|| Policy Review Subcommittee
|| President’s Office
|| President’s Cabinet
|Date of Approval:
|| October 4, 2011
|Date of Last Revision:
|Next Review Date:
All University policies must be developed, approved and published in accordance with the standards outlined in this policy.
Reason for Policy/Purpose
This policy is required for the effective communication of University policies, ease of use and for identification of those which have been approved. University policies must be kept current and made available to all relevant operating units in a timely manner.
Who Needs to Know this Policy
Any member of the Heritage University community who drafts or approves policies.
Website Address for this Policy
Questions regarding the policy or procedure for developing or publishing a University Policy, should be directed to the President’s Office. PresidentsOffice@heritage.edu
University policies covered by this standard are those that have broad application throughout the institution, help ensure coordinated compliance with applicable laws and regulations, promote operational efficiencies, enhance the University’s mission, are enforceable, and/or reduce institutional risk. These policies will be included both on the University’s official policy web site and in the Policy Manual maintained in the President’s Office.
Numerous other important school or departmental policies and procedures do not meet the above definition and are not governed by this document. These include but are not limited to those in the Administrative and Staff Handbook, the Faculty Handbook, and the Student Handbook. Limited policies should be clearly written and well communicated to those affected by them. It is suggested that the policy template, found in the “Forms/Instructions” section of this policy, be used as a guide for content.
All University policies must fall within the jurisdiction of a responsible university office. Each respective office originates, develops and administers policies and procedures relevant their operation, and is accountable for the accurate formulation, issuance, and timely updating of them.
Policy Development and Review
- New policies or policy revisions may be proposed by any individual, committee or department on campus.
- Policy proposals are submitted to the President’s Cabinet which will determine if a policy needs to be developed or revised and will designate the Responsible University Office.
- The Responsible University Office drafts, or appoints a task force to draft, a policy or revision. This process will include input from appropriate members of the University community.
- The draft is forwarded the Cabinet for review. The President’s Executive Assistant will make the draft policy available for viewing by the Heritage University community as appropriate.
- The Cabinet will review the policy, suggest changes, approve then send to the President for final approval. In some cases the policy may require Board approval. The newly adopted or revised policy will be noted in the Cabinet minutes.
Standard Policy Template
To ensure consistency, a standard policy template has been created. Use of this template facilitates the adoption of clear, concise policies and procedures at all levels of the organization. All policies must be in compliance with this template. If a section does not contain information or is not applicable, that section can be omitted or “N/A” may be inserted under the section heading. A link to the template is available in the “Forms/Instructions” section of this document.
Policies may be placed into force on an interim basis where a University policy must be established in a time period too short to permit the completion of the process as specified in this document. An interim policy will remain in force for no more than six months from the date of issuance and must include the expiration date.
Issuing a Policy
Cabinet will, once the policy has been approved, refer it to the President’s Executive Assistant for final formatting. The President’s Executive Assistant will assign a number to the policy if it is new, place the new or revised policy in the Policy Notebook, post it on the policy section of the Heritage University web site, and remove the draft from the public review process. The University community will be notified as soon as possible that the new or revised policy is now in effect.
Every policy should include an origination date so that it is clear when and for how long the policy has been in effect.
Policy Applicability/Who Needs to Know the Policy
A brief statement should be provided indicating who may be affected by the policy and/or who should understand the policy in order to perform his/her job.
Review Period/Policy Amendments
Every policy shall be reviewed yearly. The date of next review should be identified on the document when the policy is approved and implemented. Policy end dates should also be listed, where applicable.
The last amended date and next review date headings must be included and maintained. These dates are an important management tool, as they will be used to notify the responsible department when it is time to review the policy. The responsible university office is responsible for updating the policy if there is a change in law, regulation, or related practice.
See Policy Form Template
Related Policies and Procedures
University Policy Development and Publication
Approved on 10/04/2011