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| IS - 2526 Policy and Procedure Document Development | Administration Release Date: 6/26/02 Revision 1: 3/29/04 Revision 2: 12/1/05 |
| Procedure | |
Document Requestor
1.1 Submit a Policy, Administrative Directive and Procedure Request form to the Policies and Procedures Office (PPO).
Document
Requestor/PPO
1.2 Complete process analysis and process improvement regarding the document being requested. This includes discussing the need for single or multiple documents, existing deadlines and work schedules, possible project timelines, and implementation issues.
1.3 Identify what processes need training and determine who should administer the training.
1.4 Discuss possible subject experts and candidates for the Task Force Team.
PPO
1.5 Email the appropriate vice president to invite suggestions for the Task Force Team.
1.6 Forward the Policy, Administrative Directive and Procedure Request form to the appropriate vice president for approval.
Vice
President
1.7 Review the Policy, Administrative Directive and Procedure Request form.
If the request is not approved:
1.8 Return the Policy, Administrative Directive and Procedure Request form to PPO with a brief explanation.
If the request is approved:
1.9 Provide PPO with recommendations for the Task Force Team.
1.10 Return the Policy, Administrative Directive and Procedure Request form to PPO.
PPO
1.11 Notify the document requestor of the vice president's decision.
If the request is approved:
Document Requestor/PPO
1.12 Complete a preliminary Task Force Team member list.
1.13 Contact potential Task Force Team members to invite their participation.
1.13.1 Use the Sample Team Contact Memo if desired.
1.14 Confirm team members and finalize the team list on the Policy, Administrative Directive and Procedure Request form.
2. Developing the Draft Document
Document Requestor/PPO
2.1 Research content areas for the initial draft document and determine what forms, sample memos, and/or other support materials are needed.
2.2 Research and review existing College-wide and/or departmental documentation.
2.3 Discuss related policies, links, and other dependencies.
PPO
2.4 Create the initial draft using research material and existing support material.
2.5 Forward the initial draft to the document requestor.
Document Requestor
2.6 Review the draft to ensure it meets the needs of the area and/or College.
2.7 Make suggestions for revision if necessary.
PPO
2.8 Review the suggestions with the document requestor.
2.9 Make changes to the draft and give the draft to the requestor.
Document Requestor
2.10 Schedule the first team meeting and contact each Task Force Team member with information regarding the meeting place and time.
Document
Requestor/PPO
2.11 Send a Document Start-up Packet to each Task Force Team member that includes the initial draft, the existing document if appropriate, a project timeline, and the Task Force Team Member Roles and Responsibilities memo.
Task Force Team
2.12 Review the initial draft, discuss the concerns and issues that the document must address, and make revisions to reflect current practice or needed changes to current practice.
2.13 Take the initial draft back to each department represented and discuss its contents with employees to ensure the draft's thoroughness, correctness, and that it addresses all areas of impact.
2.14 Provide feedback regarding department discussion to the document requestor.
Document Requestor
2.15 Schedule future team meetings if necessary for continued review and discussion.
2.16 Notify PPO of the Task Force Team members' suggestions for revisions to the initial draft.
PPO
2.17 Review and logic-check the suggested changes, adding them to the draft where appropriate.
2.18 Submit the draft to legal counsel for review.
Legal Counsel
2.19 Review the draft's content and language for compliance with current state and federal regulations and codes and for potential risk to the College.
2.20 Contact PPO when the review is finished.
If changes are necessary,
PPO
2.21 Review and logic-check the suggested changes from legal counsel.
2.22 Incorporate the changes where appropriate or contact legal counsel to discuss the recommendations.
2.23 Advise the Task Force Team of the recommended changes via e-mail.
2.24 Forward a hard-copy of the draft and an Administrative Directive Document Approval form to the document requestor.
If changes are not necessary,
PPO
2.25 Forward a hard-copy of the draft and an Administrative Directive Document Approval to the document requestor.
Document Requestor
2.26 Obtain signature approval from the Task Force Team and the immediate supervisor on an Administrative Directive Document Approval form.
2.27 Forward the draft and the signed approval form to PPO.
PPO
2.28 Submit the draft and the signed Administrative Directive Document Approval form to the vice president for review and approval.
Vice
President
2.29 Review the final draft for content, approach, and business implications.
If the draft is approved with suggestions for changes:
2.30 Sign the Source Document Approval form.
2.31 Forward the draft with changes noted and the signed Administrative Directive Document Approval to PPO.
PPO
2.32 Review and logic-check the suggested changes and incorporate them into the draft where appropriate.
2.33 Notify the document requestor that the draft has been approved with changes.
Vice
President
2.34 Sign the Source Document Approval form.
2.35 Forward the draft and the signed Administrative Directive Document Approval to PPO.
PPO
2.36 Notify the document requestor that the draft has been approved.
Document
Requestor
2.37 Gather all supporting documentation: all draft revisions, research materials, and correspondence.
2.38 Complete a Completed Document Checklist.
2.39 Submit the signed Administrative Directive Document Approval form, a Completed Document Checklist, the final draft, and all supporting documentation to PPO.
PPO
2.40 Create flowcharts for the procedural steps of the administrative directive.
PPO
3.1 Assemble and submit a Source Document Approval Packet to the President.
President
3.2 Review the final draft for content, approach, and business implications.
If the final draft is approved without suggestions for changes:
President
3.3 Sign the Source Document Approval form.
3.4 Forward the final draft to PPO.
If the final draft is approved with suggestions for changes,
3.5 Contact PPO to discuss the necessary changes.
PPO
3.6 Review the President's suggested changes, incorporate them into the final draft and notify the document requestor and the Task Force Team of the changes via e-mail.
3.7 Re-submit the final draft to the attorney for legal review if necessary.
3.8 Assemble and archive the historical file.
If the final draft is not approved based on approach or business implications:
President/PPO
3.9 Discuss and implement language that addresses the president's concerns.
PPO
3.10 Re-submit the final draft to legal counsel for review if necessary.
3.11 Notify the document requestor and the Task Force Team of the changes via e-mail.
3.12 Assemble and archive the historical file.
PPO
4.1 Determine an implementation strategy based on the contents of the document and the needs of the College.
4.2 Publish the final draft online in The Source.
4.3 Contact the Public Information Office to request a broadcast statement on College-wide e-mail and/or The Express announcing the new or revised document.
4.4 Update existing hard-copy Source binders.
Document Requestor/PPO
4.5 Develop and conduct training in the areas affected by the document where necessary.
4.6 Distribute new forms if appropriate.
5. Requesting a Revision to an Existing Document
Document Requestor
5.1 Submit a Policy, Administrative Directive and Procedure Request form to the Policies and Procedures Office (PPO).
5.1.1 Attach the existing document with language high-lighted that requires revision.
5.1.2 Attach the requested revised language and the justification/reason for the revision.
PPO
5.2 Determine if the request requires a major or minor change to the document.
Major Revision:
PPO
5.3 Forward the Policy, Administrative Directive and Procedure Request form to the appropriate vice president for approval.
5.4 Contact and reconvene the original Task Force Team members to discuss the document revisions.
5.5 Proceed from Task Force Team review of document.
Minor Revision:
PPO
5.6 Make the requested changes to the document.
5.7 Contact the original Task Force Team members to inform them of the change.
5.8 Proceed with Finalizing the Document.
