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PS# 1000
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| TITLE: | Guidelines for the MUW Policy Statement System |
| AUTHOR: | (Originating person/body of the policy statement) |
| APPROVAL DATE: | (Date policy statement is approved) |
| EFFECTIVE DATE: | (Date policy statement goes into effect) |
| PURPOSE: | To standardize the development, distribution, revision, and/or cancellation of university policies and procedures |
| REVIEWER AND
REVIEW DATE: |
(Who reviews the policy statement and when it should be reviewed) |
| OPERATING DETAILS:
SECTION 1: INITIATION OF POLICY STATEMENTS: 1.01 Any faculty, staff, administrative personnel, student, unit or organization may propose new policy statements or the review or cancellation of current policy statements. SECTION 2: POLICY STATEMENT FORMAT 2.01 The following must be included in each policy statement: |
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| Title: | A brief, descriptive name which clearly identifies the subject. |
| Author: | Originating person/body of the policy statement. |
| Approval Date: | The date the policy statement was approved. |
| Effective Date: | The date the policy statement goes into effect. |
| Purpose: | A brief statement explaining what is to be accomplished by the policy statement. The purpose should begin with the word To and usually will be to set or to define guidelines or criteria for a particular subject. |
| Reviewer and Review Date: | Who reviews the policy statement and when it should be reviewed. |
| 2.02 All policy statements will be consistent
with federal and state law, rules and regulations of the Board of Trustees,
and accreditation standards. Policy statements will be written in
clear, concise English and sufficiently detailed to provide complete instructions.
2.03 All policy statements must be stamped DRAFT and dated until approved. A policy statement transmittal sheet must be attached to all drafts. 2.04 The word “Revised” will be added to the bottom of page one of any approved policy statement, and revision dates will be noted chronologically. SECTION 3: INITIAL REVIEW OF PROPOSED POLICY STATEMENTS 3.01 A proposed policy statement and transmittal sheet shall be submitted to the appropriate review body: Academic Council, Faculty Senate, Staff Council, Director’s Council, or Student Government Association. If the policy statement is not accepted by that body, it may be submitted to another of the review bodies. 3.02 Upon receipt of a proposed policy statement for consideration, the reviewing body may accept it for formal review or decline formal review and return it to the author within 30 calendar days. No proposal may be accepted by any reviewing body from May 1 through August 31. However, should exigent circumstances arise, such as meeting accreditation standards, the President may, in writing, activate the appropriate review body(s). 3.03 Upon acceptance of the proposed policy statement by the initial review body, that body will immediately notify the author and the chairs of the remaining review bodies by sending a written copy of the policy statement. This initiates a 60-calendar day review process. The initial review body also will inform the campus community that the proposed policy statement is available for review and comment by posting a notice in a manner to ensure the widest possible dissemination, including Campus Briefs, the faculty, staff and student electronic list serves and the University Web site. It is recommended, but not required, that an ad or article be placed in the Spectator. 3.04 The initial review body is responsible for submitting the draft policy statement to the Policy Statement Coordinator for posting on the University Web page established for campus review. Copies of the draft policy statement also will be placed by the initial review body in all offices as noted in Section 5.02. The initial review body also becomes responsible for the transmittal sheet. 3.05 Within the 60 calendar day period, each reviewing body will review the proposed policy statement and then submit one of the following recommendations: approval, approval pending recommended changes, or disapproval with written rationale to the chair of the Administrative Council. For purposes of policy review, the chair of the Administrative Council is the Vice President for Academic Affairs. The Administrative Council must forward the transmittal sheet, the original proposed policy with consolidated comments and recommendations from the five review bodies, and the final proposed policy within 30 calendar days to the President. 3.06 The President shall review and render a decision (approved, conditional approval with recommended changes, disapproved with written rationale) within 30 calendar days from receipt of the proposed policy statement. If the President approves and signs the proposed policy statement as submitted, it will be forwarded for printing, distribution, and posting on the University Web page. If the President conditionally approves the proposed policy statement with recommended changes, the policy statement is returned to the Administrative Council, which upon receipt shall incorporate the recommended changes for resubmission to the five review bodies identified in section 3.01. The originator will then be notified as a courtesy. The five review bodies will proceed to review the conditionally approved policy under the procedures set forth in section 3.03. If the President does not approve the proposed policy statement, notification with written rationale will be provided to the Administrative Council, which will notify the five review bodies and the originator. In that event, the policy may be resubmitted as provided in this policy. The campus community will be notified of all Policy Statement actions. SECTION 4: INDEXING AND NUMBERING OF APPROVED POLICY STATEMENTS 4.01 The following categories will be utilized in numbering policy statements:
SECTION 5: DISTRIBUTION OF APPROVED POLICY STATEMENTS 5.01 Numbering, printing, distribution, and maintenance of policy statements will be the responsibility of the Policy Statement Coordinator. 5.02 Policy statement folders are available for public review and will be housed in the following offices: Academic Council: Vice President for Academic Affairs’ Office
SECTION 6: SCHEDULED REVIEW OF EXISTING POLICY STATEMENTS 6.01 All policy statement reviews must be initiated on or before the review date specified on page one of the policy statement. 6.02 The Policy Statement Coordinator will maintain a calendar of review dates. Each month the designated reviewer (as stated in each policy statement) and the campus community will be notified of upcoming reviews. 6.03 The reviewer will notify the Policy Statement Coordinator within 30 calendar days that the policy statement has been reviewed and (1) there are no recommended changes, or (2) changes have been recommended and the procedure for review of the changes has begun. 6.04 Dates of revisions will be noted on the bottom of page 1 of the policy statement. Review dates, where no changes have been made, will be noted at the end of the policy statement. SECTION 7: CANCELLATION OF AN EXISTING POLICY STATEMENT 7.01 A memorandum must be submitted to the appropriate review body with rationale for cancellation of an existing policy statement. This initiates the review process as noted in Section 3. Revised: February 24, 2000 Review Dates: |
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