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ADMINISTRATIVE POLICIES AND PROCEDURES MANUAL

 

10.5 POLICY AND PROCEDURE DOCUMENTATION

DESCRIPTION

Proposed updates to a manual, including the Administrative Policy and Procedure Manual (APPM), are drafted by the initiating department and forwarded to the Documentation Specialist in the Division of Fiscal Operations Technical Support Services.

 

The proposed additions or changes to the APPM are reviewed for compliance with other University policies and procedures and existing laws and with those departments, which are primarily concerned with the subject matter. The proposed material for inclusion in the APPM is presented whenever appropriate to the Administrative Conference and the Council of Deans for review and discussion before submission to the Executive Council.

 

Additions or changes to the APPM are reviewed where appropriate by the President's Executive Council. Once the approval to issue is received, the online version of the APPM is updated and hard copies are distributed to authorized University departments.

 

The APPM is distributed by the Documentation Specialist in the Division of Fiscal Operations Technical Support Services. Additional hard copies are available upon request to Documentation Specialist in the Division of Fiscal Operations Technical Support Services for a nominal fee. (See APPM section 10.5.2, Requesting Hard Copy of the APPM.)

DEFINITION(S)

Policy

A predetermined course of action established as a guide toward accepted University strategies and objectives as specified by the Board of Governors' statutes, Executive Orders of the President, and federal, state and municipal laws or other proscribed course(s) of action as defined in the APPM. (A policy reflects the objectives of the University.)

 

Procedure

The means/steps by which a policy's actions can be accomplished. (Procedures provide continuing guidelines to management for making daily decisions.)

 

Style

The plan followed in documentation of policies and procedures involving the arrangement of words and sentences, the choice of words and the formatting of University manuals.

 

POLICY

Wayne State University policies and procedures are documented in the Administrative Policy and Procedure Manual (APPM) in a prescribed format. (See APPM section 10.5.1, Manual Documentation Guidelines.)

New and revised policies and procedures are effective once approved by the President.

PROCEDURE

Responsibility

Action

Initiating Department

  1. Draft proposed policy and procedure in proper format. (See APPM section 10.5.1, Manual Documentation Guidelines.)

  2. Forward draft to the Documentation Specialist in the Division of Fiscal Operations Technical Support Services.

 

Documentation Specialist

  1. Review proposed policy and procedures.

  2. Advise originator of any concerns on content and make recommendations to comply with documentation guidelines.

  3. Issue the draft only to those departments concerned with subject matter for review and comment.

 

Reviewing Departments

  1. Review for conformity and compliance with departmental requirements.

  2. Note conflicts, alternatives, and any oversights.

  3. Return to Documentation Specialist.

 

Documentation Specialist

  1. Coordinate responses and develop final draft.

  2. Issue to all departments concerned with subject for review and comments.

 

Initiating/ Reviewing Departments

  1. Review, comment and sign draft.

  2. Return signed draft to Documentation Specialist.

 

Documentation Specialist

  1. If no further comments are to be considered for approval, forward to the Administrative Conference for review.

  2. Consult with departments involved to coordinate a resolution of any differences:

    1. Revise draft accordingly.

    2. Resubmit to all concerned to review for concurrence.

  3. Monitor review progress through the appropriate advisory bodies, i.e., the Council of Deans and the Executive Council.

  4. Revise draft as recommended during the approval process.

  5. Issue upon authorization by the President.