Development Of University Procedures

INITIATED: January 1, 1999

APPROVED: January 1, 1999

PURPOSE

To provide guidance pertaining to the development or updating of Procedures for inclusion into the University's Procedure Manual.

APPLICABILITY

All Faculty and Staff.

GENERAL

The format utilized in developing or updating procedures 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 procedure, submittal and approval process, and management procedures.  All procedures, whether new or updated, being recommended for inclusion to the University's Procedure Manual will be submitted in the format stated below.  Any department or division having questions about this process after reading these instructions can call the Human Resources Department for assistance at ext. 2330.

PROCEDURE

FORMATTING:  In developing or updating a procedure, it is important to remember not to include any policy statements within this document.  Initiating or updating a procedure for approval and inclusion into the University's Procedure Manual will be the responsibility of the initiating department/division.  The initiating department/division submitting the recommendation of a new or updated procedure will submit their recommendation via email through their respective Vice President to the H.R. department.  The format for new and updated procedures follow:

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

SPACE TWO LINES DOWN:  Type the word "INITIATED:" and the date the procedure 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 procedure.

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 procedure.

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

SPACE TWO LINES DOWN:  Type the procedure statement.  Type only the procedure, not guidelines, policies 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 the procedure.  This section may be used if there are reference materials that may be supportive of the recommended procedure (i.e. a State or Federal Law).  Do not list policies.

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 procedures being recommended for inclusion to the Administrative Procedures 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 procedure, will forward the procedure with their concurrence to Human Resources who will enter the approval date to procedure and will post the procedure 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 procedures that have been included into the Administrative Procedures Manual as they are approved.

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

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

REFERENCES

None.

INITIATING DEPARTMENT/DIVISION

Human Resources, ext. 2330