Wayne State University

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10.5 Policy and Procedure Documentation (Revised as of 1/8/16)

DESCRIPTION

Proposed updates to a manual, including the Administrative Policies and Procedures Manual (APPM), are drafted by the initiating department and forwarded to the Division of Finance and Business Operations/Office of the Vice President.

The proposed additions or changes to the APPM are reviewed for compliance with other university policies and procedures as well as existing laws within those departments, which are primarily concerned with the subject matter. The proposed material for inclusion in the APPM is presented whenever appropriate to the Administrative Conference and the Council of Deans for review and discussion before submission to the Executive Council.

Additions or changes to the APPM are reviewed where appropriate by the President's Executive Council. Once the approval to issue is received, the online version of the APPM is updated and communicated to appropriate university representatives and/or groups.

The APPM is maintained online by the Division of Finance and Business Operations/Office of the Vice President.

TERM(S)/DEFINITION(S)

Policy

A predetermined course of action established as a guide toward accepted university strategies and objectives as specified by the Board of Governors' statutes, Executive Orders of the President, and federal, state and municipal laws or other prescribed course(s) of action as defined in the APPM. (A policy reflects the objectives of the university.)

Procedure

The means/steps by which a policy's actions can be accomplished. (Procedures provide continuing guidelines to management for making daily decisions.)

Style

The plan followed in documentation of policies and procedures involving the arrangement of words and sentences, the choice of words and the formatting of university manuals.

POLICY

Wayne State University policies and procedures are documented in the Administrative Policies and Procedures Manual (APPM) in a prescribed format. (See APPM section 10.5.1, Manual Documentation Guidelines.)

New and revised policies and procedures are effective once approved by the President or his/her designee.

PROCEDURES

Responsibility

Action

Initiating Department

  1. Draft proposed policy and procedure in proper format. (See APPM section 10.5.1, Manual Documentation Guidelines.)

  2. Forward draft to the Division of Finance and Business Operations/Office of the Vice President.

Division of Finance and Business Operations/Office of the Vice President

  1. Review proposed policy and procedures.

  2. Advise originator of any concerns on content and make recommendations to comply with documentation guidelines.

  3. Issue the draft only to those departments concerned with subject matter for review and comment.

Reviewing Departments

  1. Review for conformity and compliance with departmental requirements.

  2. Note conflicts, alternatives and any oversights.

  3. Return to the Division of Finance and Business Operations/Office of the Vice President.

Division of Finance and Business Operations/Office of the Vice President

  1. Coordinate responses and develop final draft.

  2. Issue to all departments concerned with subject for review and comments.

Initiating/Reviewing Departments

  1. Review, comment and sign draft.

  2. Return signed draft to Division of Finance and Business Operations/Office of the Vice President.

Division of Finance and Business Operations/Office of the Vice President

  1. If no further comments are to be considered for approval, forward to the Administrative Conference for review.

  2. Consult with departments involved to coordinate a resolution of any differences:

    1. Revise draft accordingly.

    2. Resubmit to all concerned to review for concurrence.

  3. Monitor review progress through the appropriate advisory bodies, i.e., the Council of Deans and the Executive Council.

  4. Revise draft as recommended during the approval process.

  5. Issue upon authorization by the President.

 SCOPE

This policy covers all employees involved in university policy-making processes.