UNIV--004p Procedures for Policy Development and Publication
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Document Number: UNIV--004p
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 03/06/2018
Primary Author: University Provost
Status: Approved
Date Originally Created: 12/19/2011
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General Description
Description / Scope: All policies that meet the below definitions and have been developed and approved in accordance with this policy should be included on the official policy web site and are governed by this policy. See the definitions below for the distinction between a policy and a procedure.
Many other important school or departmental policies and procedures do not meet the below definitions. They are not governed by this document. However, these local policies should be clearly written and well communicated. It is suggested that a policy template be used as a guide for content.
Every policy must fall within the jurisdiction of a responsible University official. The
responsible University official will designate a responsible University office within their
department. Both the responsible University official and the responsible University office will be listed at the top of the first page of the policy document. The responsible University office will generally be the office that develops and administers the policy and procedures, and will be accountable for the accurate formulation, issuance, and timely updating of the document.
Policies should be drafted so that they are clear and concise. Policies should contain sufficient information on the subject without being excessive in length.
Who Performs / Responsibility:
Administration
University Provost
Legal Counsel
President
When to Perform: Weekly
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Requirements
Pre-Knowledge:
Before performing this task you must know:
Current University policy
Federal statutes
Local statutes
Standard company policies
Standards of good practice
State statutes
Terms and Definitions:
Additional training
Corrective Action
Loss of privilege, general
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Detailed Steps
1. Definitions
Appendices: Contains laws, regulations and checklists that may pertain to the policy.
Contacts: Names the University office(s) that can answer specific questions regarding the policy or approve exceptions.
Definitions: Lists the terms used in the document alphabetically; defines unfamiliar terms that have a specialized meaning in the policy.
Departmental/School/Operating Unit Policy: A policy that does not have broad impact on the University community and is limited in its scope and application to a specific area.
Forms/Instructions: Lists forms the reader must use to comply with the policy, explains the purpose of each form, and may provide a hyperlink to the applicable form(s).
Policy: Is a concise statement of the University’s position on the subject matter and may state who should follow the policy, when the policy applies, and list any major conditions or
restrictions.
Policy Owner: Is the responsible University official charged with the responsibility for creating, implementing, and updating University policies in his/her area of jurisdiction.
Policy Review Procedure: Review and help ensure that new or revised University policies follow an approved format and process, and are approved by the respective University officer.
Procedures: Describe the means by which policies are implemented.
Reason for Policy/Purpose: States the legitimate interests of all parties, describes the
problem or conflict the policy addresses, and cites any legal or regulatory reasons for the policy.
Responsible University Office: Under the direction of the responsible University official,
the responsible office will develop and administer a particular policy and procedures and will be accountable for the accuracy of its subject matter, its issuance, and timely
updating.
Responsible University Official: The Policy Owner. The individual charged with the
responsibility for creating, implementing, and updating University policies in his/her area of jurisdiction.
University Policy: Defined as a policy with broad application throughout the University, which helps ensure coordinated compliance with applicable laws and regulations, promotes operational efficiencies, enhances the University's mission or reduces institutional risk.
2. Policy Review
A Responsible University Official:
1. Develops a draft policy for which they proactively seek input from appropriate members of the University community.
2. Forwards a copy of the updated draft to the appropriate University official to be recommended for inclusion on agenda for the appropriate hierarchy (i.e., Dean's Council, Executive Management Team, Vice President, etc.).
3. The review forum will provide an opportunity to ensure the nature and operational aspects of policies being established or modified.
4. Updates draft policy based on feedback and resubmits the revised draft policy to the appropriate University official.
5. Secures approval by respective officer (Note - if a policy involves compliance with regulatory issues, University legal counsel must have reviewed the policy).
6. Forwards approved policy to the President to ensure the Policy development process is followed and proper signatures are applied.
7. Disseminates policy as appropriate
3. Standard Policy Template
To ensure consistency, a standard policy template has been created. Use of the standard policy template facilitates the adoption of clear, concise policies and procedures at all levels of the organization. All policies should be in the standard University Policy Template and all sections must be included. If a section does not contain any information or is not applicable, the drafter should put “N/A” under the section heading. Please refer to the Forms/Instructions section of this Policy for the official University Policy Template.
4. Interim Policies
Policies may be put into place on an interim basis in situations where a University policy must be established in a time period too short to permit the completion of the process delineated in this policy. An interim policy will remain in force for up to six months from the date of issuance.
5. Issuing a Policy
The University Provost will assist in the coordination of announcements and distribution of newly released policies in order to ensure that the University community is made aware of changes when they occur. Newly released policies will be communicated to the community at large via targeted E-mail messages and/or other means as appropriate.
6. Origination Date
Every policy should have an origination date so that it is clear when and for how long the policy has been in effect.
7. Policy Applicability/Who Needs to Know the Policy?
A brief statement should be provided indicating who should observe the policy, who may be
affected by the policy, and/or who should understand the policy in order to perform his/her job.
8. Review Periods/Policy Amendments
Every policy shall be reviewed periodically as determined by the Policy Owner. The period of review should be identified on the document when the policy is approved and implemented. Policy end dates should also be listed, where applicable. The last amended date and next review date headings must be included and maintained. These dates are an important management tool, as they will be used to notify the responsible department when it is time to review the policy. The Policy Owner is responsible for updating the policy if there is a change in law or regulation.
When changes are necessary to a University policy, the responsible University office should forward the amendment to the appropriate University officer.
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Subject Experts
The following may be consulted for additional information.
University Provost
Legal Counsel
President