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Policies & Procedures

Academic Affairs
Policy Title/Link Contact Approved Updated
Advanced Standing Policy Dr. Timothy Wheeler Nov. 13, 2003
Classroom Food and Drink Policy TBA Oct. 27, 2005
Competencies for the New Dental Graduate Oct. 1999 Mar. 2010
Curriculum Management Plan Gail Childs Sept. 2007 Jan. 9, 2012
Evaluation of Instruction Master Plan  Dr. Venita Sposetti July 10, 2006
FERPA Training
FERPA Training for the College of Dentistry Dr. Venita Sposetti Dec. 11, 2008
Part Time Enrollment Policy Dr. Timothy Wheeler Nov. 13, 2003
Pre-doctoral Student Handbook Dr. Venita Sposetti Jan. 2011
Administration/UFCD Operations
Policy Title/Link Contact Approved Updated
Biennial Deans and Chairs Evaluation Jean M. Sweitzer Nov. 15, 2007 Dec. 2, 2011
Classroom and Conference Room Scheduling Policy

Reference Documents
Jean M. Sweitzer Oct. 27, 2005 Nov. 13, 2009
Continuity of Operations Plan (COOP) Larry Abbott Feb. 3, 2006 Mar. 4, 2008
Conflict of Interest
Dr. Boyd Robinson June 25, 2009 Sept. 6, 2011
Diversity Statement Dr. Patty Xirau-Probert July 15, 2002
Departmental Tropical Weather Response & Recovery Plan Dr. Boyd RobinsonLarry Abbott June 11, 2012
Faculty Practice
Jean M. Sweitzer
Identity Theft Red Flag Policy Dr. Boyd Robinson July 23, 2009
International Activities Checklist Kathy Galloway
Internship Program Policy Lynn King Sept. 23, 2010
Outlook Calendar Policy Jean M. Sweitzer October 27, 2005 August 17, 2010
Preceptorship Program Policy Lynn King Mar. 28, 2011 Sept. 9, 2011
Policy Development and Maintenance Jean M. Sweitzer June 19, 2008 April 21, 2011
Renovation/Minor Construction Approval Form Jean M. Sweitzer Oct. 11, 2012
Seven-Year Departmental Evaluation Jean M. Sweitzer Aug. 31, 2005 Jan. 11, 2012
UFCD Quarterly College Inspection Process Jean M. Sweitzer Apr. 20, 2006 Apr. 14, 2008

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Clinical Affairs/Financial
Policy Title/Link Contact Approved Updated
Patient Account Adjustments Jean M. Sweitzer June 28, 2007
Patient Billing CyclePatient Billing Cycle Flowchart Jean M. Sweitzer Apr. 3, 2008
Payment Slip Procedure Jean M. Sweitzer Oct. 26, 2007
Professional Fee Compliance Policy Jean M. Sweitzer Aug. 16, 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. Boyd Robinson May 2, 2008
Clinic Procedure Manual
HIPAA Policies and Procedures – Operational Guidelines Dr. Boyd Robinson
Missing Tickets Policy Jean M. Sweitzer Mar. 20, 2008
Quality Assurance and Compliance Manual
Teaching Permit Policy Dr. Boyd Robinson Jan. 1, 2010
TEAM Clinic Attendance Policy Dr. Venita Sposetti Aug. 21, 2008

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Faculty Practice Clinics
Title/Link Contact Approved
Dentist of Record Jean M. Sweitzer Apr. 21, 2009
Hygiene Prescriptions Jean M. Sweitzer Feb. 18, 2009
Radiology Fees & Hygiene Jean M. Sweitzer May 20, 2009
Patient Rights & Responsibilities Jean M. Sweitzer Apr. 21, 2009
Cleaning & Maintenance Schedule Jean M. Sweitzer Apr. 21, 2009

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Faculty Associates, Inc. (“FAI”)
Policy Title/Link Contact Approved Updated
Academic Enrichment Fund (AEF) Expenditure Policy Jean M. Sweitzer Oct. 22, 2007
AEF Account Reserve Policy Jean M. Sweitzer Apr. 19, 2007 Mar. 10, 2008
AEF Assessments and Taxes Jean M. Sweitzer May 10, 2007
AEF Sterilization Assessment Jean M. Sweitzer Apr. 19, 2007 Mar. 10, 2008
Changes in Faculty Practice Participation Jean M. Sweitzer Jan. 18, 2007
Internal Collections Policy Jim Wold Aug. 27, 2012
Material and Supply Fees Jean M. Sweitzer May 27, 2007
Reconciliation of Accounts Jean M. Sweitzer Jan. 17, 2008

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Human Resources
Policy Title/Link Contact Approved Updated
Guidelines for Appointment as Research Assistant Professors Dr. Clay Walker Nov. 18, 2011
Attendance Policy Melissa Long Oct. 12, 2006 May 22, 2008
CDE Courtesy Discount Policy Lynn King Jan. 2, 2007
Code of Conduct Melissa Long Sept. 27, 2007
Community Service Activity Policy Melissa Long Oct. 12, 2010
Guidelines for Courtesy Faculty Melissa Long Jul. 12, 2011
Criteria for Determining Faculty Merit Raises Melissa Long Apr. 19, 2007 July 24, 2008
Disclosure of Outside Activities Information Melissa Long Oct. 11, 2005 February 28, 2013
Emergency Check Request Policy Melissa Long
Faculty Assignment Reports

Faculty Assignment Reports are to be completed and signed by all faculty and their department chair within the first five days of each semester. Completed forms are submitted to the Dean’s Office, D4-14, within 10 days of the beginning of each semester.

Flex Time Policy Melissa Long Aug. 2008 July 2013
HIPAA Training

HIPAA Training and a Confidentiality Statement are required for every employee and volunteer within five days of hire. Both must be updated in Feb. each year and documentation sent to the Dean’s Office, D4-15.

Junior Faculty Mentoring Guidelines Dr. Clay Walker Mar. 5, 2009
Mentoring Guidelines for Assistant Clinical Professors Dr. Clay Walker January 12, 2012
Melissa Long Dec. 12, 2011
Organizational Chart PolicyOrganizational Chart Example (Visio file)
Download and save to your computer in order to open and edit the Visio file
Organizational Chart Example
Melissa Long May 18, 2006 Apr. 24, 2008
Payroll Cycle Responsibilities Melissa Long Aug. 1, 2007 Dec. 31, 2011
Payroll Distribution Policy

Melissa Long June 2, 2012
Performance Appraisal Information
Search and Selection Guidelines for Faculty Recruitment Melissa Long Dec. 7, 2006 April 1, 2013

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Information Technology
Policy Title/Link Contact Approved Updated
Computer Security (SPICE)
Stephen Kostewicz Apr. 20, 2006 June 12, 2008
Desktop Technology Refresh Policy Stephen Kostewicz Oct. 11, 2005 Nov. 13, 2008
E-mail Retention Policy Stephen Kostewicz July 9, 2007
Faculty and Staff Outlook Calendar Policy Jean M. Sweitzer Oct. 27, 2005 Aug. 17, 2010
Classroom, Conference Room and Instructional Support Procedures Jennifer Rich Aug. 16, 2007

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Research Administration
Policy Title/Link Contact Approved Updated
Guidelines for Bridge Funding Policy Dr. Robert Burne Nov. 15, 2007
Renovation of Research Space Policy Dr. Robert Burne Jan. 16, 2003 May 25, 2011
Research Salary Support Incentive Policy (2008) Dr. Robert Burne Dec. 11, 2008  July 30, 2014
Salary Effort, Indirect Cost and Cost Sharing Policy Kathy Galloway July 2008
Selection of Invited Speakers for the Distinguished Scientist Lecture Series Dr. Robert Burne Oct. 15, 2008 May 25, 2011
Transfer of Equipment to Non-UF/UFCD Entities Dr. Robert Burne Aug. 19, 2010

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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 10, 2008 Dec. 2011
Best Practices for Conducting Peer Review

Gail Childs April 21, 2011
Recommendations for New Centers

Dr. David Culp March 17, 2008

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