|Approved on January 31, 2008||Signatures and dates
on archival copy
Executive Vice President and Provost
Executive Vice President and Provost
|Roderick J. McDavis|
Date of Approval
|January 31, 2008|
All policies and procedures are to be updated minimally every five years, or sooner at the request of the President or the Executive Vice President. Notices will be forwarded to departments regarding the update requirement, based on the policy and procedure's "Date of Approval Following Last Full Review." Failure to update the policy and procedure on time may result in the elimination of that policy and procedure.
Policy and procedure statements' initiation, revision, and elimination are to be approached as an ongoing process. (See Policies and Procedures, subsection II, sub-subsection D, and Policies and Procedures, subsection VI, below.)
Policies and procedures may be initiated by a department, a planning unit head, including deans and associate provosts, and by Executive Staff Officers. Because of the Initiator's role in Policy and Procedure 01.003, "Exceptions to or Restrictions of University Policies," the Initiator must be an administrator with responsibility for the area addressed by the policy. Senates and committees may stimulate creation or revision of a policy by working through the appropriate responsible Executive Staff. The responsibility for the preliminary development of the policy and procedure rests with the Initiator. Final approval is the responsibility of the Executive Staff PRS, the Executive Vice President, and the President. The following process will be used to initiate a policy change:
Subsection VI, sub-subsection B, below, describes the optional fast-track review process that may be used for simple, non-controversial changes that do not require such extended review.
To ensure that new policy and procedure statements, and revisions thereof, are reviewed appropriately, the list in the Reviewers section should include at least:
The listed forms may include both blank forms and filled-out example copies. For each form, the list of forms will either specify the URL of the online version, or provide instructions on how to obtain a printed copy, or both.
If an itemized list consists of a modest number of items that are all so terse that none will wrap to a second line of text, it may be presented with the browser's default graphic bullets, rather than numbers. All other itemized lists, including all step-by-step instructions, will be formatted with "hanging indents," and numbered with Arabic numerals, each such list starting with "1." (Hanging indents with Arabic numerals starting with "1" are a feature of all Web browsers. Hanging indents with letters, or with Roman numerals, or with other starting values than "1" are features of some Web browsers, but not of others, and hence will not display uniformly.) A numbered item of such a list may consist of more than one paragraph, as this one does.
In order to simplify detection of typographical errors, the first reference to any other Policy and Procedure statement will be in the form,
Policy and Procedure 01.001, "Preparation of Policies and Procedures"
specifying both number and full title, with the number being the selectable link in the online version (e.g., subsection V, below, and item 1 of this list, immediately above). Later references to that same policy may be in the form, Policy 01.001, without specifying the full title.
References to forms will include the full title of the form.
The standard review process is used for:
The fast-track review process allows the Initiator to submit simple, non-controversial changes quickly and directly for Executive Staff Officers review. The Initiator may choose to use the fast-track process only if the policy was approved or re-approved through the standard review process less than five years ago, and each of the proposed changes falls into one of the following categories:
The Initiator examines the policy and the proposed revision, in light of the above requirements, and then decides to use either the standard review process or the fast-track review process.
When the Initiator uses the fast-track review process, the changes should be accepted or rejected on their own merits, without regard to other issues that may be identified with the policy, and the needed update immediately put in place. After that has been done, the Initiator should promptly begin work to address any other issues that have surfaced.
The Policy and Procedure Review Committee will work with people designated by the Executive Staff to maintain online, as part of the Policy Initiators' Resources page, linked above, further information, instructions, and guidelines for both the standard and the fast-track review processes.
The reviewers consulted should include the individuals and groups identified in the "Reviewers" section of that policy statement; see subsection II, sub-subsection D, above. Although listed as Reviewers, the President, Executive Vice President, other Executive Staff members, and the Policy and Procedure Review Committee need not be consulted during this first step, because they will review the policy in steps 3 through 5, below. If the President, Executive Vice President, or any member of the Executive Staff has a role defined in the policy, or is otherwise a particularly interested party, then they should be consulted during this step.
The Initiator keeps his or her supervisor informed during this step, and obtains the approval of the planning unit head before proceeding to the next step.
Any recipient who identifies other issues of concern with the policy contacts the Initiator directly; they work together to establish a timetable for addressing those concerns (whether by the standard review process or the fast-track review process) independently of the fast-track review process for this change; and they inform the Executive Vice President of the issues and their intended timetable. In the event that unresolved issues remain, the provisions of subsection I, step 1, above, do apply, including the option to notify the Executive Vice President.
In the last two cases, the Executive Vice President provides the Initiator with guidance about Executive Staff PRS concerns; about what actions are required from the Initiator to address those concerns; and about the expected timetable for those actions.
The rest of the fast-track review process is identical to the standard review process, proceeding with step 6 and onward.
Elimination is the ultimate revision of an existing policy and procedure. Once Initiated, as described in the prior paragraph, the elimination process follows the steps established in the previous subsection for the standard review process, except that in step 7, OIT staff print a Policy and Procedure Elimination Cover Sheet for that policy (instead of a new or revised policy and procedure statement), to be signed by the Initiator, the Executive Vice President, and the President.
|Dick Piccard revised this file (http://www.ohio.edu/policy/s01-001.html) on January 26, 2011.|