Final adjustments being made to policies and procedures

By Jack Jeffery

University Policy and Procedures are receiving final adjustments that are designed to make the document more effective, standardize revisions and streamline distribution. Since April 2001, the Policy and Procedures Task Force, a 15-member committee with broad University representation, has been working with departments on revisions to the University Policy and Procedure, reviewing all 236 University policies.

As a result, several changes are taking place. Among the major changes introduced by the committee:

• Policy 01.001, which concerns the development, revision and elimination of policies and procedures, has been revised, effective Oct. 1. The revised policy allows for departments to continue initiating changes but provides broader oversight. The planning unit or constituency group affected by a given provision can suggest revisions. Policy creation, revision and elimination are to be approached as an interactive process. Recommended changes will be forwarded to the Policy and Procedure Committee, then to the senior officer of the appropriate area, before going to the provost for his approval to become official policy.
• Policy and Procedures will now be officially published online at www.ohio.edu/policy/, instead of being printed as hard copy. Ten hard copies will be printed for use by executive officers, director of Legal Affairs and the University archivist. As policies and procedures are revised, they will be posted at this site. During a transition period, the online site contains a combination of older and revised statements, which are distinguishable by their different formats.
• A standing committee, the Policy and Procedure Review Committee, has been established to review policy and procedure revision. The committee replaces the ad hoc task force.

Nancy Prichard Crist of the Office of the President has been chair of the task force. Herman "Butch" Hill is chair of the 13-member committee, which includes a broad cross-section of University interests: Legal Affairs, Finance, Human Resources, Institutional Equity, various University senates, AFSCME Local 1699 and the Fraternal Order of Police.

"The task force has focused on making changes in the interest of greater subject clarity and precision of language," Prichard Crist said. "Ultimately, the ownership of policy rests with individual departments."

Jack Jeffery is a media specialist with University Communications and Marketing.