Policies and Procedures, University of Arizona

UNIVERSITY BUSINESS PRACTICES GUIDELINES

Effective Date: April 23, 1997

Approved By: President's Cabinet
Revised: July, 2005

PURPOSE: The purpose of the Business Practices Guidelines is to:

Express the University's intentions and guide its departments/units in the conduct of business with both University constituencies and the general public.
Facilitate compliance with applicable Federal and State laws and Arizona Board of Regents policies regarding competition with private enterprise; and
Provide additional clarification and guidance within a framework in which business practices decisions are made by University Managers at all levels.

APPLICABILITY: These guidelines are aimed at the nonacademic and academic support activities of the University.

Senior Vice President for Business Affairs - Exercises overall staff responsibility for the development and implementation of the business practices guidelines. The implementation responsibilities may be delegated, as appropriate, to facilitate coordination and operations.

Vice Presidents, Deans, Department Heads and Directors. Responsible for compliance with the guidelines within their assigned organizations/units.

Director of Corporate Relations- Performs the following functions: University liaison to the business community and point of contact for processing queries and complaints made by businesses and other external agencies/organizations; develops comprehensive strategic relationships with industry partners; co-chairs the University Business Advisory Committee; chairs the Industry Strategy Group; and serves as liaison to the general faculty's University Committee on Corporate Relationships (UCCR).

Dean of Students:

Responsible for the development and administration of the Policy and Regulations governing the Use of the Campus and First Amendment Rights. The scheduling and day to day management of sponsored commercial activity and other events is the responsibility of the Procurement and Contracting Services Department in coordination with Office of the Dean of Students.
Establishes and chairs the University Mall Committee that annually reviews the policy on the use of the Mall.
Provides guidance and assistance to the agencies involved in events approval.

Director of the Student Unions - Allocates space in conjunction with the Event Scheduling Office to accommodate a Commercial and Mall Activity Coordinator and the performance of its functions, including the processing of applications and issuance of permits for sponsored commercial
activities.

Director of Procurement and Contracting Services:

Establishes procedures for the purchasing of goods and services in accordance with applicable Federal and State Laws and Arizona Board of Regents policies.
Assures that Sponsored Commercial Activity is monitored for compliance with UA policy.
Maintains a Commercial and Mall Activity Coordinator position to perform the following functions in coordination with the Office of the Dean of Students
1. Day-to-day management and administration of the Commercial Activity Policy
2. Maintain a record of permits issued to each applicant during the fiscal year
3. Process and schedule Mall events
4. Arrange access to Mall for approved Sponsored Commercial Activity
  participating vendors
5. Develop, update and process applications and issue permits to conduct
  Sponsored Commercial Activity on University property
6. Serve as a member of the University Mall Committee

Director, Parking and Transportation - Assures accessibility of the Mall to individuals approved to conduct Sponsored Commercial Activity.

Director, Risk Management and Safety - Reviews Sponsored Commercial Activity applications/forms for applicability of the State and ABOR liability insurance requirements; and specifies whether such insurance is required and, if so, how much.

University Committees - The following committees have been established to facilitate the sale of UA goods and services within the campus community; the sale of UA goods and services to the external community in accordance with State and Federal laws and ABOR policy and; use of UA name and licensing of UA products:

University Business Advisory Committee
This committee consists of representation from both the private sector and the Campus Community and representatives from government(s) when appropriate. It acts as a bridge between the University and the business community for the purpose of addressing issues involving UA business practices which impact or may impact area businesses.

University Committee on Corporate Relations (UCCR)
This committee makes recommendations to the University President or his/her designee regarding potential or changeable relationships between any part of the University and one or more businesses. In the implementation of its responsibility, this committee evaluates submitted proposals from three vantage points:

Use of University's name or symbol by an external entity.

Implied University endorsement of a particular service, product company, individual; or

Public display of advertisements or other corporate symbols.
The committee also recommends UCCR policy modifications and/or proposes additional policies as long as they are approved by the Faculty Senate before they become a recommendation to the President.

PERIODIC REVIEW: These guidelines shall be reviewed annually, and updated if necessary, to insure their continuing responsiveness to the purpose for which they were established.

BUSINESS PRACTICES ENCLOSURES:

old photograph of the university campus