How Policies are Updated on this Database

Date Approved:7-3-2015
Last Revision:1-21-2019
Oversight Unit:AUDITOR, INTERNAL
This policy has a related procedure. Click to view the procedure below.
Purpose

Detail the procedure for updating policies.

Applicability

Internal Audit, Secretary to the Board of Trustees, and those who submit Policies, Procedures, Guidelines, and other additions to this database.

Policies at NMU can be approved by only three sources:  The Board of Trustees approves its own operating policies, university personnel policies, union contracts, student handbook policies, and ordinances; the President approves administrative policies; and Academic Senate recommends educational policies to the Provost/Vice President for Academic Affairs.  

Normally, administrative policies are developed or revised by the department that owns the policy.  They are reviewed with the appropriate Vice President.  When they are in final draft form,they are presented to the President's Council for two readings, to give campus the opportunity to provide feedback and consider any consequences or process changes unforeseen by the policy owner.  After two readings, the council recommends the policy for approval (or for further revision).  The President approves or rejects the policy.

For issues with time constraints or regulatory requirement, a Vice President can recommend a policy to the President (or the BOT) without President's Council readings.  The policy is still presented to President's Council after approval so that the campus is notified of the new policy.

The department that has been delegated responsibility for each policy is responsible for developing any necessary procedures.  Procedures are necessary to inform the university community how to comply with or enact the policy. The procedures differ from the policies in that policies are the overarching intention. The procedures are the worksteps and clarifying details. Procedures are to policies as regulations are to law. 

The department will update procedures as necessary, adjusting for new legal precedent and new situations or events. The department owning the policy is responsible to inform the university community when procedures change. This may be accomplished via postings, email, campus newsletters, and/or President's Council. 

The Master Agreement negotiated between the Board of Trustees and the American Association of University Professors-Northern Michigan University Chapter gives the Academic Senate and its subcommittees the authority to develop and recommend academic policies for approval. Specifically, policies for admission and program planning are reviewed by the Educational Policy Committee of the Academic Senate. The Admissions and Academic Policies Committee reviews and recommends admission and academic proficiency standards for undergraduate programs. Likewise, the Graduate Program reviews and makes recommendations for all matters related to graduate programs. The Educational Technology Resources and Policy Committee makes recommendations regarding university technology. Department bylaws and bylaw changes flow through the Faculty Review Committee. The Academic Senate reviews all subcommittee recommendations and sends them to be reviewed and approved by the Provost/Vice President Academic Affairs within the terms of the Master Agreement. 

Both the PVPAA and the Chair of the Academic Senate sit on President's Council. Reports of new policies are made to this council in the regular meetings.  Likewise, changes may be communicated to the Academic Deans and Department Heads (D2) meetings. 

Finally, note that all union contracts function as personnel policies. 

All policies, procedures, ordinances, bylaws, as well as the student handbook and campus-wide guidelines and procedures are stored on a policy/procedure database.  This database is maintained by Internal Audit and the Secretary of the Board of Trustees.  These two areas are responsible for collecting and retaining evidence of approval when changes are submitted.  The evidence is retained in the Internal Audit department.