Hi Tony: At Ohio State, our university policy template includes two main sections: Policy and Procedure. Sometimes only one of the two sections needs updated (e.g., procedure section) and that section gets an updated edit (non-substantive changes/correction of error) or revision date both at the section level and at the end of the policy under "history".
If a substantive change (AKA "revision") is made to the Procedure section (or the Policy section, or both), it will need to go through the university policy process. If it is a correction of error (AKA "edit"), if does not need to go through the university policy process. Either way, all dates changes were made (everything except fixing URLs) must be noted in the policy document in the "history" portion and the specific section that was modified. However... while we include Procedures in our university policies, we also realize that sometimes the procedural pieces of a policy need more flexibility - maybe the responsible office needs to update them annually or maybe they're not really what's intended to be covered in the Procedure section. In those cases, they may appear as an associated document and get listed in the "resources" part of the policy. For example, maybe a new policy is being issued and there will need to be an implementation guide for the first year or two but after that it will likely change drastically to maintenance process/best practices, that is probably more appropriately an associated document. We review these on a case-by-case basis to determine what is best for the unit while being consistent with our policy process. There are also standards and requirements documents, which are governing documents (a relative of university policies), that currently do not go through a centralized process like university policies do. We are working towards the adoption of a "University Policies" policy (affectionately referred to as a Policy on Policy) but we're analyzing whether there should also be some centralized operation around those other governing documents. More to come on this piece... This is the format of our policies (template attached): I. Policy (required; also requires dates) - short general descriptive paragraph a. Purpose of the Policy (required; include regulatory or legislative references) - short general descriptive paragraph b. Table of Contents (optional; suggested for documents 8-10 pages or longer) - use table of contents function c. Definitions (optional; suggested for terms that have specialized meaning in policy; terms are bolded the first time they are used) - chart format d. Policy Details (optional) - outline format II. Procedure (required; also requires dates) - outline format a. Responsibilities (required; number responsibilities if more than one for any position or office) - chart format b. Resources (required for any resourced referenced in the policy; divide into subcategories if possible (e.g., forms, websites, etc.)) - list format c. Contacts (required) - chart format d. History (required) - list all changes chronologically, including BOT resolution number if applicable There's more info about our process available on our website: www.policies.osu.edu<http://www.policies.osu.edu>. I'm happy to answer any questions you may have! Hope this is helpful, Christie [The Ohio State University] Christie Frankart Assistant Compliance Director Office of University Compliance and Integrity 1534 N. High Street, Columbus, OH 43201-2190 P: 614-292-6585 frankart...@osu.edu compliance.osu.edu From: bounce-120628506-73377...@list.cornell.edu [mailto:bounce-120628506-73377...@list.cornell.edu] On Behalf Of Graham, Anthony R Sent: Friday, July 15, 2016 1:28 PM To: 'acup...@list.cornell.edu' <acup...@list.cornell.edu> Subject: [acupa-l] Policy on Procedures I am working on our Establishing University Policy (policy and procedure) and our Establishing University procedures (policy and procedure). Does anyone have a specific policy on procedures? If you have procedures embedded in a policy (like Cornell) do you ever update procedures without adjusting the policy? If you have procedures in a separate document (like Minnesota) do you have specific instructions for managing procedure updates? I haven't been able to find anything specific to procedures looking around. Thanks, Tony Graham Manager Sarbanes-Oxley 3100 Cathedral of Learning University of Pittsburgh 412-624-4206 Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at jamiepar...@cornell.edu<mailto:jamiepar...@cornell.edu?subject=ACUPA%20e-list%20assistance> or 607-255-6837.
Policy Template 2016 03 15.docx
Description: Policy Template 2016 03 15.docx
