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 supports the policy development process 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. As appropriate, the Internal Auditor schedules audits of policy implementation as part of the full development and renewal process.
Policy Advisory Group (PAG). The PAG is comprised of administrative representatives from across campus. PAG reviews policy proposals and fully-developed policies prior to review and approval by PEG. PAG members also identify 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. The University Counsel serves as legal counsel to the group. PEG reviews and approve policy proposals and fully-developed policies. PEG also sets policy development priorities and reviews results of assessments to determine if modifications are needed to the policy development and renewal process.
University Counsel. The University Counsel supports the policy development process 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 Administrators (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.
The Office of Institutional Effectiveness (OIE) provides a coordinating role on administrative functions of the university policy process and works conjointly with the governance teams listed below.
|TBD||Associate Vice President||Office for Institutional Effectiveness
University Policy Administrator
|Lourdes Sutton||Associate Dean||Deborah Cannon Partridge Wolfe College of Education
University Policy Administrator
|Marva Wade||Project Coordinator||Office for Institutional Effectiveness
University Policy Coordinator
POLICY ADVISORY GROUP (PAG)
|Maria Espino||Executive Assistant/
Project Manager to the
Chief Financial Officer
|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|
|Pia Stevens Haynes||Associate Dean of Students||Office of the Dean of Students|
|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 Policy Request Form.
If you have an idea for a policy that would be administered by another department, you should contact the Policy Coordinator in Office of Institutional Effectiveness at UPT@njcu.edu or 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: Writing
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 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) will send a notification email to the Policy Owner. In addition, new or revised policies are posted to the University Policy Library webpage as soon as they are approved. Campus notification of a new policy's availability will be posted on GothicNet in the Latest News and Happenings section.
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 Administrators and Policy Coordinator to discuss. The Policy Administrator 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 process will begin at that meeting. No policies under the authority of the Policy Owner 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 year.
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 Request Form.
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.
We ask that all policy development and renewal actions begin with the Policy Request form. This stage of the process helps to ensure transparency, foster collaboration, and reduce unnecessary duplication of efforts. This stage of review is typically accomplished expeditiously and should not significantly delay the process. If you have been directed to develop or revise a policy by your supervisor, you can include that information in the “need” section of the form.
There are two 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 Office of Institutional Effectiveness 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 Office of Institutional Effectiveness at email@example.com or 201-200-3073 with any questions.
|Policy Name||Date Activated||Summary of Reason(s) Created|
|Investment Policy||5/24/22||University investment regulations and guidelines|
|Retiree Email Account Policy||3/18/22||Employee separation guidelines|
|Naming Gifts Policy||3/7/22||Donor guidelines|
|Medical Amnesty Policy||2/17/22||Compliance with state guidelines|
|CIP Code Policy||12/9/21||CIP code policy guidelines|
|Employee COVID-19 Vaccination Requirement||11/1/21||Health and safety protocols|
|Reasonable Accommodation Decision Appeals||10/25/21||Posting accommodation appeals policy|
|Bond Post-Issuance Compliance Policy||9/27/21||Compliance monitoring University debt covenants|
|Smoke-, Tobacco- and Vape-Free Policy||9/24/21||Posting of existing policy|
|Audit Monitoring for Direct Loan Reconciliations||9/7/21||Compliance with Financial Aid guidelines|
|Whistle Blower Policy: An Employee Reporting Line (ERL)||5/11/20||Support for business processes related to the ERL|
|Policy on Policies||5/7/20||Provide guidance for creating university policy|
|Policy Name||Date Revised||Summary of Change(s)|
|Responsible Use of IT Resources||9/27/21||Replaced with updated Acceptable Uses of IT infrastructure and Resources Policy|
|Range Adjustment Program Procedures||7/8/20||HR Policies Site|
|Background Check Procedures||7/8/20||HR Policies Site|
|Guidelines for Requesting New Course Approval and Course Changes||6/15/20||Not policy/Senate website|
|Office Moves Renovation and Reorganization||6/15/20||Not policy/IT website|
|Managing Electronic Mail: Guidelines and Best Practices||6/15/20||Not policy/IT website|
|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|
|Policy Name||Date Revised||Summary of Change(s)|
|Donated Leave Policy||5/26/22||Updated to reflect current guidelines|
|Emergency Protocol to Assist With Students||4/25/22||Updated procedures in the event of student arrest|
|Acceptable Uses of IT infrastructure and Resources||9/27/21||Updated reflect the significant changes in the information technology landscape|
|Telecommunications Policy||7/8/20||IT updated to reflect emergency/pandemic concerns|
|Violence in the Workplace||1/28/20||Updates provided by HR|
|Policy Name||Date Retired||Summary of Reason(s) Retired|
|Framework on Institutional Policies||5/7/20||Updated by the Policy on Policies|