University Policies Web Site (Faculty-Staff Handbook 1460) http://www.webs.uidaho.edu/uipolicy

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University Policies Web Site(Faculty-Staff
Handbook 1460)http//www.webs.uidaho.edu/uipolicy

• Sharyl Kammerzell Ann Thompson
• Senior Associate General Counsel Assistant to
  Policy Coordinator
• Office of General Counsel Office of the
  Faculty Secretary
• Admin 127, 885-6125 Brink M-6, 885-6151

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Why University Policies Web Site
http//www.webs.uidaho.edu/uipolicy

• Website FSH 1460 were developed
• To promote consistency in policy development
  and/or amendments to existing policy,
• To open up communication lines, and
• To create transparency throughout campus.

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Context for University Policies

• FSH 1460 A-2. Context of University Policies All
  university policies fall within a greater
  hierarchy of laws, statutes and regulations.
  University policies are subject to compliance
  with laws and regulations instituted by higher
  governing authorities in the following order of
  hierarchy
• Federal laws and regulations
• State laws and regulations
• Board of Regents/State Board of Education
  policies procedures
• University-wide policies and procedures
• Divisional/College policies and procedures
• Departmental policies and procedures

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University Policies FSH and APM

• FSH Primarily policies that fall within scope
  of faculty governance.
• APM Policies and/or procedures that provide
  criteria, guidance and instructions for properly
  conducting and complying with institutional
  financial, administrative, and select operational
  requirements.

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Source and Scope of Faculty Governance

• Territorial Act, Jan. 30, 1889 Sec. 8. The
  President of the University shall be President of
  the Faculty . . and the executive head of the
  instructional force in all its departments as
  such, he shall have authority, subject to the
  Board of Regents, to give general direction to
  the instruction and scientific investigation of
  the University, . . . The immediate government
  of the University shall be entrusted to the
  Faculty.

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Source and Scope of Faculty Governance (cont.)

• Regents Policies
• I.A. 2. Powers and Duties delegation of daily
  management of institution to the president
• I.E. 2. Chief Executive Officers Board expects
  the president to obtain the necessary input from
  the faculty, classified and exempt employees, and
  students, but it holds the president ultimately
  responsible for the well-being of the
  institution, and final decisions at the
  institutional level rests with the president.

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Source and Scope of Faculty Governance (cont.)

• FSH 1520 ARTICLE IV--RESPONSIBILITIES OF THE
  UNIVERSITY FACULTY.  Subject to the authority
  of the president and the general supervision and
  ultimate authority of the regents, the university
  faculty accepts its responsibilities for the
  immediate government of the university,
  including, but not restricted to (enumerated list)

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Location Two clicks.

• University of Idaho Home Page
• Click 1 Faculty and Staff
• Under Popular Resources
• Click 2 University Policies (APM/FSH)
• Bookmark page
• http//www.webs.uidaho.edu/uipolicy

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University Policies Home Pagehttp//www.webs.uida
ho.edu/uipolicy

• External Links (center page)
• Regents Board of Regents of the University of
  Idaho and Idaho State Board of Education
• Governing board policies
• APM Administrative Procedures Manual
• Institutional, financial, administrative,
  operational
• FSH Faculty-Staff Handbook
• Areas affecting faculty, staff students

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University Policies Home Page (cont.)

• External links (cont.)
• Policy Document Search
• Search engine of university policies
• New or Proposed Amendments
• Faculty Staff Handbook Section 1460
• Internal Links (side-bar)
• Changes/New Policy
• Instructions
• Cover Sheet (must be filled out and returned)

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University Policies Home Page (cont.)

• Internal Links (side bar) (cont.)
• Contacts Resources
• Phone numbers for assistance
• Definitions
• Cover Sheet and policy drafting terminology
• Emergency Policies
• 180 Day Policy FSH 1460 C-3
• Feedback
• Any suggestions are appreciated

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University Policies Home Page (cont.)

• Internal Links (side bar) (cont.)
• Policy Writing Guide
• Assistance with writing policy, especially a new
  one
• University of Minnesota Policy Library (useful
  tools/tips)
• Track Policies (spreadsheet submissions through
  approvals)
• Revision Tracking Sheet (2007-08, 2006-07,
  2005-06)
• Requested for Revision
• APM/FSH policies - lists who and when requested
• (check list before requesting a policy)
• Faculty Council (check if a policy is on agenda)

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Process

• Plan Ahead!
• Process can be lengthy
• Originator gt policy sponsor (unit
  administrator(s)) gt general counsel FOR APM gt
  approval by VP FA FOR FSH gt approval by
  Faculty Council gt General Faculty gt
  President/Provost gt SBOE (some policies)
• Policy Coordinator, or designee, verifies ALL
  pertinent parties have reviewed and approved
• Controversial policies may require ad hoc
  committee
• Shortened process for minor changes (FSH 1460
  B-2)
• Separate process for emergency policies (FSH 1460
  C-3)

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Process (cont.)

• Changes/New Policy
• New Policy (Policy Writing Guide link), if not .
  . .
• Check if policy has been requested
• If so, contact individual/group who requested to
  see if you can work together,
• Encourages collaboration of all parties having an
  interest in the policy cleaner policy
• Avoids separate individuals simultaneously
  working on the same policy which leads to
  errors in policy
• If not, . . . . . . . .

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Process (cont.)

• REQUEST USE ORIGINAL DOCUMENT
• Request original policy document from
• apm_at_uidaho.edu, or fsh_at_uidaho.edu
• Subject line enter APM 50.05 FSH 2700
• Use "track changes (redline)
• Historical record
• Employees can see what was before and what is
  proposed
• Allows changes to be made easily by this office

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Process (cont.)

• Assign one individual to oversee ALL changes.
• One individual (originator, sponsor, committee
  chair, or designee) takes sole responsibility to
  coordinate making make changes to the original
  policy using track changes. Everyone involved
  should send their changes to this ONE
  individual. 
• This ONE individual should save a clean original
  and all subsequent versions in a clearly labeled
  manner (vers. 1,2,3,etc.).
• This helps from mistakenly using an incorrect
  version.

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Process (cont.)

• Follow these guidelines
• Rewrite (yes/no?)  Once you begin with track
  changes and discover that 3/4 of the document is
  deleted/changed - it is a rewrite.  Indicate on
  the coversheet (below) that it is a rewrite and
  what policy or policies are affected. DO NOT use
  a rewrite to simplify the editing process.

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Process (cont.)

• Format Ensure that all new policies and changes
  to existing policies are consistent with the
  policy template (click here).
• Links Keep to a minimum!  If you must use a link
  make sure they work and do not link to external
  non-UI sites.  Check with General Counsel
  (885-6125 or counsel_at_uidaho.edu ). 
• Guidance The writing guide link is very helpful.

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Process (cont.)

• Remember
• All changes submitted must be in track changes,
  otherwise they will not be incorporated into the
  document that is circulated for review and
  approval by this office.

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Process (cont.)

• Cover Sheet - The reason for all to see on the
  policies web site tracking sheet. Be concise -
  the better you define - the fewer questions
  received.
• Addition, revision, deletion, emergency or minor,
• Chapter number and title,
• Originator (person/group proposing),
• Policy Sponsor (unit administrator)
• General Counsel
• Explain purpose (substantive reason for edit e.g.
  these changes are designed to clarify intent,
  provide additional guidance, etc.)

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Process (cont.)

• Cover Sheet (cont.)
• Reason (why change now? e.g. policies
  disorganized, need updating, change in governing
  law/policy or practice, etc.)
• Fiscal Impact
• Related Policies
• Effective Date
• Youre done with first steps. Return Cover Sheet
  new or tracked (redline) policy to
• apm_at_uidaho.edu or fsh_at_uidaho.edu

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Process (cont.)

• Policy Coordinator (or designee)
• Oversees process
• Verifies coversheet info
• Minor, addition, revision, deletion, emergency
• If sponsor (unit administrator) has reviewed
  approved
• General Counsel has reviewed and approved
• APM requires VP Finance Administration approval
• FSH faculty, president/provost, SBOE (some
  policies)
• When all have approved the change is made

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Process (cont.)

• Policy sponsor and/or unit administrator remains
  responsible for tracking the policies progress
• For FSH substantive changes be prepared to attend
  Faculty Council and General Faculty Meetings, as
  necessary, especially for major policies.

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UI Policies (cont.)

• Track Policy Spreadsheet Allows anyone access to
  any policy document that is currently being
  developed or revised.
• Provides
• Links to redlined policy
• Reason (cover sheet)
• Contact information for Originator, Sponsor,
  Committee
• Approval status

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The End

• Final Note View the Faculty Secretarys Office
  as the historical archive for university policies
  (10 years from now a policys life can be traced)
  
• Policy Coordinator suggestions, comments,
  questions?
• Feedback
• annat_at_uidaho.edu
• 885-6151