This library is a repository for all university-level policies maintained to guide and direct the university community. A university policy is a statement of the University’s position on a particular issue and meets all of the following criteria:
A policy that does not meet all of these above stated criteria would be considered a unit-specific policy.
This site does not include:
A policy is a statement of the University’s position on a particular issue. Procedures are step-by-step actions that need to be taken in order to fulfill a policy’s requirements. All Policies have accompanying procedures, which are included in the policy template. See additional explanation below:
Address: What, Why
Address: How, When, Who
The following individuals and groups serve in official advisory capacities throughout the policy development process:
Internal Auditor. The Internal Auditor works in tandem with the University Policy Team by: Reviewing procedures to ensure internal controls are in place, reviewing new and revised policies prior to approval to ensure that compliance issues are appropriately addressed, will include independent tests of policy compliance during the audit process, and includes recommendations for management actions for those policy areas that reflect potential risks and control deficiencies.
Policy Advisory Group (PAG). The PAG is comprised of administrative representatives from each division. PAG is chaired by the University Policy Administrator (UPA), who also serves as an ex-officio member. PAG reviews policy proposals and fully-developed policies prior to review and approval by PEG. PAG members also surface policy needs and conduct regular assessment of the process.
Policy Executive Group (PEG). The PEG is comprised of the President’s Senior Team (except University Counsel) and the Internal Auditor. The Internal Auditor serves as an ex-officio member of the group. The University Counsel serves as counsel to the group. PEG reviews and approve policy proposals and fully-developed policies. PEG also sets policy development priorities, approves the Annual Policy Development Calendar, and reviews results of assessments to determine if modifications are needed to the policy development and renewal process.
University Counsel. The University Counsel works in tandem with the University Policy Team by: Communicating new and updated external regulations, mandates, and policies that must be incorporated into university policies, and reviewing from a legal perspective new and revised policies prior to final approval.
University Policy Team (UPT). The UPT provides coordination, oversight, and support for the policy development and renewal process. The UPT is comprised of the University Policy Administrator (UPA), and the University Policy Coordinator (UPC) and the Associate Vice President (AVP) for Institutional Effectiveness. The UPT works closely with University Counsel and the Internal Auditor who provide consultation on compliance and related issues.
University Policy Administrator (UPA). The UPA is responsible for all front-facing policy development activities. The UPA chairs the Policy Advisory Group (PAG).
University Policy Coordinator (UPC). The UPC is responsible for all back-office policy development activities. The UPC maintains the Policy Library, provides the University with regular policy updates, and schedules and attends all policy-related meetings.
UNIVERSITY POLICY TEAM (UPT)
|Sue Gerber||Associate Vice President||Office for Institutional Effectiveness|
|Lourdes Sutton||Associate Dean||Deborah Cannon Partridge Wolfe College of Education
University Policy Administrator
|Marva Wade||Confidential Secretary||Office of the President
Office for Institutional Effectiveness
University Policy Coordinator
POLICY ADVISORY GROUP (PAG)
|Maria Espino||Executive Assistant/
Project Manager to the
Chief Financial Officer
|Woodrow Lewis, Jr.||Associate Dean of Students
Title IX Investigator
|Sabrina Magliulo||Director||Opportunity Scholarship Program/EOF|
|Rose Mary Reilly||Project Coordinator||Advancement and Strategic Initiatives|
|Navin Saiboo||University Registrar||Registrar|
||Congressman Frank J. Guarini Library|
|Paul Sunda||Associate Vice President
|Operations and Innovation|
If you have an idea for a policy that would be administered by your department, you should contact your department head. If the department head concurs, he or she should follow the standard process, beginning with completion of the Rationale to Proceed.
If you have an idea for a policy that would be administered by another department, you should contact a PAG representative. PAG representatives are listed on the Policy Library webpage. PAG will adhere to the following process when considering suggestions for policies brought to it through this avenue:
Policies go through a multi-phase process:
Phase I: Proposing
Phase II: Drafting
Phase III: Approving
Phase IV: Implementing
Phase V: Assessing
This process applies to all University policies except academic policies that are vetted through the University Senate.
All policies will be posted to the University Policy Library webpage. Policies may also be linked on other pages, but most policies are housed on the policy webpage. The only exception to this is academic policies that go through Senate. These policies are housed on the catalog website. Although the Policy Development and Renewal Process does not apply to these polices, for completeness, they are linked to the Policy Library webpage.
The President and (if required) the Board of Trustees are the final approvers of University policies. Policies are not official until these approvals are secured. The President is authorized to approve an Interim Policy based on specific criteria. Interim policies remain in effect until the policy is vetted through the formal review and approval process.
The University Policy Coordinator (UPC) sends monthly updates listing all policy activities during the month. In addition, new or revised policies are posted to the University Policy Library webpage as soon as they are approved.
Policy requests submitted by the first of the month will receive a response by the 15th. Policy requests submitted by the 15th of the month will receive a response by the 30th (or last day of the month).
An interim university policy is a policy that has been issued in a situation where a policy needs to be established in a time period too short to allow vetting through the official policy development process (e.g., new legislation, incident on campus). The President has the authority to authorize the issuance of an interim university policy.
Individuals who need to propose, revise, or retire a policy on an interim basis meet with the University Policy Team (UPT) to discuss. The UPT reviews with the PEG. If approved, the PEG sets the time limit for which the interim policy can remain in effect (up to one year), and moves to the President for approval on the interim basis.
Any policy that is approved on an interim basis will be added – at Phase I – to the agenda for the next PAG meeting. The Accountable Senior Administrator and the Responsible Office Designee must present their Approval to Proceed justification at that meeting and begin the standard process. No policies under the authority of the Accountable Senior Administrator will be placed on either a PAG or a PEG agenda until the interim policy begins the formal cycle. In all cases, interim policies can remain in effect for a maximum of one
If you have an idea for improving a policy that is administered by your department, you should contact your department head. If the department head concurs, he or she should follow the standard process, beginning with completion of the Rationale to Proceed.
If you have an idea for a policy that would be administered by another department, you should contact a PAG representative. PAG representatives are listed on the University Policy Library webpage. See the How do I get a university policy started? question above for details on the process PAG will follow for suggestions for policy improvements brought through this avenue.
There are three templates/forms used for policy development and renewal.
The University seeks to ensure that all policies are linked in one location. If you know of a policy that is missing from the webpage, please contact the University Policy Team at firstname.lastname@example.org or 201-200-3073.
Policy documents include a section outlining how violation of the policy is managed.
You can contact the University Policy Team at email@example.com or 201-200-3073 with any questions.
|Policy Name||Date Activated||Summary of Reason(s) Created|
|Policy on Policies||5/7/20||Provide guidance for creating university policy|
|Whistle Blower Policy: An Employee Reporting Line (ERL)||5/11/20||Support for business processes related to the ERL|
|Policy Name||Date Revised||Summary of Change(s)|
|Compliance With Hallmark 7 MSCHE||6/11/20||On Senate website|
|Establishment of Departments and Centers||6/11/20||On Senate website|
|Recommended Guidelines and New Proposals||6/11/20||On Senate website|
|Desktop Security Guidelines||6/11/20||Not policy/IT website|
|Email Security Guidelines||6/11/20||Not policy/IT website|
|Managing Electronic Mail: Guidelines and Best Practices||6/15/20||Not policy/IT website|
|Office Moves Renovation and Reorganization||6/15/20||Not policy/IT website|
|Guidelines for Requesting New Course Approval and Course Changes||6/15/20||Not policy/Senate website|
|Background Check Procedures||7/8/20||HR Policies Site|
|Range Adjustment Program Procedures||7/8/20||HR Policies Site|
|Policy Name||Date Revised||Summary of Change(s)|
|Telecommunications Policy||7/8/20||IT updated to reflect emergency/pandemic concerns|
|Policy Name||Date Retired||Summary of Reason(s) Retired|
|Framework on Institutional Policies||5/7/20||Updated by the Policy on Policies|