CDFA Administrative Manual
Table of Contents*

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*(Note: All documents linked below are PDF files)

1. State-wide and Department-wide Policies and Procedures
1.1 State-wide Policies and Procedures
1.2 Department-wide Policies and Procedures
1.2.1 Controlled Substances and Alcohol
1.2.2 Smoking Policy
1.2.3 Violence/Threats of Violence
- 1.2.3 Violence/Threats of Violence (Form SO-129)
1.2.4 Sexual Harassment Prevention Policy
1.2.6 Discrimination Complaint Procedure
1.2.6a Discrimination Complaint Form (Rev. Aug. 15, 2006)
1.2.7 Incompatible Activities Policy (Rev. Mar. 11, 2009)
- 1.2.7 Incompatible Activities Certification (Form SO-112 Rev.03/09)
1.2.8 Employee Oaths of Allegiance
1.2.9 Nepotism Policy
1.2.10 Privacy Policy
1.2.11 Policy Letters, Procedurals, Notices, & Management Memos
1.2.12 Delegation of Authority
1.2.13 E-mail and Internet Usage
1.2.14 Lactation Accommodation Policy

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2. Mission and Organization
2.1 Mission, Vision, Values
2.1.1 Departmental Roles and Missions (PL I-15) (pending)
2.2 State Board of Agriculture
2.3 Advisory Boards, Commissions, Committees
2.3.1 Boards, Commissions, Committees, & Councils (PC 1-25) (Rev. Mar. 16, 2001)
2.4 Animal Health and Food Safety Services
2.5 Plant Health and Pest Prevention Services
2.5.1 Review of Departmental Projects which involve Use of Pesticides (PL I-19) (pending) Formerly DPR-Pest Management
2.6 Marketing Services
2.7 Inspection Services
2.8 Measurement Standards
2.9 Fairs & Expositions
2.10 Administrative Services
2.10.1 Executive & Administrative Staff Responsibilities (PL I-01) (pending)

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3. County Agricultural Commissioners and Sealers
3.1 Director of County/State Relations
3.1.1 Director of County/State Relations (PL I-08)
3.1.2 Sharing Industry Assessments (PL I-17)
3.2 Orientation
3.2.1 Orientation (PC I-18)
3.3 Communications
3.3.1 Communications (PC I-06)
3.4 Notification of Changes
3.4.1 Notification of Changes (PC I-20)
3.5 Training and Testing Requirements
3.5.1 Training of County Employees (PL II-13)
3.5.2 Rescheduling County Licensing Exams (PL II-15)

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4. Public Information
4.1 Public Information and Education
4.1.1 Cooperation with Control Agencies (PC I-13) (pending)
4.1.2 Information Practices Act of 1977 and Privacy Act, 5USC 552a: Collection of Disclosure of Personal & Confidential Information PC I-21) (pending)
4.1.3 Public Information (PC I-39) (pending)
4.1.4 Public Information and Education Policy (PL I-18)(pending)
4.1.5 Governor’s News Conference (PC I-40) (pending)
4.1.6 Instructions for Use of Department Logo (PC I-42)(pending)
4.1.7 Building Access to News Media after Regular Working Hours (PL I-23) (pending)
4.2 Legislation
4.2.1 The Governor’s Office in Washington, D.C.(PC I-11) (pending)
4.2.2 Departmental Legislative Representation (PL I-02)
4.3 Regulations
4.3.1 Promulgation of Regulations (PC I-04) (pending)
4.4.1 Public Records Act Requests

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5. Legal Office
5.1 Legal Activities
5.1.1 California Code of Fair Practices (PL II-11)(pending)
5.1.2 Communicating with Litigants and Giving Testimony (PL I-09) (pending)
5.1.3 Employees as Witnesses; Fees, Expense Claims & Duty Status (PL I-10) (pending)
5.1.4 Policy Relating to Disclosure of Information Concerning Administrative Decisions of the Director’s Office (PL I-13)(pending)
5.1.5 Administrative Adjudication Hearings Under the Administrative Procedure Act (Govt. Code Sections 11500-11529) (PC I-03) (pending)
5.1.6 Monthly Division Reports on Administrative Hearings & Court Cases (PC I-22) (pending)
5.1.7 Conduct of Legal Affairs (PC I-31) (pending)
5.1.8 Untimely Submission of Form 700 (Economic Interest)
5.2 Audit Activities
5.2.1 Administrative Services-Audit Office (PL I-29)

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6. Information Technology
6.1 State Office of Information Technology
6.2 Risk Management and Operational Recovery
6.3 Information Security
6.3.1 User Account Information
6.3.2 User Authentication and Access Control
6.3.3 Information System Security & Connectivity
6.3.4 Network Activity Monitoring
6.3.5 Encryption Policy
6.4 Annual Reporting Requirements
6.5 Standards and Usage
6.6 Procurement of Information Technology Goods and Services
6.6.1 Data Processing Services (PC I-05) (pending)
6.6.2 Electronic Data Processing (PL I-26) (pending)
6.6.3 Software Policy (Est 1/1/02)

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7. Fiscal Operations
7.1 Accounting Reports
7.1.1 Payroll Cost Distribution (PC III-36) (Rev. Jan. 19, 2001)
7.2 Audit and Payment of Claims
7.2.1 Invoice Payments (PC III-09) (Rev. Jan. 3, 2001)
7.2.2 Attorney General Services (PC III-20) (Rev. Dec. 13, 1996)
7.2.3 Damage/Theft of Employee Personal Property (PC III-07) (Rev. Dec. 1, 1998)
7.2.4 Board of Control Claims (PC III-23) (Rev. Nov. 20, 1996)
7.3 Budgets & Funding
7.3.1 Unclaimed Gas Tax (PC III-30) (Rev. Jan. 26, 2001)
7.3.2 Program Funding (PL I-14) (PL I-30)
7.3.3 Budget Planning, Development, Procedures and Control (PC III-10)
7.4 Billing and Collections
7.4.1 Cash Collections (PC III-15) (Rev. Mar. 1, 2000)
7.4.2 Accounts Receivable (PC III-19) (Rev. Jan. 19, 2001)
7.4.3 Indirect Cost Recovery-Federal Contracts (Nov. 20, 2000)
7.4.4 Determining Timely Payments (PL III-03) (Rev. Mar. 22, 1999)
7.4.5 Bankruptcy Notices (PC III-37) (Rev. Dec. 26, 2000)
7.4.6 Discharge from Accountability (PC III-25) (Rev. Jul. 1, 2000)
7.4.7 Refunds (PC III-14) (Mar. 19, 1999)

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8. Business Operations
8.1 Contracts
8.1.1 Contracting Procedures (PC III-16) (pending)
8.1.2 Contracts or Agreements for Research (PL I-21) (pending)
8.1.3 Small, Minority, Women-owned, and Disabled Veteran Business Enterprises
8.1.4 Policy Statement (SMWDVBE) (PL I-32) **Will also be mentioned in “8.2“
8.1.5 Sole Source Contracts (PL III-05) (pending)
8.1.6 Reports of Department Participation with Small & Minority Businesses (PC III-35) (pending) **Will also be mentioned in “8.2“
8.2 Procurement
8.2.1 Equipment Purchase, Inventory, Survey (pending)
8.2.2 Purchases Other than Equipment (pending)
8.2.3 Sub-Purchase Order (Standard Form 40 & 40A) (PC III-24) (pending)
8.2.4 Purchasing Process
8.2.5 Printing of Stationery and Business Cards (PL III-01) (pending)
8.2.6 Ordering Supplies (PC I-09) (pending)
8.2.7 Printing Requisitions (PC III-04) (pending)
8.2.8 Non-Competitive Bid (NCB) Justification
8.2.9 State Agency Buy Recycled Campaign
8.2.10 Small Businesses and Disabled Veteran Business Enterprises (DVBE)
8.2.11 CAL-Card Program
8.2.11a Unauthorized Purchases
8.3 Fleet Administration Program
8.3.1 State Vehicles (PC II-35) (pending)
8.3.2 Driver Training for Seasonal Employees (PC II-37) (pending)
8.3.3 Use of Motor Vehicles on State Business (PC III-17)(pending)
8.3.4 Motor Vehicle Accident Prevention (PL II-14) (pending)
8.3.5 State Vehicle Procedures, Short or Long Term Assignments (PC I-32) (pending)
8.3.6 More Effective Use of Department-Controlled Vehicles (PC III-32) (pending)
8.3.7 General Services Charge Cards
8.4 Mail Services
8.4.1 Mail Procedures
8.5 Duplicating Services
8.5.1 Central Copy Service
8.6.1 Publications
8.7 Building Management
8.7.1 Issuance of Identification Cards (PC II-28) (pending)
8.7.2 Bulletin Boards and Literature Racks
8.7.3 Access to CDFA Buildings and Solicitation of Employees (PL I-11) (pending)
8.7.4 Sacramento Headquarters Building Security
8.7.5 Use of Conference Room 102 (PC I-16) (pending)
8.8 Space Management
8.8.1 Allocation of Space and Rent Schedules (PC III-33)(pending)
8.8.2 Establishment and Continuation of Department of Food and Agriculture Field Offices (PL I-12) (pending)
8.9 Telecommunication Services
8.9.1 Telecommuting Policy (PL I-35) (pending)
8.9.2 State Telephone Usage
8.9.3 Changes for State Offices’ Telephone Directory (pending)
8.9.4 Cellular Telephones
8.10 Forms Management
8.10.1 Forms Management (PC I-14) (pending)
8.10.2 Use of Departmental Name (PC I-33) (pending)
8.11 Records Management
8.11.1 Records Management Policy
8.11.2 Records Retention Schedule (PC I-19) (pending)
8.12 Property/Equipment Control
8.13 Departmental Recycling Program
8.13.1 Departmental Paper Recycle Program (PC I-43) (pending)
8.14 (Blank)
8.15 (Blank)
8.16 (Blank)
8.17 Sample Forms

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9. Human Resources
9.1 Equal Employment Opportunity (EEO)
9.1.1 EEO Policy
9.1.2 Pregnancy Discrimination Policy
9.1.3 Implementation of Dymally-Alatorre Bilingual Services Act
9.1.4 Upward Mobility
9.1.4a Upward Mobility Plan Form
9.1.4b Upward Mobility Plan Form Instructions
9.1.5 Procedures & Appeals for Reasonable Accomm. to Disabled Persons
9.1.5a Reasonable Accommodation Request Form (SO-142)
9.2 Hiring Process
9.2.1 Advertising Vacant Positions
9.2.2 Job References & Letters of Recommendation
9.2.3 Health Questionnaire’s Medical Clearance & Physical Examinations
9.2.5 Pre-employment Inquiries
9.2.9 Merit Salary Adjustments
9.2.10 Employment of Minors
9.2.11 Employment of Noncitizens for Permanent and Seasonal Work
9.2.16 Employee Opportunity Transfers
9.2.17 Restricting Transfers for Scientists
9.2.19 Payment of Wages to Separated Employees
9.2.20 Exit Interview Procedures
9.3 Human Resources Policies/Procedures
9.3.4 Out-of-Class Work & Use of Experience for Examinations
9.3.6 Direct Deposit
9.3.7 Salary Advances
9.3.8 Payroll Warrants
9.3.9 Skelly/Coleman Hearing
9.3.11 Supervisory Responsibilities of Lead Persons

9.3.11a Comparative Responsibilities Table (Attachment A)

9.3.12 Overtime

9.4 Leaves
9.4.1 Family and Medical Act/California Family Rights Act and Pregnancy Disability Leave
- 9.4.1 Request for Family Medical Leave (Form SO-138)
9.4.2 Catastrophic Leave
- 9.4.2a Catastrophic Leave Form
9.4.3 Vacation/Annual Leave Accumulations
9.4.4 Leaves of Absence
9.4.5 Volunteer Mentor Program
9.5 Employee Rights, Benefits and Responsibilities
9.5.2 Excluded Employees – Grievances/Complaints and Non-Merit Statutory Appeals
9.5.3 Time Off for Blood Donations
9.5.4 Employee Suggestion Program
9.5.5 Time Off to Vote
9.5.9 Nonstandard Work Schedules
9.5.10 Reduced Work Time
- 9.5.10a Reduced Work Time Form
9.6 Health and Safety
9.6.1 Accident Prevention & Return-to-Work Programs
9.6.2 Employee Toxic Exposure Records
- 9.6.2 Attachment I: Access to Medical Records
- 9.6.2 Attachment II: Hazardous Substance Exposure Record (SO-35)
9.6.3 Ergonomics Program
9.6.4 Hazard Communication Program
9.6.5 Heat Illness Prevention in Outdoor Places of Employment
9.7 Training
9.7.1 Individual Development Plans & Performance Appraisals
- SO-150: Manager/Supervisor Appraisal Form
- STD-637: Individual Development Plan (and Performance Appraisal Summary)
9.7.3 Training Policy
- 9.7.3a Annual Training Plan Summary Form
9.7.4 Training and Development Assignments
9.8 Employee Rewards and Recognition
9.8.1 Employee Service Awards & Certificates
9.8.2 Superior Accomplishment Awards

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10. Correspondence
10.1 Correspondence Services

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11. Revisions to CDFA Administrative Manual
11.1 Revision/Approval Process
11.1.1 Transmittal Memo
11.1.2 Clearance Route Slip
11.1.3 Approval Process
11.2 Maintenance
11.2.1 Clearance Route Slip
11.2.2 Office Copies
11.2.3 Archiving

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12. Health and Safety