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NUMBER
Policy I.0
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POLICY TITLE
INTRODUCTION
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DATE OF ISSUE
July 1, 2011
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EFFECTIVE
July 1, 2011
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DISTRIBUTION
Faculty and Staff
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AMENDS
July 1, 2004
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THIS POLICY CANCELS
N/A
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Part I. PURPOSE
The purpose of this manual is to detail standard operating procedures for Johnson C. Smith University. These procedures are intended to facilitate the day-to-day operations and reporting requirements and should be used in conjunction with the other Policies and Procedures Manuals and other administrative memoranda approved by the President or the Board of Trustees, which may be disseminated from time to time.
More specifically, the purposes of the Manual are as follows:
- To reduce the need for constant verbalization of instructions and procedures required for accomplishing tasks;
- To articulate clear policies and procedures which provide a conceptual framework for improving and strengthening decision making within the area;
- To reduce substantially the need for administrators to “touch base” with the next higher level of reporting prior to making a decision or acting on a matter; and
- To identify the levels at which decisions and reviews of requests and compliance with applicable University policies should be made.
Part II. APPLICABIITY
A. Scope
This Manual applies to all relevant offices and persons at JCSU. It is intended for particular use by senior vice presidents, vice presidents, assistant/associate vice presidents, deans, academic department chairs, directors and coordinators.
B. Eligibility
All university departments and business units are eligible under this policy.
C. Responsibility
The chief administrative officer of each business unit is responsible for the enforcement of this policy.
Part III. GUIDELINES AND STANDARDS
A. Review and Approval
The President of Johnson C. Smith University has adopted a decentralized approach to decision-making and management. Under this administrative procedure, decisions are made at the closest affected level. A characteristic of decentralized decision-making is that checks and balances exist throughout the structure to ensure that decisions made are consistent with policies, procedures, and practices approved by the board or president. Each administrator within the structure indicates approval or non-approval of transactions forwarded by his/her signature. Thus, it is imperative that all affected administrators carefully review and critically analyze requests and recommendations prior to approval and forwarding. This approach requires greater accountability of decentralized offices to be responsive and responsible for their actions.Another characteristic of the decentralized approach to decision-making is that it does not rely upon nor encourage the practice of checking with the next highest administrative level prior to making a decision or “passing the buck” so to speak. Accountability is at the level where the decision is made. Instead, each administrator makes the best rational and objective decision possible in light of the information available.The elements of a good transaction (decision or recommendation or request) are as follows:
- It is consistent with approved policies, procedures, and practices;
- It is ethical and in the best interests of the University;
- There is a logical, rational and clearly identifiable basis for the decision;
- It does not set a precedent, which cannot be adhered to in the future;
- It is objective in the sense that favoritism and partiality do not exist. That is, it is consistently applied to all persons regardless of personal feelings regarding the individual involved;
- It considers the possible ramification or consequences of implementing the decision;
- It considers and identifies the attendant costs and resources needed to implement the decision;
- It is well documented and justified indicating the benefits to be derived
- It contains the pertinent information needed by the next highest-level administrator in making a decision or reviewing the request or recommendation.
B. Routing of Information
Items requiring approval of an approval authority are to be routed according to the following:
Faculty or Staff Member [route to] Department Chair, Program Director, or Coordinator [route to] Manager or Area Director [route to] relevant dean, vice president or assistant/associate vice president [route to] President, where applicable. These items would include, but not be limited to:
- All Policy Matters
- Annual Reports
- Curriculum Matters
- Budgetary Matters
- Report of Teaching Loads
- Recommendations or Concerns regarding Faculty (Salary, Salary Increments, Rank, Advertising for Positions, Faculty Development, Teaching Assignments, ETC.)
- Evaluations
- Extended Leave of Absence Requests
- Recommendations/concerns regarding staff (salary, salary increments, advertising for positions, professional development, travel, special assignments)
- Requests regarding any deviation from established policies (e.g., permission for a staff member to work overtime)
- Request to Engage in Outside Employment/Consulting
- Authorization to Travel
- Expense Reports
- Requisitions
- Change in staff work schedules
Part IV. EXPECTED RESULTS
This policy is intended to facilitate the day-to-day operations of the University.
Part V. EXPECTATIONS AND DEVIATIONS
Deviations and exceptions require written approval from the President or his/her designee. Where appropriate, the correspondence regarding the above matters should be addressed to the President, with space provided for signatures by all intermediate persons, and forwarded to other appropriate persons, such dean(s) or vice president(s) . A standard form meeting the same criteria is satisfactory.
Part VII. REGULATORY COMPLIANCE
Article III, Section 5 of the By-Laws of Johnson C. Smith University, Incorporated.