Administrative Regulations

Administrative Regulations direct administrative policies and procedures of a continuing nature. They are issued under the authority of the Mayor and/or Chief Operating Officer. Administrative Regulations remain in full force and effect until officially revised, superseded or repealed in writing by the Mayor and/or Chief Operating Officer.

The responsibility for facilitating revisions or repeals is the responsibility of the Human Resources Department working with the administering departments of the Administrative Regulation. A comprehensive review process of all Administrative Regulations is currently being completed. The most current Administrative Regulations are contained here, and as any changes are made, they will be posted as well.

1-4: Organization

Doc No.	Effective Date	Title
1.00	7/1/15	Administrative Regulation and Department Instruction Preparation Procedures Attachment 1 Clearance Memorandum Attachment 2 Cover Memo
1.01	12/21/18	Emergency Operations Procedures
1.02	5/1/75	Use of Emergency Operations Center (EOC)
1.03	8/31/18	Citywide Emergency Plans and Protocols
1.40	10/20/17	Interactive Mapping Coordination Action Tool (IMCAT) Conflict Checks, Responsibilities and Procedures
1.60	9/29/04	Capital Improvements Programming
1.80	11/30/18	Grant Application, Approval, and Management Procedures
1.90	9/28/18	Business Improvement District Formation Procedures and Guidelines
3.20	12/14/18	Processing Agenda Item Requests for Council, Public Facilities Financing Authority, Housing Authority, or Successor Agency Attachment 1 – Staff Report Attachment 2 – Accounting Table
4.50	5/5/17	Employee Assistance Program Administration

10: Public Relations

Doc No.	Effective Date	Title
10.02	8/12/16	Responding to San Diego County Grand Jury Reports
10.10	2/1/18	Conduct of Hearings Involving Police-Regulated Businesses
10.30	6/15/93	Public Meeting and Noticing Requirements for New or Increased General Taxes and New or Increased Assessments

15: Relations with Other Agencies

Doc No.	Effective Date	Title
15.10	9/28/18	Audit Report Replies Required of Departments Example Management Response Memo
15.20	9/1/88	City Contacts with Federal or State Legislative and Administrative Bodies

25: Contract Administration

Doc No.	Effective Date	Title
25.10	11/3/17	Leasing of City-Owned Real Property and/or Facilities
25.20	7/30/93	Filing Procedure for Notices of Completion and Acceptance
25.40	7/16/96	Alterations in Public Works Contracts
25.50	9/28/18	Testing Laboratory Work
25.60	11/1/11	Selection of Consultants for Work Requiring Licensed Architect and Engineering Skills
25.65	9/14/98	Job Order Contract (JOC) Administrative Procedure
25.70	2/8/95	Hiring of Consultants Other Than Architects and Engineers
25.75	1/18/19	Performance Evaluations for Architectural and Engineering Consultants Attachment - Performance Evaluation Form
25.80	12/21/18	Official City Advertising Published by the Official City Newspaper and by Auxiliary Publications
25.85	2/26/16	Processing of eBids and eSignatures
25.90	1/18/19	Procedures for Initiating Debarment and Debarment Hearings

30: Budgeting

35: Purchasing

(This Administrative Regulation has been repealed).

Doc No.	Effective Date	Title
35.11	6/22/18	Citywide Department Use of Cooperative Procurement Contracts Attachment 1 - Cooperative Procurement Certification Memorandum Attachment 2 - Cooperative Procurement Checklist
35.30	10/13/17	Reporting of Goods and Services (This Administrative Regulation has been repealed).
35.70	7/1/15	Repair or Replacement of Employee's Personal Property Request for Reimbursement for Loss of Property
35.80	11/3/17	Environmentally Preferable Purchasing

40: Real Property

Doc No.	Effective Date	Title
40.10	3/16/18	Maintenance of Public Facilities - Buildings

45: Personal Property

Doc No.	Effective Date	Title
45.10	1/22/99	Employee Transportation Authorization (mileage reimbursement)
45.15	12/7/18	Evan V. Jones Parkade Validated Parking Tickets
45.20	11/14/88	Interdepartmental Transfer of Capitalized Property
45.30	3/16/18	Procedure for Disposal of Abandoned Personal Property Found on City Premises
45.50	1/20/17	Private Use of City Labor, Equipment, Materials and Supplies Prohibited
45.70	11/3/17	Use of Inventory Tags to Identify Capitalized City Equipment
45.80	7/17/15	Management of Loss to City Property Due to Crimes or Negligence

55: Utilities

Doc No.	Effective Date	Title
55.00	1/19/2018	Water and Sewer Service Order Procedure
55.90	1/19/18	Request for Gas and Electric Service for City-Owned Facilities
55.91	3/17/17	Telephone Service Requests
56.00	7/1/12	Work Space Requests
57.00	6/22/18	City Cabinet for Water Policy

60: Claims

Doc No.	Effective Date	Title
62.00	12/29/17	Administration of Workers' Compensation Liabilities
63.00	8/31/15	Industrial Leave
63.10	12/29/17	Recovery of City Costs for Employee Absences Caused by Other Persons
63.30	10/20/17	Accounts Receivable-Invoice Processing and Collection
64.00	9/15/93	State Mandated Programs: Claims for Reimbursement and Evaluation of Unfunded Mandates

70: Training

Doc No.	Effective Date	Title
70.01	11/3/17	City Training Policy and Establishment of Training Advisory Committee
70.30	12/1/17	Tuition Refund Plan
70.40	9/28/18	Special Outside Courses of Instruction (This Administrative Regulation has been repealed)

75: Safety

Doc No.	Effective Date	Title
75.05	12/29/17	Vehicle/Equipment Backing Procedures
75.12	3/1/21	Vehicle and Industrial Accident Review, Reporting, and Prevention Program (MEA/ DCCA/AFSCME/ Local 127)
75.12	2/1/15	Vehicle and Industrial Accident Review, Reporting, and Prevention Program (Local 145/POA/Local 911)
75.40	8/17/18	Administration of Temporary Light Duty Program
75.50	2/1/15	Driver License Certification, Training, and Verification Requirements
75.65	1/20/17	Hazardous Materials Management Plan
75.75	1/20/17	Hazardous Materials Training
75.85	5/5/17	Driving on Areas not Designated for Vehicular Usage

80: Management Reports

Doc No.	Effective Date	Title
80.40	3/1/19	City Manager Reports to Mayor and Council Standing Committees (This Administrative Regulation has been repealed).
80.50	4/1/82	Regulation of Lobbying Activities by City Personnel

85: Records Management

Doc No.	Effective Date	Title
85.10	5/10/21	Records Management, Retention and Disposition
85.20	5/5/17	Forms Control and Publishing Services' Documents Control Procedures
85.30	1/30/15	Vital Records Retention and Preservation

90: Central Services

Doc No.	Effective Date	Title
90.10	10/1/81	Office Copier Management and Procurement Procedures
90.20	3/17/17	Office Telephones
90.25	6/22/18	Wireless Communications Services
90.30	6/22/18	Travel Policy
90.55	10/20/17	City Mail Service
90.62	12/7/12	Information & Communications Technology Acceptable Use
90.63	5/5/17	Information Security Policy
90.64	5/5/17	Protection of Sensitive Information and Data
90.65	12/6/99	Broadcast Email and Voice Mail
90.66	1/17/20	Mobile Device Policy
90.67	11/16/18	Citywide Fiber Optic Infrastructure Installation, Maintenance and Use
90.68	4/14/21	Procurement of Technology Solutions
90.71	7/1/93	Management of City Fuel/Non-Emergency Fleet
90.72	7/5/07	Motive Equipment Idling Reduction Policy
90.73	1/18/11	Fuel Reduction and Transportation Efficiency Policy
90.74	5/31/19	Telematics Data Logging for City Vehicles/Equipment

95: Office Practices

Doc No.	Effective Date	Title
95.00	8/16/13	Management of the Civic Art Collection
95.01	10/1/19	Overtime Compensation
95.05	12/1/17	Cell Phone and Other Handheld Communication Device Use Policy
95.10	6/22/18	Identification of City Employees
95.20	7/1/04	Public Records Act Requests and Civil Subpoenas; Procedures for Furnishing Documents and Recovering Costs
95.21	5/31/19	Responding to California Public Records Act Requests
95.25	1/1/88	Processing New and Revised Fees and Charges for Current Services
95.30	6/22/18	Processing of Time Sheets and Associated Documents
95.39	12/8/17	Management Responsibilities for Internal Financial Controls
95.40	6/22/18	In-Town Reimbursable Expense
95.50	2/18/09	Credit Card Acceptance and Processing
95.55	1/30/15	Procurement Card (P-Card) Procedures
95.60	12/1/17	Conflict of Interest and Employee Conduct
95.65	7/1/77	Product Endorsement
95.70	3/17/17	Memberships
95.80	11/1/75	Forecast of Major Cash Receipts and Payments
95.89	7/1/16	Parental Leave
95.90	8/24/18	Unused Sick Leave and Accrued Annual Leave Reimbursement
95.91	2/1/21	Employee Rewards and Recognition Program Attachment 2 - Employee of the Quarter/Year Nomination Form
95.93	8/8/14	San Diego Works Program
95.94	10/6/14	Tobacco and Smoke-Free Workplace Policy

96-97: Personnel

Doc No.	Effective Date	Title
96.00	7/26/19	Separation Procedures for Unclassified Officers and Employees
96.05	6/1/18	Recruitment and Appointment of Unclassified Officers and Employees
96.20	11/19/20	City Policy for People With Disabilities
96.21	5/5/17	City Accessibility Policy for People with Disabilities: Employment
96.50	6/22/18	Equal Employment Opportunity Policy and Complaint Resolution Procedure
97.00	8/9/19	Substance Abuse Policy
97.10	8/9/19	Threat Management Policy
97.20	9/1/14	Weapon-Free Workplace Policy