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.


Making Change to Policy Procedure Database

Procedure

These are the worksteps for updating the policy/procedure database:

The Internal Audit department and the Secretary of the Board of Trustees both update the Policy/Procedure Database.  Internal Audit keeps the binder with evidence of approvals.  This is a three ring binder with print screens or printouts of e-mail or meeting minutes showing that policies have been approved by the President or the Board of Trustees.  These are the only two sources for Policy approvals.  The owner of the Policy can make changes or additions to attached procedures or guidelines.  NMU does not have an umbrella policy for formal approval process of committee or bylaw changes; each committee and department has their own process.  Updates to these will have to be confirmed with the committee chair / Provost with appropriate evidence to support.   

Key-Stroke Procedures for updating the database:

Adding a Policy:

Sign on to nmu.edu/webadmin

Select Policies and Procedures in the choice bar on the left (you may have different options than me).

Select add new policy

Fill in the fields.  Normally, there will be no AQIP indicator.  Use the pull down menus to ensure consistency.  When it is a new policy, the date approved date will be the same as the last review date.  Also, do not include the word policy in the title (since the database adds the word Policy to the title in some reports).  Paste the purpose into the field for purpose and enter the applicability (students, faculty, staff, all employees, and visitors are the choices for applicability)

Paste the text of the approved policy into the full description field.  Internal Notes are where we can retain history that only the editors of the policy database can see.  This field does not show up anywhere for regular readers.  It is to be used to record history or reasons for changes or development of a policy or procedure.  For instance, we could enter that a new regulation prompted the development of the policy.  Or that a recommendation from an external review or legal opinion prompted us to change wording.

If you want to add links to other related policies, browse for those links and enter them.  If there is a related procedure, choose Yes, and enter the name of the procedure and paste the text:

Clean up the spacing for the pasted text – extra space between lines is often an issue. 

If there is a related guideline, enter that as well.  Choose submit and the policy/procedure is added.

Editing a Policy/Procedure:

After signing on, choose Admin Policy, Bylaws, etc from the level pull down menu.  Find the policy to be edited and choose the edit link.

Make the changes, and update the last revision date.  Choose submit (on the very bottom of the form) to update the policy.  Choose cancel if you do not wish to make a change.

Archive a Policy:

When you select archive, the policy is removed from the active database and regular users cannot see it.  Editors to the database cannot see it as a choice either.  However, the IT database administrator can find it and even get it back for you if you accidentally hit archive.

End Procedures.