Policy Name: Policy on Polices
Policy Number: 01-05-007
Accountable Senior Administrator: University Counsel
Issued: 11/23/2019
Last Updated: 05/07/2020

Policy Statement

At NJCU, university policy development, renewal, and retirement follow a formal process involving proposal, writing, approval.  This policy applies to all university policies except those initiated or vetted through the University Senate.  

Reason for the Policy

Policies are fundamental to NJCU’s ability to operate. Well-written policies can clarify expectations, guide actions, provide controls, enhance productivity and efficiency, support compliance with regulatory mandates, ensure accountability, and mitigate risk. All employees are required to and accountable for following applicable policies.

Stakeholders Affected by Policy

  • Contractors
  • Employees
  • Students
  • Vendors

Definitions

  • Accountable Senior Administrator - the senior administrator who provides oversight of the office proposing a policy for development, revision or retirement.  This is typically the President/Vice President who heads the appropriate division. 
  • Interim University Policy - a provisional policy implemented in a situation that requires it to be established in a time period too short for vetting through the official process (e.g., new legislation, incident on campus).
  • Policy Advisory Group (PAG) - a standing cross-divisional group that reviews policies presented for development, revision, or retirement.  After iterative review, PAG forwards policies to the Policy Executive Group for executive review and action.
  • Policy Executive Group (PEG) - a standing group, comprised of senior administrators.  PEG review policies forwarded by PAG and makes recommendations to the President for approval.
  • Policy Library - the central repository for all university policies.
  • Policy Tool Kit – a compilation of materials that provide guidance to individuals participating in policy development.
  • Responsible Office Designee - the office representative proposing a policy for development, revision, or retirement.
  • University Policy - a policy is a statement of the University’s position on a particular issue.  A policy is considered a university policy if it meets all of the following criteria:
    1. It has broad application or impact across the University.
    2. It serves to comply with applicable laws and regulations, promotes operational efficiencies, supports the University’s mission, or reduces institutional risk.
    3. It requires actions or constraints and contains specific procedures for compliance.
    4. It applies to a subject matter that requires review and approval of the President and in some cases other approval authorities.
  • University Policy Team (UPT) – the group that provides oversight and direction for the policy development process.  It is comprised of: the Associate Vice President for Institutional Effectiveness, University Policy Administrator, and University Policy Coordinator.

Policy Text

The development, renewal, and retirement of university policies follow a formal process that includes proposal, writing, and approval. The steps of this process are articulated in the Procedures Section of this policy.

  • The process applies to all university policies except those initiated or vetted through the University Senate.
  • The Responsible Office Designee, under the direction of the Accountable Senior Administrator, is responsible for developing and updating policies.
  • Policies for subordinate units are not subject to this policy, but such unit policies must clearly indicate their scope and that they are not university-level policies.
  • Documents that do not qualify as policies (e.g., guidelines, procedure-only documents) should not be referred to as policies, either in their title or their text. 
  • An interim policies can be enacted in a situation that requires it to be established in a time period too short for vetting through the official process (e.g., new legislation, incident on campus). Such policies will be placed on the subsequent PAG agenda for Phase 1 presentation by the Accountable Senior Administrator and Responsible Office Designee.  Interim policies remain in effect for a maximum of one year.
  • 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.
  • Current policies must be reviewed every five years, unless warranted sooner.

Procedures 

The following five-phase process comprise the procedures for development, revision, or retirement of a university policy.

Phase I: Proposing

  • Individuals wishing to propose, revise, or retire a policy meet with the University Policy Team (UPT) to discuss the policy and schedule a date for the review process to begin.
  • The Accountable Senior Administrator and Responsible Office Designee complete the Rationale to Proceed template and present it to the Policy Advisory Group (PAG) for review and feedback.
  • After any PAG-requested revisions are made and upon PAG endorsement, the Accountable Senior Administrator and Responsible Office Designee present the Rationale to Proceed to the Policy Executive Group (PEG) for review, feedback and approval to move forward.
  • Approved justifications for developing new or revising existing policies move to Phase II; approved justifications for retiring policies are forwarded to the President and, if required, the Board of Trustees for approval.

Phase II: Drafting

  • The Responsible Office Designee creates a team to create/revise the policy. The team will be comprised of staff from relevant offices.
  • The team drafts the policy using the Policy template.

Phase III: Approving

  • The Accountable Senior Administrator and the Responsible Office Designee present the fully developed policy to PAG for review and feedback.
  • After any PAG-requested revisions are made and upon PAG endorsement, the Accountable Senior Administrator and the Responsible Office Designee present the fully developed policy to PEG for review, feedback and approval to move forward to the President.
  • The UPT secures official approval signatures using the Policy Approval Form.

Phase IV: Implementing

  • The UPT communicates the approved policy to the community via email, assigns the policy an administrative number, and posts it to the Policy Library.  If the policy is a revision to an existing policy or if an existing policy is being retired, the UPT moves the policy to the archives.
  • The Responsible Office Designee educates and trains the community as appropriate.
  • The Internal Auditor schedules a review to monitor policy compliance two years after implementation.

Phase V: Assessing

  • After implementation, if internal circumstances or external regulations require policy revision, the Responsible Office Designee schedules a full-review of the policy to accommodate the changes.
  • If internal circumstances or external regulations do not require policy revision, the Responsible Office Designee schedules a full-review of the policy five-years after implementation to ensure currency and relevance.
  • If the policy may present risks to the University, the Internal Auditor will present the area for a proposed review to the Finance and Audit Committee Chair for his consideration in approving the audit and including it on the Annual Audit Plan.

Violations

University policies must be developed, reviewed, revised, approved, and published in accordance with the procedures outlined in this document

  • Policies not vetted through the official review process will not be posted to the Policy Library nor will they be considered official university policies. Similarly, policies not included in the Policy Library or linked to another site through the Policy Library are not considered official university policies. 
  • The UPT will work with appropriate staff to address in instances when subordinate unit policies are referred to as university policies or non-policy documents posted are as policies.
  • Individuals who believe there has been a violation are encouraged to contact the UPT for resolution.

Related Policies and Documents

  • Policy Tool Kit

Responsibility

  • Accountable Senior Administrator
  • Internal Auditor
  • University Policy Team
  • Policy Advisory Group
  • Policy Executive Group  
  • Responsible Office Administrator
  • University Counsel

Contact for Questions

University Policy Team (UPT)
201-200-3073
upt@njcu.edu

University Counsel
201-200-2039
aramey@njcu.edu