to Serve Beer or Wine on University Property”).

UAP 2550 (“Information Security”)

• Updates the Information Security Program requirements, to include a specific section on UNM’s designated “Qualified Individual”, with references to the responsibilities of the Information Security & Privacy Officer, throughout.
• Adds student financial aid information as protected information, and personal background checks as an example of risk to the University’s information system that must be protected.
• Adds language requiring periodic reviews by management of employee access to data and systems.

UAP 2745 (“Clery Act Compliance”)

• Adds “Section 3.1 Crimes involving Sexual Assault, Domestic Violence, Dating Violence, and Stalking”, including definitions for each.
• Adds” Section 3.1.2 Institutional Response to Reports of Sexual Assault, Domestic Violence, Dating Violence, and Stalking”.
• Adds “Section 3.1.3 Primary and Ongoing Prevention and Awareness Programs to Prevent Sexual Assault, Domestic Violence, Dating Violence, and Stalking”.

UAP 3220 (“Ombuds Services”)

• Modifies the title to “Ombuds Services”, thus broadening the applicability of the policy.
• Changes the policy process owner from “University Ombudsperson, Staff” to “University Ombuds”.
• Either removes reference to staff where mentioned as sole applicability, or adds reference to other employee types to broaden the scope of applicability.
• Adds Faculty Handbook policies to “Section 8. References”.