1.01—Establishing and Creating University Policy and Procedures

Effective: 11/10/2004
Senate Proposal: No
Responsible University Officer: Vice President for Administration
Responsible Office: Business Operations

Policy Statement

The Michigan Technological University (the University) community will have ready access to well articulated and understandable University policies and related procedures.

University policies and procedures will be:

• presented in a common format,
• formally approved,
• centrally maintained,
• kept current within the framework of an organized system of change control, and
• distributed to all relevant operating units in a timely manner.

University policy is established by the University officers as designated by the Board of Trustees.

Policy Requirements

A University policy satisfies all of the following criteria:

1. It is a governing principle that mandates or constrains actions.
2. It has institution-wide application.
3. It will change infrequently and sets a course for the foreseeable future.
4. It helps ensure compliance, enhances the University's mission or reduces institutional risk.
5. It is approved at the senior levels of the University.

A formatted policy must replace any unformatted policies that may have been distributed in an emergency.

Approved University policies and procedures will be available at this Web site. Copies of the printed version of the polices and procedures will be made available at the Vice President for Administration office in Room 314 of the Lakeshore Center, the Provost and Sr. Vice President for Academic Affairs office in Room 503 of the Administration Building; and the Documents Resource Room and the Archives in the J.R. Van Pelt Library.

Changes to the Web version of any policy or procedure will be explained on the What's New page.

Reason for Policy

Policies and procedures that are easy to find, read, and understand will:

• help the University accomplish its mission,
• maintain accountability,
• provide faculty, staff, and students with clear, concise tools, and
• clarify how the University does business.

University-wide policies are established to administer the University in accordance with state and federal legislation, reasonable practice, and the delegation of authority by the Board of Trustees.

Related Policy Information

A proposal does not become policy until it has been reviewed and approved by the appropriate University officer.

All new policies and policies with substantial revisions are reviewed by the Policy and Procedures Review Committee for consistency, readability, and format.

Exclusions

Board of Trustees policies and policies that do not have University wide applications are excluded.

Contacts

Definitions

Board of Trustees Policy - A Board of Trustees policy applies to the University as a whole. It is intended to be enduring rather than responsive to a particular issue. Board policy may include procedures. More often, procedures are found in University policy. Board of Trustees policy becomes operational through its conversion to University policy and implementation by the Executive Council.

Executive Council - A group appointed by the president and generally comprised of the president, provost, vice presidents, and chief financial officer (CFO).

Policy and Procedure Review Committee - A standing committee appointed and chaired by the policy coordinator to review policy and procedures for format and readability.

Policy Coordinator - An individual identified by the vice president for administration to assist with policy development, coordination, and dissemination.

Procedures - Documented steps or activities that accomplish the goals and directives of a related policy.

Responsible Office - The office or unit that generated or maintains the policy.

Unformatted Policy - A policy, issued by the president (or designee), which is not in the standard policy format and may not have been approved by the Executive Council. These policies are used when there is an urgent need to communicate a new policy.

University Officer - The president, provost, vice presidents, or CFO delegated to create and implement University policies in their specific area, office, or jurisdiction.

University Policy - Formally approved guiding or governing principles, which support University strategies and objectives in conducting University affairs.

Responsibilities

Department Chair/Director or Immediate Supervisor - Review all policies and procedures for University-wide impact.

Executive Council - Monitor, discuss, advise, or take action on appropriate University policy and on policy issues.

Policy Coordinator - Serve as a policy resource to responsible offices, University officers, and those proposing policy. Assist with policy development, route and coordinate copies of draft policy, and assist with dissemination. Maintain the master list of policies and policy numbers. Maintain files of the approved copy of each policy. The file will contain pertinent back up materials applicable to the development of each new policy and procedure.

Policy and Procedure Review Committee - When necessary, assist in measuring readability and make recommendations based on readability, consistency, and format to the policy coordinator.

Responsible Office - Verify the accuracy of policy subject matter. Develop and maintain the process to administer policies and procedures. Maintain the accuracy of information contained in policies and procedures. Communicate approved policies and procedures to the University community.

University Officer - view and approve final policy drafts for reporting area. When appropriate, propose policy or work with responsible office to write policies and, in some cases, procedures.

Procedures

In support of this policy, the following procedures are included:

Procedure

• 1.01.1 Developing University Policy
• 1.01.4 Revising University Policy
• 1.01.2 Process of Procedure (flow chart for Developing University Policy)
  • Flow Chart (This is a PDF file which requires Adobe Acrobat Reader installed on users machine.)

Forms and Instructions

In support of this policy, the following forms/instructions are included:

Instructions

• 1.01.1.1 Policy Format and Organization Forms
• 1.01.1.2 Policy Template
• 1.01.1.3 Consulted/Researched
• 1.01.1.4 Procedure Template
• Policy Action and Approval Form

Appendices

• 1.01.3 Writing Style Guide

Adoption Date

Revisions