What is an institution policy?
The purpose of policies is to provide philosophy to the institution and to ensure that the institution is in compliance with all local, state and federal laws that govern our activities as individuals and as representatives of the institution.
An institution policy is defined by the following criteria:
o It has broad application throughout the institution.
o It helps ensure compliance with applicable laws and regulations, promotes operational efficiencies, enhances the institution´s mission, or reduces institutional risks.
o It mandates actions or constraints and contains specific procedures for compliance.
o The subject matter requires President and Board of Trustee review and approval for policy issuance and major changes.
What is the difference between policy and procedure?
Procedures are the “How To’s” of policy. They guide the implementation processes of policy. Procedures are often subject to more frequent change than policy as they can be impacted by changes in staffing, organizational restructuring, technology, and other variables.
What kind of policies does the Policy Office write?
The Policy Office facilitates policies. It would draft policy only at the request of the President. The Policy Office is responsible to assist others in editing and formatting proposals in the official policy template and ensuring that policy proposals move through the institution´s policy review process. Policies are typically authored, under the sponsorship of a vice president, by someone directly related to the subject of the policy (e.g., unit or department director, department chair, dean, etc.).
Does the Policy Office actually make the policies, or just compile them?
The Policy Office does not make policy. Policy making is the responsibility of the President´s Council and the Board of Trustees.
The Policy Office is responsible for maintenance of the official, online institutional Policy and Procedures Manual, the Policy Office web site and The Online Policy System (TOPS) © 2007 UVU TOPS © is the online management tracking system for proposed policies and procedures. Additionally, the Policy Office is responsible to communicate changes in policy to the campus community, to advise individuals on the institution´s policy review process and to facilitate the various stages of that process.
Who approves policies?
Institutional policies must be approved by the President´s Council and the Board of Trustees before they become official policies of the institution. Prior to approval, campus entities have the opportunity to provide comments to the President and the President’s Council on proposed policies or revisions to policies.
While the President reserves the right to expedite a policy in an emergency or when under a State, Federal or Regents’ mandate, the exercise of this right is rare.
How can I get a copy of a policy?
All official policies of the institution are available on the institution´s Policy Office web site. No hard copies of policies are published. The Policy Office will maintain one hard copy of each policy and annually archive copies of all current policies.
Can I make suggestions to improve a policy that has already been issued through the Policy Office?
Yes. Policy concerns may be raised at any time by any member of the institutional community. When a concern arises it should be addressed with the appropriate member of the President´s Council (i.e., vice president) first. The member of the President´s Council will serve as, or designate someone to serve as, the sponsor in addressing the concern. The vice president may also assign a steward to work directly on addressing the issue at hand. The steward will prepare the proposal and forward it to the sponsor for presentation to the President’s Council (see Stage 1 of the process).
Where do I call if I have a question on a policy?
It is always best to contact the person most directly associated with the policy (e.g., unit or department supervisor, department chair, dean, etc.). However, the Policy Office is available to be of assistance in answering questions about the policy process, in particular, and the interpretation of policy, in general. Most often, the Policy Office will refer the question to the most appropriate institutional administrator for response.
How can I get a policy started from my office of department?
Contact your unit or department supervisor, department chair, or dean. They will work directly with the appropriate member of the President´s Council (sponsor) to see that your proposal is moved into Stage 1 of the policy review process. You can also contact one of the campus representatives groups (e.g., Deans´ Council, Faculty Senate, PACE, Student Government) to propose a policy or policy revision.
Where do I send questions or comments about this website?
If you have suggestion for improvement to this web site, please contact the Policy Office ( http:///www.uvu.edu/policies ) or the University´s Web Master.
While the Policy Office is responsible for guiding the development of policy and procedure, responsibility for the content of policy and procedure resides with the appropriate executive sponsor, typically a vice president. The Policy Office reports directly to the President.