RE:[acupa-l] Policy on Procedures

[Heather Foster]

Hi Tony,

UTSA does not have a policy on procedures. We include very high level 
procedures in our policy and ask policy owners to maintain detailed procedures 
on departmental or college websites. We can make changes to procedures in 
policy w/o making other adjustments.

Thanks,
Heather

From: bounce-120643320-56848...@list.cornell.edu 
[mailto:bounce-120643320-56848...@list.cornell.edu] On Behalf Of Bartlett, 
Deborah
Sent: Friday, July 22, 2016 5:47 PM
To: Association of College and University Policy Administrators 

Subject: Re:[acupa-l] Policy on Procedures

Anthony,

We publish our administrative procedures both in the same documents with the 
policies and without.  Our "policy on policies" covers the review and approval 
processes applicable to both.  You may view this policy at:
http://public.wsu.edu/~forms/HTML/EPM/EP5_Policy_Approval_and_Distribution.htm

We often update procedures without adjusting the policy.  However, if both are 
included in the same section, the revision date applies to the entire document. 
 The revision process is the same, but the level of administration approval 
required for procedural-only revisions is different than for revisions that 
include policy changes, as indicated in EP5 above.

For further reference as to how we write and organize our policies and 
procedures, you're welcome to take a look at any of the three administrative 
manuals my office publishes for WSU, at:

  *   http://public.wsu.edu/~forms/HTML/BPPM/01.01_Table_of_Contents.htm
  *   
http://www.wsu.edu/manuals_forms/HTML/SPPM/1_Introduction-Organization/1.01_SPPM_TOC--By_Chapter.htm
  *   
http://public.wsu.edu/~forms/HTML/EPM/EP00b_Intro_and_Table_of_Contents--topical.htm
 (I'm sending you the link to the topical index for our Executive Policy 
Manual, organized by policy function.)

Hope this helps -
Deb
-

Deb Bartlett
Director
Office of Procedures, Records, and Forms
Washington State University
Pullman, WA 99164-1225
Phone: 509-335-2004
Fax:  509-335-3969
Email:  dba...@wsu.edu<mailto:dba...@wsu.edu>


From: "Graham, Anthony R" mailto:agra...@cfo.pitt.edu>>
Reply-To: Association of College and University Policy Administrators 
mailto:acup...@list.cornell.edu>>
Date: Friday, July 15, 2016 at 10:27 AM
Subject: 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.

Re:[acupa-l] Policy on Procedures

[Bartlett, Deborah]

Anthony,

We publish our administrative procedures both in the same documents with the 
policies and without.  Our “policy on policies” covers the review and approval 
processes applicable to both.  You may view this policy at:
http://public.wsu.edu/~forms/HTML/EPM/EP5_Policy_Approval_and_Distribution.htm

We often update procedures without adjusting the policy.  However, if both are 
included in the same section, the revision date applies to the entire document. 
 The revision process is the same, but the level of administration approval 
required for procedural-only revisions is different than for revisions that 
include policy changes, as indicated in EP5 above.

For further reference as to how we write and organize our policies and 
procedures, you’re welcome to take a look at any of the three administrative 
manuals my office publishes for WSU, at:

  *   http://public.wsu.edu/~forms/HTML/BPPM/01.01_Table_of_Contents.htm
  *   
http://www.wsu.edu/manuals_forms/HTML/SPPM/1_Introduction-Organization/1.01_SPPM_TOC--By_Chapter.htm
  *   
http://public.wsu.edu/~forms/HTML/EPM/EP00b_Intro_and_Table_of_Contents--topical.htm
 (I’m sending you the link to the topical index for our Executive Policy 
Manual, organized by policy function.)

Hope this helps —
Deb
-

Deb Bartlett
Director
Office of Procedures, Records, and Forms
Washington State University
Pullman, WA 99164-1225
Phone: 509-335-2004
Fax:  509-335-3969
Email:  dba...@wsu.edu


From: "Graham, Anthony R" mailto:agra...@cfo.pitt.edu>>
Reply-To: Association of College and University Policy Administrators 
mailto:acup...@list.cornell.edu>>
Date: Friday, July 15, 2016 at 10:27 AM
Subject: 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

RE:[acupa-l] Policy on Procedures

[Frankart, Christine]

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. 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' 
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

Re: [acupa-l] Policy on Procedures

[Erica Heffner]

Our “policy on policies” also covers university operating procedures and 
clarifies the distinction between the two.  The policy is here: 
http://www.uvm.edu/policies/general_html/adopt_policy.pdf

Best,
Erica Heffner, MEd, CCEP
Asst. Director Compliance Services
University of Vermont
erica.heff...@uvm.edu
p. (802)-656-1398


Ethics and Compliance Reporting and Help 
Line  or 
Toll Free (877) 310-0413

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From: 
mailto:bounce-120628506-73215...@list.cornell.edu>>
 on behalf of "Graham, Anthony R" 
mailto:agra...@cfo.pitt.edu>>
Reply-To: Association of College and University Policy Administrators 
mailto:acup...@list.cornell.edu>>
Date: Friday, July 15, 2016 at 1:27 PM
To: "'acup...@list.cornell.edu'" 
mailto: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
 or 607-255-6837.

RE:[acupa-l] Policy on Procedures

[Rippke, Sheryl L [U CSL]]

Hi Tony,

In an attempt to avoid the accusation that administrators love unwarranted 
bureaucracy, I provide guidance in the form of a web page and 
templates instead of using the 
likely-to-get-me-tarred-and-feathered term "policy on policies." I know my 
audience!

Sheryl
Sheryl Rippke
Policy Administrator
Office of University Counsel
Iowa State University
515-294-1385
From: bounce-120628506-56848...@list.cornell.edu 
[mailto:bounce-120628506-56848...@list.cornell.edu] On Behalf Of Graham, 
Anthony R
Sent: Friday, July 15, 2016 12:28 PM
To: '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
 or 607-255-6837.

RE:[acupa-l] Policy on Procedures

[Robert Flores]

For the University of Utah, the relationship of Policies/ Rules and Procedures, 
and the approval/updating processes for them each, are explained in our prime 
regulations.

Policy on University Regulations 1-001  
http://regulations.utah.edu/general/1-001.php

University Rule 1-001: Oversight and Development of University Regulations  
http://regulations.utah.edu/general/rules/R1-001.php

And the historical background explanations for our system are available at

http://regulations.utah.edu/general/appendices_1/1-001memo.phpand
http://regulations.utah.edu/general/appendices_1/R1-001memo.php

Bob Flores

## Prof. Robert Flores, SJ Quinney College of Law; Special Assistant for 
Faculty-- Associate V.P. Academic Affairs; Senate Policy Liaison, University of 
Utah. Direct 801-581-5881
robert.flo...@law.utah.edu  ##

From: bounce-120628506-73004...@list.cornell.edu 
[mailto:bounce-120628506-73004...@list.cornell.edu] On Behalf Of Graham, 
Anthony R
Sent: Friday, July 15, 2016 11:28 AM
To: '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
 or 607-255-6837.

Re: [acupa-l] Policy on Procedures

[Phillips, Karen]

Hello, all,

We at UT Arlington are in the process of collapsing our directives structure
into a one-stop shop that will separate but coordinate policies and their
implementing procedures and forms.  Unfortunately, I don't have anything to
contribute except for the concept at this time.

Regards,

Karen Phillips
Policy Analyst
Office of University Compliance and Legal Affairs
The University of Texas at Arlington
(817) 272-5577

From:   on behalf of "Teets,
Jessica E" 
Reply-To:  Association of College and University Policy Administrators

Date:  Friday, July 15, 2016 1:09 PM
To:  'Association of College and University Policy Administrators'

Subject:  RE:[acupa-l] Policy on Procedures

Tony,
 
We have moved to keeping procedures separate from policies. The Statement of
Policy and the definition of Operating Procedures in our policy on policies
<http://www.purdue.edu/policies/governance/vc1.html>  describe what
constitutes an operating procedure, who has to approve it, and the
requirements for posting and notifying the policy office.
 
Hope this helps,
 

Jessica Teets
Coordinator, University Policy Office
Purdue University
765-496-9634
 

From: bounce-120628506-56848...@list.cornell.edu
[mailto:bounce-120628506-56848...@list.cornell.edu] On Behalf Of Graham,
Anthony R
Sent: Friday, July 15, 2016 1:28 PM
To: '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 haven¹t 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.

 

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.





smime.p7s
Description: S/MIME cryptographic signature

RE:[acupa-l] Policy on Procedures

[Teets, Jessica E]

Tony,

We have moved to keeping procedures separate from policies. The Statement of 
Policy and the definition of Operating Procedures in our policy on 
policies describe what 
constitutes an operating procedure, who has to approve it, and the requirements 
for posting and notifying the policy office.

Hope this helps,

Jessica Teets
Coordinator, University Policy Office
Purdue University
765-496-9634

From: bounce-120628506-56848...@list.cornell.edu 
[mailto:bounce-120628506-56848...@list.cornell.edu] On Behalf Of Graham, 
Anthony R
Sent: Friday, July 15, 2016 1:28 PM
To: '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
 or 607-255-6837.

RE:[acupa-l] Policy on Procedures

[Maria E Eynon]

Hi Tony,

The UC Davis Development and Management of Campus Administrative Policies can 
be accessed at the following link: http://manuals.ucdavis.edu/PPM/preface.pdf.

Thanks,

Maria Eynon
Policy Analyst
Office of the Provost and Executive Vice Chancellor
UC Davis
One Shields Avenue
Davis, CA 95616
530-752-0655 (tel)/530-752-6793 (fax)
mey...@ucdavis.edu


From: bounce-120628506-76015...@list.cornell.edu 
[mailto:bounce-120628506-76015...@list.cornell.edu] On Behalf Of Graham, 
Anthony R
Sent: Friday, July 15, 2016 10:28 AM
To: '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
 or 607-255-6837.

RE:[acupa-l] Policy on Procedures

[Witmer, Rick]

Hi Tony,

Here is Penn State's Policy on POLICIES:

https://guru.psu.edu/policies/AD00.html

Hope that it is helpful.

Rick

Senior Procedures Specialist / Supervisor
Penn State University
Systems & Procedures / GURU Website
https://guru.psu.edu
202B James M. Elliott Building
814-863-8658
814-865-3937 FAX



From: bounce-120628506-73213...@list.cornell.edu 
[mailto:bounce-120628506-73213...@list.cornell.edu] On Behalf Of Graham, 
Anthony R
Sent: Friday, July 15, 2016 1:28 PM
To: '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
 or 607-255-6837.