Development Of University Policies

INITIATED: January 1, 1999

APPROVED: January 1, 1999

PURPOSE

To provide guidance pertaining to the development or updating of policies for inclusion into the Administrative Policies Manual.

APPLICABILITY

All Faculty and Staff.

GENERAL

The format utilized in developing or updating policies is a change from previous formats and was designed to simplify preparation and processing procedures as well as saving time and resources.  This document contains information on formatting a policy, submittal and approval process, and management procedures.  All policies, whether new or updated, being recommended for inclusion to the University Administrative Policies Manual will be submitted in the format stated below.  Any department or division having questions about this process after reading those instructions can call the Human Resources Department for assistance at ext. 2330.

PROCEDURE

FORMATTING:  In developing or updating a policy, it is important to remember that only the policy statement itself will be contained in the document.  No supporting information such as procedures will be included in the policy statement.  A policy definition and the types of policies to be included can be viewed in the ADMINISTRATIVE POLICIES MANUAL GUIDELINES located in the Administrative Policies Manual.  Initiating or updating a policy for approval and inclusion into the Administrative Policies Manual will be the responsibility of the initiating department/division and will be submitted in the format stated below.

The initiating department/division submitting the recommendation of a new or updated policy will submit their recommendation via email through their respective Vice President to the H.R. department.  The format for new and update policies follows:

Line 1:  State the title of your policy.  Use bold and capital letters.

SPACE TWO LINES DOWN:  Type the word "INITIATED:" and the date the policy was originally developed.  Then space over 30 spaces and type in the word "APPROVED:."  Use bold and capital letters.

SPACE THREE LINES DOWN:  Type the word "PURPOSE" and then center the word on the page.  Use bold and capital letters.

SPACE TWO LINES DOWN:  Type the purpose of your policy.

SPACE THREE LINES DOWN:  Type the word "APPLICABILITY" and center on page.  Use bold and capital letters.

SPACE TWO LINES DOWN:  State all groups affected by the recommended policy.

SPACE THREE LINES DOWN:  Type the word "POLICY" and center on page.  Use bold and capital letters.

SPACE TWO LINES DOWN:  Type the policy statement.  Type only the policy, not guidelines, procedures or practices.

SPACE THREE LINES DOWN (OPTIONAL):  Type the word "REFERENCE" and center on page.  Use bold and capital letters.

SPACE TWO LINES DOWN:  List all references that support recommended policy.  This section may be used if there are reference materials that may be supportive of the recommended policy (i.e. a State or Federal Law).  Do not list procedures.

SPACE THREE LINES DOWN:  Type the words "INITIATING DEPARTMENT/DIVISION" and center on page.  Use bold and capital letters.

SPACE TWO LINES DOWN:  State the name of the department/division who initiated the recommendation or update, and phone number of the department/division.

SPACE THREE LINES DOWN:  List all links to supporting documents for this policy.

REMINDER:  PLEASE BACK UP YOUR WORK.

SUBMITTAL AND APPROVAL PROCESS:  All new or updated policies being recommended for inclusion to the Administrative Policies Manual will be submitted in the proper format by the initiating department/division to the respective Vice President for consideration and approval.  The Vice President, who after reviewing and concurring with the recommended policy, will forward the recommended/updated policy with their concurrence to the President for approval.

Upon approval of the recommended policy, the approved recommendation will be forwarded to Human Resources who will establish a policy number, enter the approval date to policy, and will post the policy to the official manual on the web page.

The Human Resources Department will notify the University Community via e-mail of all new or updated policies that have been included into the Administrative Policies Manual as they are approved.

MANAGEMENT OF POLICIES MANUAL:  As the designated manager of the University Administrative Policies Manual, Human Resources will coordinate with each department or division at least annually to review and ensure all existing policies are valid and current.

Questions or concerns pertaining to these instructions or the University Administrative Policies Manual can be directed to Human Resources at (906) 227-2330.

REFERENCES

None.

INITIATING DEPARTMENT/DIVISION

Human Resources, ext. 2330