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Policies & Procedures

Academic Affairs
Policy Title/Link Contact Approved Updated
Advanced Standing Policy Dr. Roberta Pileggi November 2003 November 2012
Competencies for the New Dental Graduate Gail Childs October 1999 August 2014
Curriculum Management Plan Gail Childs September 2007 May 2014
Online Faculty Evaluations Gail Childs July 2006 January 2011
FERPA Training / Training for the College of Dentistry Dr. Venita Sposetti July 2005 April 2010
Advanced and Graduate Part Time Enrollment Policy Dr. Roberta Pileggi November 2003
Pre-doctoral Student Handbook Dr. Venita Sposetti  August 1972 April  2015
Administration/UFCD Operations
Policy Title/Link Contact Approved Updated
Biennial Deans and Chairs Evaluation Jean M. Sweitzer November 2007 December 2011
Classroom and Conference Room Scheduling Policy

Reference Documents
Jean M. Sweitzer October 2005 November 2009
Continuity of Operations Plan (COOP) Charles Lesch February 2006 March 2008
Conflict of Interest
Dr. Carol Stewart June 2009 September 2011
Diversity Statement Dr. Patty Xirau-Probert July 2002  May 2015
Departmental Tropical Weather Response & Recovery Plan Dr. Carol Stewart Charles Lesch June 2012
Faculty Practice
Jean M. Sweitzer
Identity Theft Red Flag Policy (6.14) Dr. Carol Stewart July 2009
International Activities Checklist Kathy Galloway
Internship Program Policy Lynn King September 2010
Preceptorship Program Policy Lynn King March 2011 September 2011
Policy Development and Maintenance Jean M. Sweitzer June 2008 April 2011
Renovation/Minor Construction Approval Form Jean M. Sweitzer October 2012
Seven-Year Departmental Evaluation Jean M. Sweitzer August 2005 January 2012

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Clinical Affairs/Financial
Policy Title/Link Contact Approved Updated
Patient Account Adjustments Jean M. Sweitzer June 2007
Patient Billing CyclePatient Billing Cycle Flowchart Jean M. Sweitzer April 2008
Payment Slip Procedure Jean M. Sweitzer October 2007
Professional Fee Compliance Policy Jean M. Sweitzer August 2007

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Clinical Affairs/Operations
Policy Title/Link Contact Approved Updated
Accounting of Protected Health Information (PHI) and the Disclosure Tracking System Dr. Carol Stewart May 2008  June 2015
Clinical Procedure Manual
HIPAA Policies and Procedures – Operational Guidelines Dr. Carol Stewart  June 2015
Missing Tickets Policy Jean M. Sweitzer March 2008
Patient Rights and Responsibilities Dr. Carol Stewart July 2015
Quality Assurance and Compliance Manual
Teaching Permit Policy Dr. Carol Stewart January 2010 June 2014
TEAM Clinic Attendance Policy Dr. Venita Sposetti August 2008 February 2014

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Faculty Practice Clinics
Title/Link Contact Approved
Dentist of Record Jean M. Sweitzer April 2009
Hygiene Prescriptions Jean M. Sweitzer February 2009
Radiology Fees & Hygiene Jean M. Sweitzer May 2009
Cleaning & Maintenance Schedule Jean M. Sweitzer April 2009

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Faculty Associates, Inc. (“FAI”)
Policy Title/Link Contact Approved Updated
Academic Enrichment Fund (AEF) Expenditure Policy Jean M. Sweitzer October 2007
AEF Account Reserve Policy Jean M. Sweitzer April  2007 March 2008
AEF Assessments and Taxes Jean M. Sweitzer May 2007
AEF Sterilization Assessment Jean M. Sweitzer April 2007 March 2008
Changes in Faculty Practice Participation Jean M. Sweitzer January 2007
Internal Collections Policy Jim Wold August 2012
Material and Supply Fees Jean M. Sweitzer May 2007
Reconciliation of Accounts Jean M. Sweitzer January 2008

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Human Resources
Policy Title/Link Contact Approved Updated
Guidelines for Appointment as Research Assistant Professors Dr. Clay Walker November 2011
Attendance Policy Amanda Phelps October 2006 May 2015
CDE Courtesy Discount Policy Lynn King January 2007
Code of Conduct Amanda Phelps September 2007  June 2015
Community Service Activity Policy Amanda Phelps October 2010
Criteria for Determining Faculty Merit Raises Amanda Phelps April 2007 July 2008
Disclosure of Outside Activities Amanda Phelps October 2005 June 2015
Flex Time Policy Amanda Phelps August 2008 April 2015
Key Request & Distribution Policy

Amanda Phelps December 2011 April 2015
Organizational Chart Policy

Amanda Phelps May 2006 April 2015
Payroll Cycle Responsibilities Amanda Phelps August 2007 December 2011
Payroll Distribution Policy

Amanda Phelps June 2012
Search and Selection Guidelines for Faculty Recruitment Amanda Phelps December 2006 June 2014

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Information Technology
Policy Title/Link Contact Approved Updated
Computer Security (SPICE)
Stephen Kostewicz April 2006 June 2008
Desktop Technology Refresh Policy Stephen Kostewicz October 2005 November 2008
E-mail Retention Policy Stephen Kostewicz July 2007
Faculty and Staff Outlook Calendar Policy Jean M. Sweitzer October 2005 August 2010
Classroom and Conference Room Information and Support Gail Childs August 2007

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Research Administration
Policy Title/Link Contact Approved Updated
Guidelines for Bridge Funding Policy (6.13) Dr. Robert Burne November 2007 April 2015
Renovation of Research Space Policy (6.07) Dr. Robert Burne January 2003 April 2015
Research Salary Support Incentive Policy (4.19) Dr. Robert Burne December 2008 August 2014
Salary Effort, Indirect Cost and Cost Sharing Policy (4.22) Kathy Galloway July 2008 August 2014
Transfer of Equipment to Non-UF/UFCD Entities (6.08) Dr. Robert Burne August 2010 April 2015

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Best Practices
Title/Link Contact Approved Updated
Best Practices for Classroom Teaching and Student Evaluation in the DMD Educational Program Dr. Venita Sposetti July 2008 February 2013
Best Practices for Conducting Peer ReviewPeer Review Forms:

Dr. Clay Walker

April 2011

  • April 2011
  • April 2011
  • April 2011
Recommendations for New Centers

Dr. David Culp

March 2008

  • March 2008

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