Developing%20and%20maintaining%20a%20Title%20III%20Policy%20and%20procedures%20manual%20%20HBCU%20Title%20III%20Association%20Technical%20Assistance%20Workshop%20JUNE%2024,%202014 - PowerPoint PPT Presentation

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Developing%20and%20maintaining%20a%20Title%20III%20Policy%20and%20procedures%20manual%20%20HBCU%20Title%20III%20Association%20Technical%20Assistance%20Workshop%20JUNE%2024,%202014

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Title: Developing%20and%20maintaining%20a%20Title%20III%20Policy%20and%20procedures%20manual%20%20HBCU%20Title%20III%20Association%20Technical%20Assistance%20Workshop%20JUNE%2024,%202014


1
Developing and maintaining a Title III Policy and
procedures manual HBCU Title III Association
Technical Assistance Workshop JUNE 24, 2014
  • Mrs. Cheryl D. Nottingham Ms. Kendra R. Grimes

2
Overview
  • Creating a Policy and Procedures Manual is
    dependent upon the personality and culture of the
    respective university. However, common to all
    universities, the manual should serve as a guide
    for consistently and effectively communicating
    the guidelines and regulations that govern the
    HBCU and HBGI Programs, as well as the respective
    university processes.
  • Todays session will focus on the purpose and
    benefits of creating a manual provide the
    dynamics of compiling and updating a manual and
    share tips on disseminating it among activity
    directors and support staff.

3
Why a Policy and Procedures Manual
  • Purpose
  • Communicate federal, state and university policy.
  • Communicate federal and university procedures.

4
Why Policy and Procedures Manual
  • Benefits
  • Provide a quick-reference guide for addressing
    policy.
  • Aid in maintaining internal controls.
  • Set standards and guidelines for effective
  • management.
  • Ensure consistency in how business is conducted.

5
Why Policy and Procedures Manual
  • Benefits
  • Orient new Title III directors and employees
    about
  • their purpose, job standards and expectations.
  • Set a positive direction for the program.
  • Help avoid conflict and the potential for
  • misunderstanding.

6
What is good policy?
  • Good Policy
  • Is in alignment with Title III and University
  • regulations.
  • Reflects universitys mission, goals, and values.
  • Is not opinion, but based on fact.

7
Who Should be Involved?
  • Title III Administration
  • Finance and Business
  • Procurement
  • Accounts Payable
  • Grants and Contracts Accounting
  • Provost Office or Academic Affairs

8
Steps to Develop Policy and Procedures
  • Identify issues
  • Review/identify concerns. Ask Do we have a
    policy about? Then, Do we need a policy
    about?
  • Collect information that will help draft the
    policy.

9
Steps to Develop Policy and Procedures
  • Draft Policy
  • Make it as clear as possible. Use plain language,
  • be brief and to the point .
  • Be certain it is in agreement with federal and
  • university regulations.

10
Steps to Develop Policy and Procedures
  • Implement
  • Communicate policy to all Title III Activity
    Directors and Support Staff.
  • Enforce.

11
What is in NSUs Policy and Procedures Manual
  • Table of Contents
  • Organizational Chart
  • Title III Legislation
  • NSU Title III Personnel
  • Telephone Numbers of Title III Personnel and
    Administrators(i.e. Dir. of Procurement, Accounts
    Payable Grants Office, HR etc..)
  • NSU Title III Office Roles and Expectations
  • Responsibilities of NSU Title III Activity
    Directors

12
What is in NSUs Policy and Procedures Manual
  • FISCAL MANAGEMENT
  • Personnel
  • Hiring of Personnel
  • Reports of Time and Effort of Employees
  • Faculty Compensation
  • Salary Rates for Academic Year
  • Salary Rates for Periods Outside the Academic
    Year
  • Reports of Release Time of University Employees

13
What is in NSUs Policy and Procedures Manual
  • Travel
  • Workshop Evaluation
  • Programmatic Changes and Budget Revisions
  • Entertainment Expenses
  • Procurement Policies
  • Monitoring by the Title III Office
  • Recordkeeping and Retention
  • Annual Performance Report
  • Obligation of Funds During the Grant Period

14
Steps to Maintain Policy and Procedures
  • Review and evaluate
  • Review regularly for policy/procedure relevance.
  • Does everyone understand the policy/procedure as
    written?
  • Is it working?
  • Update as new policy/procedure is approved or a
    change occurs.
  • Provide all policy and procedures manual holders
    with
  • updates.

15
Ti
  • Designate one person responsible for keeping the
    manual current.
  • Use a three-ring binder.
  • Devote one page per policy.
  • Read and know the information in your Title III
    Policy and Procedures Manual.

16
Methods of Disseminating Policy and Procedures
Manual
  • Electronic (i.e. website, e-mail)
  • CD
  • Paper

17
Reference Source
http//www1.agric.gov.ab.ca/department/deptdocs.n
sf/all/rsv9182
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