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New Employee Resources

Welcome New Employees

Welcome to UC Merced! One of the greatest strengths of our campus is our wonderful employees and we are happy you have joined our campus community. We hope this page will serve as a resource as you orient yourself to the campus and your new position. This page is meant to supplement the Ethics & Compliance New Employee Orientation presentation and serve as a resource to help you understand and adhere to your compliance responsibilities. 

UC Ethical Values & Standards of Ethical Conduct

One of the great things about working for the University of California (UC) is that you are part of a larger system that is committed to ethical values. The UC Statement of Ethical Values & Standards of Ethical Conduct were adopted by the Regents in May 2005. The Statement of Ethical Values emphasizes the importance of integrity, excellence, accountability, and respect. As employees, we collectively and individually hold ourselves to these core ethical values that guide the UC community in our mission of teaching, research, and public service. It is important that we all act in accordance with UC’s Statement of Ethical Values by aligning our individual actions with the UC Standards of Ethical Conduct. The Standards of Ethical Conduct are a statement of our belief in ethical, legal, and professional behavior in all of our dealings inside and outside the University. These 12 Standards of Ethical Conduct apply to all members of the UC community. 

For more information, see the UC Statement of Ethical Values & Standards of Ethical Conduct page on our website. 

Ethics & Compliance Program

The UC Ethics & Compliance Program was approved by the Regents in 2008 and is designed to enhance the University's duty to perform its public responsibilities in an ethics and compliance-based environment where legal, regulatory, University policy, and other compliance requirements are followed and in which the public trust is maintained. Each UC campus has an Ethics & Compliance Program that is incorporated into the systemwide UC Program. The UC Merced Ethics & Compliance Program seeks to prevent misconduct by partnering with campus offices to:

  • Establish clear expectations and standards of conduct
  • Bring awareness about applicable laws, regulations, and policies
  • Establish and maintain internal controls that mitigate compliance risks

The Merced Program is designed to detect problems that occur by having mechanisms to identify and report misconduct and non-compliance. Our program remedies violations, system failures, and internal control weaknesses through corrective action, policy improvements, and training and awareness.

For more information, see the Ethics & Compliance Program page on our website.

Policies & Procedures

The activities and operations of UC Merced are governed by various policies and procedures, many of which are based on legal requirements. These policies provide the foundation for how UC Merced community members treat one another, how we do our jobs, and how we conduct ourselves when representing the university. Policies and procedures are important because they:

  • Promote consistent and fair business practices,
  • Improve organizational communication and efficiencies,
  • Reduce organizational risk, and
  • Contribute to satisfying the overall compliance requirements of the University.

While some policies apply to all employees, others depend on your specific role or your department’s responsibilities. All UC Merced employees are expected to be aware of and understand laws and policies that apply to your position. That's why it is important to familiarize yourself with key policies that apply to all employees as well as specific policies and procedures related to your role. These are some of the resources available to assist you with this task:

  • Mandatory Training - As you complete the manatory training listed below in the Compliance Training section, you will be oriented to key policies and procedures that apply to all employees.
  • Role-Based Training - Depending on your role and responsibilities, you may also be assigned specialized training that covers common compliance and risk areas that orient you to additional policies and procedures that apply to your specific position. 
  • Your Supervisor - Your supervisor can assist you with identifying any additional policies or procedures related to your functional area and the work you do.
  • Campus Offices - Subject matter experts in campus offices with which you work can answer any questions you may have about relevant policies and procedures related to shared business processes.
  • Policy Websites - The UC Merced Administrative Policy Office includes a library of local policies as well as links to UC systemwide policies. 

For more information, see the Administrative Policy Office page on our website.

Compliance Training

Compliance training is an important responsibility shared by all employees. Training and education ensures UC Merced employees understand requirements under UC policies and federal and state laws and regulations. For this reason, UC requires specific training for all employees. As you onboard to UC Merced, you will be expected to complete several mandatory training courses, including:

  • Abusive Conduct in the Workplace
  • General Compliance Briefing / Ethics & Compliance Briefing for Researchers
  • UC Cyber Security Awareness Fundamentals
  • UC Sexual Violence & Sexual Harassment Prevention
  • UC Workplace Violence Prevention

Based on your role or responsibilities, you may also be assigned specialized training that covers common compliance and risk areas. Some of these trainings include, but are not limited to:

  • Child Abuse & Neglect Mandated Reporter (CANRA)
  • Clery Act Training for Campus Security Authorities
  • Export Controls
  • Family Educational Rights & Privacy Act (FERPA)
  • Laboratory Safety Training
  • Restricted Party Screening

You will be notified of your training assignments via email from the HR Talent Development unit (hrtraining@ucmerced.edu). Talk to your supervisor if you have questions about your training plan or assignments or if you are concerned about having time during work hours to complete training. 

For more information, see the Mandatory Training page on our website or visit the HR Talent Development website.

Reporting Misconduct

As a UC Merced employee, you have certain obligations to report what you learn about incidents of misconduct, violence, abuse, neglect, discrimination and harassment, or other conduct that could be a violation of the law and/or University policy. Reporting this type of conduct enables the University to address and prevent harm so our campus community can work and learn in a safe environment. It is important to report any disclosed, witnessed, or suspected harm, even if you are unsure whether you are required to report it. This helps the University address and prevent harm, which enables our campus community to work and study in a safe environment. Understanding when, and how, to speak up contributes to a positive and ethical work environment. 

Whistleblower Reporting

The Locally Designated Official (LDO) within the Ethics & Compliance Office is responsible for reviewing reports of improper governmental activities, or Whistleblower reports. Under the UC Whistleblower Policy, you are encouraged to report incidents of suspected improper governmental activity that include:

  • Violations of laws or regulations
  • Significant violations of UC policy
  • Any condition that may significantly threaten the health or safety of employees or the public

If you suspect or witness improper governmental activity, report it to the UC Whistleblower Hotline:

A written report is preferred over a phone report. Include as much specific factual information as possible. If you report anonymously via the Hotline, note the "report key" and password so you can follow up and answer any questions we may have.

For more information about what constitues improper governmental activity and additional reporting options, see the Whistleblower Reporting page on our website. 

Whistleblower Protection

The UC Whistleblower Protection Policy provides a process for whistleblowers to report retaliation for having made a Protected Disclosure of a suspected improper governmental activity. The UC Merced Whistleblower Protection Policy Implementation Procedures describe how a retaliation report is made.

Retaliation for having filed good faith a whistleblower report requires a written Sworn Statement that includes three required allegations:

  • Protected Disclosure OR Refusal to Obey an Illegal Order – The Whistleblower reporter (Complainant) must have made good faith protected disclosure of suspected improper governmental activity OR refused to obey an illegal order
  • Adverse Personnel Action – The Complainant must have experienced a personnel action taken by management that adversely affected the Complainant’s terms and conditions of employment in a material and negative way
  • Nexus – There must be a basis for the Complainant’s belief that the Protected Disclosure or Refusal to Obey an Illegal Order was a contributing factor in the Adverse Personnel Action.

Other Types of Complaints & Concerns

Not all improper governmental activities, policy violations, or reports of alleged workplace misconduct are addressed by the LDO. UC Policy and Collective Bargaining Agreements include dedicated employee grievance/complaint processes handled by specific campus offices. And some types of workplace behavior are inconsistent with our Ethical Values and Standards of Conduct, but are not generally viewed as an improper governmental activity. Management may be involved in addressing these types of complaints.

Much of the training listed above addresses employee obligations for reporting misconduct and includes information about how to report various types of misconduct. The Campus Complaint Processes chart provides specific guidance on how different types of complaints are addressed and by which UC Merced offices. In summary:

  • Office for the Prevention of Harassment & Discrimination (OPHD) - Addresses complaints related to sexual harassment and sexual violence, discrimination based on a protected category, disability failure to accommodate complaints, and retaliation claims that arise from complaints made to OPHD. See the OPHD website for additional information about your obligations to report as a Responsible Employee under the UC Sexual Harassment & Sexual Violence and UC Anti-Discrimination Policies. 
  • HR Employee & Labor Relations (HR-ELR) - Addresses complaints related to abusive conduct (staff employees), grievances filed by union-represented employees, grievances filed by non-represented employees under PPSM-70, interpersonal conflicts between supervisors and employees, and retaliation claims that arise from complaints made to HR-ELR. See the HR-ELR website for additional information about ELR complaint processes and services available to assist supervisors and employees with workplace concerns.
  • Academic Personnel Office (APO) - Addresses complaints related to abusive conduct (academic employees), Faculty Code of Conduct formal complaints, grievances filed by non-represented/non-Senate academic appointees under APM 140, interpersonal conflicts between academic supervisors and employees, and retaliation claims that arise from complaints made to APO. See the APO website for additional information about APO complaint processes and services available to assist academic employees with workplace concerns. 

It is important to report any disclosed, witnessed, or suspected harm, even if you aren’t sure whether you are required to report it. If you are not sure which office handles a concern you may have, report it to the LDO via the UC Whistleblower Hotline. When the LDO receives a complaint that is handled by another campus office, the LDO refers the matter to the appropriate office. 

For more information, see the Reporting Misconduct page on our website.