University Policy Office

1.01.1.1—Policy Format and Organization

Introduction

This document provides the format and organization of University policy. Appendix 1.01.3 Writing Style Guidelines provides more information regarding each specific requirement.

TITLE BLOCK

Policy Number: The number assigned to the policy. The following numbering system will be used for policies and procedures:

Policies will bear five digit numbers: one single digit and one four-digit number separated by a period as in the following example:

1.01

Establishing and Creating University Policy and Procedures

1st digit:

Volume of policy (1 = Board of Trustees, 2 = University)

2nd digit:

Category (see below)

3rd - 5th digits:

Assigned policy number (ex: 001, 002, 003, 010)

University Policy Categories

1.00

General University Policies. A category of policies of a general nature affecting faculty, staff, and students. Subjects may include but are not limited to: policy and procedure development, general subjects, computing.

2.00

Business and Finance Policies. A category of policies governing University financial resources. Subjects may include but are not limited to: authorization, contracts, grants, purchasing, budgets, tuition and fees, tuition classification, student financial aid, travel, fees, audits, check requests for the Tech Fund.

3.00

Academic Policies. A category of policies governing teaching, academics and academic administration. Subjects may include but are not limited to: academic regulations, academic programs, admissions standards, advising, curriculum, external agreements, general education, international education, instruction, summer session, and student performance.

4.00

Research Policies. A category of policies that pertain to research activities.

5.00

Campus and Facilities Policies. A category of policies that pertain to the use of the campus and its facilities. Subjects may include but are not limited to: law enforcement, parking, buildings, infrastructure, real estate, inventory and equipment, building access, solicitation/distribution on campus.

6.00

Personnel Policies. A category of policies that pertain to personnel. Subjects may include but are not limited to: benefits, compensation, separation, diversity and non-discrimination, hiring, appointments and reassignments, leaves, absences, holidays, vacations and university closures, performance, retirement, undergraduate and graduate student employment.

7.00

Student Policies. A category of policies governing University life for students. Subjects may include but are not limited to: student conduct, intercollegiate athletics, health insurance, greek life, student organizations, undergraduate student government, graduate student council.

8.00

Public Relations Policies. A category of policies that pertain to the advancement and marketing of the University. Subjects may include but are not limited to: publications, logos, information releases.

A third set of up to two digits separated from the policy number by a period identifies the supporting University procedures associated with the policy (example: 1.01.1 Developing University Policy). Some components may also have internal procedures/forms/instructions that support these procedures. They are labeled by extending the numbering by two more digits (example: 1.01.1.1 Policy Format and Organization). There are no restrictions on procedure numbering regarding the use of digits beyond the initial five digits of the policy number. Both alphanumeric and numeric symbols may be used.

Title: The name identifying the policy.
Effective: The date the policy is to be implemented. This may or may not coincide with the approval date. The format is: MM/DD/YEAR.
Senate Proposal: Either Yes or No which indicates whether or not the policy originated from a University Senate proposal. If yes, the policy requires Senate approval for changes to the policy.
Responsible University Officer: Title of the University officer responsible for implementing the policy and ensuring necessary procedures and guidelines are developed.
Responsible Office: Name of the University office with responsibility of implementation of the policy.

POLICY

Policy Statement

A well-articulated, authoritative expression of philosophy and direction. Does not change frequently.

Policy Requirements

Required elements for any procedures supporting the policy. This could change frequently.

Reason for Policy

Background information explaining the need and result of the policy. This could change frequently.

Related Policy Information

Additional policy information that may be, but is not limited to: policy support, restrictions to the policy, policy waivers, and policy sanctions. This could change frequently.

Exclusions

Exclusions (groups of individuals, funding, etc.) to the policy - if none, it is assumed that the policy applies across the University.

Contact(s)

Offices/Units that can be contacted regarding the policy. The format is:

Office/Unit Name Telephone Number
Ex.: Chief Financial Officer 7-2642

Definitions

Unique terms that by being defined, add to the reader's understanding of the policy. The format is:
Word - Definition
Example:
Definitions -Unique terms that by being defined, add to the reader's understanding of the policy.

Responsibilities

Individual areas of responsibility followed by the function to be performed. The format is:
Area of Responsibility - Responsibility
Example:
Department Chair/Director or Immediate Supervisor - Review all policies and procedures for University-wide impact.

Procedures

List of procedures that directly support this policy.

Forms and Instructions

List identifying forms and associated instructions that directly support the procedures listed above.

Appendices

Any lengthy or complex reference information that would disrupt the flow of the other sections.


Revisions

04/10/2017 Transfer of policy page from HTML to CMS. General Policy numbers renamed from "2.1000" to "1.00 General University". Specifically from "2.1001.1.1—Policy Format and Organization" to "1.01.1.1—Policy Format and Organization".

Audit trail of policy adoption and revisions. Will include the adoption date followed by revision information which includes each revision date and a brief note explaining the revision. If the policy originated from a University Senate proposal, the proposal number and any amendments are listed here.