Policy I.1

Help

Policy on Implementation of Policies and Procedure
NUMBER
Section I Policy I.1
POLICY TITLE
Policy on Implementation of Policies and Procedures
DATE OF ISSUE
October 1, 2013
EFFECTIVE
October 15, 2013
DISTRIBUTION
Faculty and Staff
AMENDS
Section I., Policy I.1
THIS POLICY CANCELS
N/A
 
 
  Part I. PURPOSE
The purpose of this policy is to establish a formal system for development, discussion, review and approval of University policies and procedures.
 
  Part II. APPLICABIITY
  A. Scope
This policy is applicable to all policies and procedures developed at JCSU.
  B. Eligibility
Every policy or procedure is eligible for adaptation to this policy format. .
  C. Responsibility
Policies and procedures represent the operational knowledge of the University and are an asset of the University. Procedures are not the property of the individual performing a task; therefore, all procedures must be maintained in writing to ensure continuity of operations. It is the responsibility of the management of each administrative and divisional unit to ensure that all policies and procedures are maintained in writing.
 
  Part III. GUIDELINES AND STANDARDS
  A. Format
All University policies should include, but not be limited to, the following:
  1. Purpose
  2. Applicability
    1. Scope
    2. Eligibility
    3. Responsibility
  3. Guidelines and Standards
  4. Results
  5. Exceptions and Deviations
  6. Definitions
  7. Regulatory Compliance
One of the sections above may not be applicable. In such cases, the section should be labeled [Not Applicable or NA].Review and Approval of Policies
  1. Institutional policies may be initiated by the President or recommended to the appropriate dean, vice president or assistant vice president of any unit or committee, and must be consistent with the mission of the University.
  2. Institutional policies recommended by a dean, vice president or assistant vice president must be submitted for review by the Administrative Council prior to submission to the President.
  3. Authority for final approval of policy rests with the President or, in some cases, the Board of Trustees upon the recommendation of the University President.
  4. The process for approving a policy must be documented by Johnson C. Smith University’s Policies and Procedures Manual and the relevant divisional policies and procedures manual. A copy of the manual shall be maintained by each unit and made available to all employees in the unit for reference.
  B. Review and Approval of Procedures
    1. Internal Operating Procedures
      1. Internal operating procedures must be reviewed prior to implementation to ensure that the procedures, as presented, provide adequate internal controls over the process and are not in conflict with overall University policies and procedures. This review may be done by the unit director and, on request, by the appropriate dean, vice president or assistant vice president.
      2. The appropriate dean, vice president or assistant vice president must approve internal procedures.
      3. Internal procedures will be distributed to every employee within the unit and maintained in the divisional policies and procedures manual for reference. Copies of the procedures will also be forwarded to the President, members of the Administrative Council and the other appropriate officials of the University.

    1. Institutional Procedures
      1. Institutional procedures may be recommended to the appropriate dean, vice president or assistant vice president by any unit or committee, and must be consistent with the mission of the University.
      2. Institutional procedures recommended by a dean, vice president or assistant vice president must be submitted for review to the members of the Administrative Council prior to submission to the President for action. Authority for final approval of procedure rests with the President on the recommendation of the Administrative Council or the responsible dean, vice president or assistant vice president.
      3. The process for approving the procedure must be documented on a Divisional Procedure Review and Approval Schedule.
      4. Copies of approved institutional procedures will be issued to appropriate operational units of the University.

  1. Review and Revision of Policies and Procedures
    1. Appropriate management will review all policies at least annually to ensure that all policies are consistent with the University mission and that procedures reflect current operations. Managers will recommend revisions to policies and procedures, as necessary.
    2. Recommended changes to policies and institutional procedures must be submitted for review by the appropriate dean, vice president or assistant vice president.
      1. Editorial changes, such as changes in position title, department name, or similar corrections may be approved by the dean, vice president or assistant vice president in consultation with and upon direction by the Board or President and submitted to the Assistant Vice President for Human Resources to update the JCSU Policies and Procedures Manual.
      2. Substantive changes, such as changes in required approvals or responsibilities, must be submitted through the procedures approval process described in Part III (A, B, and C.1.2), above and documented by a Policy/Procedure Review and Approval Schedule.
 
  Part IV. EXPECTED RESULTS
The implementation of this policy is expected to facilitate institutional effectiveness and the development and dissemination of a University Policies and Procedures Manual.
 
  Part V. EXPECTATIONS  AND DEVIATIONS
Exceptions to this policy may be made by the President, Executive Vice President/COO or Board of Trustees of Johnson C. Smith University, except when prescribed by the President or the Board there are no exceptions to the policy.
 
  Part VI.DEFINITIONS
  1. Policies are general management statements that provide direction for achieving the mission of the University and serve as guides to actions and decisions. Policies require the review of the Administrative Council and, upon the recommendation of the President, may require approval of the Board of Trustees.
  2. Procedures are the prescribed method by which a series of related activities are performed, the detailed process necessary to accomplish tasks, achieve objectives or implement policy. Procedures may be internal to the operational unit or can affect two or more units of the campus.
    1. Internal procedures are the processes followed by unit employees to accomplish the unit’s tasks.
    2. Institutional procedures are those that must be followed by units interacting with the issuing unit, by students of the University or by University employees.
 
Part VII. REGULATORY COMPLIANCE
  1. This section is used to describe the applicable law, audit requirement, or accreditation standard from which the policy emanates. Periodic revisions to policies and procedures may be required to ensure continued compliance.