SUBJECT:
Preparation of University Policy and Procedures, Administration 1
PURPOSE:
University Policies and Procedures are the guides to systematic actions by the University. The Policy is the general statement of position. The Procedure is an outline of administrative action to be taken and/or the procedure to be followed to implement the policy under certain specified conditions. It serves the purpose of providing continuity of operation in various administrative areas of responsibility, and gives staff the basis for their work. Detailed, department-specific procedures will be developed and maintained by the individual responsible department(s) identified in each Policy and Procedure.
POLICY:
Any employee/committee of the university may suggest the preparation and/or the revision of a University Policy and/or Procedure. Whenever possible, this suggestion should be made to the employee/committee's immediate administrative supervisor.
RATIONALE:
Each policy will include a rationale that will identify issues underlying the policy formulation.
PROCEDURE:
Once a policy has received approval from the immediate administrative supervisor the drafts will be provided to the Administrative Assistant to the President for distribution to the members of the Executive Council for review and discussion.
Upon Executive Council review, the Administrative Assistant to the President will make modifications as needed and present a final form to the President for approval.
Once Executive Council (and Board of Trustees, if applicable) and appropriate committees have approved a new Policy or Policy change, the Administrative Assistant to the President will assign a sequential number (to a new Policy) and communicate the new Policy or change to the university community via plenary or leadership session(s), e-mail, and newsletter announcements. The Administrative Assistant to the President will maintain the University Policies and Procedures Manual on-line for the campus community to access. The President and Vice Presidents will each maintain a published policy manual in their offices; the Administrative Assistant to the President will submit paper copies of new and revised Policies to each Vice President.
INDEX:
Each Policy Statement will provide an index identifying Policy Number, Date Approved, Dates Revised, and a “See also:” section to identify related policies. Eg:
FORMAT:
University Policies and Procedures will follow a common format using Arial font, eleven-point size. University Policies will be assigned to one of the following responsibility categories and numbered sequentially within that category: Administration (A), Academic Affairs (AA), Academic Affairs – Faculty Personnel Policy (AA-F), Academic Affairs – Registrar (AA-R), Academic Affairs – Graduate (AA-G), Admissions (Ad), Business (B), Financial Aid (FA), Human Resources (HR), Institutional Advancement (IA), Student Policies and Procedures (SPP), Student Handbooks (SH), Catalog (C).
Graceland University
Policy and Procedure Illustration (A1)
SUBJECT:
Each statement will have a succinct title, as descriptive as possible.
PURPOSE:
Each statement will describe succinctly the purpose or applicable situation to which the policy pertains.
POLICY:
Each statement will contain a general statement of policy. It should declare the position on handling the subject class of actions. It is usually the statement published to the public if that is appropriate.
RATIONALE:
Each policy will include a purpose and/or rationale that will identify issues underlying the policy formulation.
PROCEDURE:
The ways that the policy is implemented should be described in enough detail to guide those that do the work to make fair and consistent decisions. Detailed procedures will be maintained in a separate document and referenced in this section of the related policy.
In some instances supporting information, forms, and/or schedules, are helpful in understanding policy and/or procedure. Such information should be attached or referenced, not incorporated, to the policy and procedure statement.
INDEX:
Each Policy Statement will provide an index identifying Policy Number, Date Approved, Dates Revised, and a “See also:” section to identify related policies. Eg:
