University Policy 1
Policy Development, Approval, and Review Procedures
Initially approved: April 3, 2012
Policy Topic: Governance and Administration
Administering Office: Office of the President
I. POLICY STATEMENT
As chief executive officer of Kettering University (the "University"), the President is the individual ultimately responsible for the University's Policies, with the exception of those policy matters reserved by statute or to the Board of Trustees.
The purpose of this policy is to set forth the required elements of a University Policy; to describe the manner in which University Policies are proposed, developed, approved, and reviewed; and to promote the regular review of University Policies.
II. SCOPE AND APPLICATION OF POLICY
This policy does not apply to policies pertaining to (i) faculty instructional responsibilities; (ii) tenure, promotion, and reappointment; or (iii) curriculum development and revision, which are within the purview of the faculty and administration pursuant to the bylaws of the University and Faculty Handbook, subject to any external approval requirements.
This policy does not apply to the development and administration of Unit Specific Policies.
University Policies supersede all other institutional policies or regulations adopted by offices, departments or divisions in the event of conflicts or inconsistencies between or among the policies.
"Administering Office" is the University office charged with overseeing the implementation, administration, and review of designated policies.
"Divisional Manager" means the President, Provost, the Vice President for Administration and Finance, the Vice President for Student Life, the Vice President for Advancement and External Affairs, the Vice President for Marketing, Communications, and Enrollment or the Chief Information Officer.
"University Policy" is defined as a policy that:
- Has broad applicability beyond the internal operating procedures of a single office, department or division;
- Requires the President’s, or his/her designee's, review and approval for adoption and revision;
- Ensures compliance with applicable federal and state laws and regulations;
- Ensures compliance with applicable policies adopted by the Board of Trustees;
- Promotes operational effectiveness and efficiencies and reduces institutional risks; and
- Supersedes other institutional policies or regulations adopted by offices, departments or divisions in the event of conflicts or inconsistencies between or among the policies.
"Unit Specific Policy" is a policy that pertains only to the internal operating procedures of a single academic or administrative office, department or division (e.g., Academic Policies and Regulations).
"Procedures" are statements that provide for the orderly implementation of policies through detailed, prescribed actions. Responsibility for the implementation of policies and the routine administration of policies thereafter rests with the Administering Office.
IV. REQUIRED ELEMENTS OF A UNIVERSITY POLICY
University Policies shall include the following information:
- University Policy number;
- University Policy name;
- Date of initial approval and revision history thereafter;
- Policy topic;
- Administering Office;
- Policy statement;
- Detailed implementing procedures;
- Schedule for regular and periodic review by the Administering Office; and
- Related policies and resources.
Policy topics include:
- Academic affairs;
- Admissions and Financial Aid;
- Advancement and external affairs;
- Business administration and auxiliary services;
- Conferences and events;
- Educational outreach,
- Governance and administration;
- Information technology;
- Public Relations and Marketing;
- Research and sponsored activities;
- Student activities and services.
- University facilities and property.
V. UNIVERSITY Policy Development and Approval Process
A. Policy Proposals
Proposals for new University Policies or revisions to existing University Policies may be initiated by any member of the University community. Proposals from non-faculty employees normally proceed through administrative levels to the President, with review at each level.
Consistent with the Faculty Handbook, a faculty member may initiate proposals for new University Policies or revisions to existing University Policies through the appropriate committee of the Faculty Senate, departmental, or General Faculty committees, or through appropriate administrative channels. Recommendations from Faculty pertaining to University Policies must be forwarded to the President by the Faculty Senate, which is the chief policy-recommending body of the General Faculty.
B. Policy Development
University Policies will be developed by or at the direction of the President, by an individual or group initiating a proposal pursuant to this policy, or by an individual or task force designated by the President. A complete draft of the proposed University Policy and its related procedures should be developed through an integrative and cooperative process by which all appropriate and impacted individuals, offices, departments, and divisions are involved in the development of the draft.
The drafters should ensure the following: (1) all stakeholders have been involved in the development of the draft; (2) consistency in format and presentation; (3) that there are no conflicts between the proposed University Policy and other University Policies; (4) consistency with laws or other external policies or regulations germane to the policy; and (5) consistency with the mission of the University.
Drafters shall submit a complete draft of the University Policy to the President through appropriate supervisory levels. Drafters shall also submit a development history with the draft that should include a description of the individuals, offices, departments or divisions involved in the development.
University Policies may also be issued by the President consistent with the ByLaws reflecting Executive Orders (directives of the President including delegations of authority to individual vice presidents) or Administrative Orders (delegations of authority for specific positions based on subject matter usually to coordinate responsibility across the University's organization). These University Policies are promulgated or revised by the President without required reviews, as they may involve timely deadlines for compliance with the University ByLaws or state or federal laws. However, University Policies of these types may be reviewed by individuals or campus bodies as desired by the President prior to formal issue.
C. Policy Approval
All University Policies shall be approved by the President. The President, at his/her discretion, may forward the draft policy to a Divisional Manager, the President's Senior Leadership Team or any other individual or body for review. Pursuant to the Bylaws of the University some policies may require the approval of the Board of Trustees.
Once the President initially approves a proposed University Policy for posting for public comment, it shall be posted on the University website University Policies Section for a 10-day comment period before becoming effective, unless withdrawn prior to the conclusion of the 10-day comment period by the President.
After final approval of a University Policy by the President, the Office of the President will be responsible for posting and coordinating dissemination of the policy. The President will appoint an Administering Office for all approved University Policies and this appointment shall be reflected in the posted version of each approved policy.
VI. Role of Administering Office
The manager of the Administering Office will be responsible for policy implementation, administration, and review/revision. Responsibility for interpretation of policies that are the subject of this policy rests with the Office of the President. It is the responsibility of all University managers to ensure that their employees are familiar with and comply with applicable policies.
VII. Review and Revision of Policies
Administering Offices shall formalize a procedure and schedule for a periodic review of its designated policies to ensure that policies reflect current operational imperatives and compliance with applicable law and external policies and regulations. The frequency of review shall be appropriate to the subject matter, and shall be included in each University Policy. The President may, at any time, direct the revision or review of any University Policy.
VIII. Policy Template
Standard templates should be used for all University Policies (linked below under XI. Related Policies and Resources).
IX. Archiving of Policies
The President's Office will keep, to the extent reasonably practicable, an archive of University policies, including their effective dates and revision history. A searchable archive of University Policies shall be published and maintained on the University's website.
X. Policy Review
This policy shall be reviewed and revised as necessary every four (4) years.
XI. Related Policies and Resources