What is a university policy?
A university policy is a document that (1) states the university’s position on a particular issue, and (2) includes procedures for compliance. A university policy is defined by all of the following criteria:
If a policy fits these criteria, it is a university policy. If it does not, it is a departmental, office, or unit policy. For more information on the policy process, see University Regulation 50.1.13, Formulation and Issuance of University Policies.
What is a procedure?
Procedures are steps taken to implement a policy. Generally, procedures will be provided as direct links to the appropriate procedures held on departmental web sites.
What is the university’s Policy Delegation Program?
This program is the result of a year-long policy review to streamline the policy adoption and revision approval process and reorganize the university regulations, policies, and procedures into eight functional-based sections grouping policies together under logical headings. It also provides a standardized, easy to use policy template to lend structure and ensure consistency from one policy document to another. In addition, the policy delegation program establishes clear lines of responsibility for formulating, administering, and approving policies.
What kinds of policies do you write?
The Office of the Secretary of the University oversees development of policies that have application throughout the university, as represented by the eight University Regulations Sections. These policies are board, academic, administrative or financial in nature and cover subjects as diverse as governance, academic matters, fiscal management, operating practices, and human resources that affect faculty, students, staff, vendors, and visitors.
Do you actually make the policies, or just compile them?
The Office of the Secretary of the University was charged with the responsibility to determine who is responsible for the formulation, revision, and approval of university regulations, policies, and procedures. In doing so, the departments’ staff found policies in all forms: some on the electronic University Regulations and Procedures Manual web site, some as memos or minutes dated back many years, and some that needed development from beginning to end. Standardization or development of a policy requires consultation with individuals from all parts of the university, such as senior executives, general counsel, vice presidents, deans, administrators, business managers, faculty, students, and others. In meetings and consultation with these factions, the Office of the Secretary of the University facilitates the formulation and distribution of policies.
Who approves these policies?
As a policy is standardized or developed, it goes through a rigorous review and approval process. The Responsible Executive oversees development of a new policy or revision of an existing policy, which is handled by the Responsible Office reporting to the executive. Then the editorial process takes place, during which the policy is “fleshed out,” meaning that appropriate university constituents are consulted during the development or revision process. The designated Approval Authority is the final approving body. The entire process to develop a new policy often takes six months or more. However, revisions to existing policy may take only a few days or weeks, depending on the extent and nature of the modifications.
When will the standardization process be finished?
To accomplish the initial charge of identifying all university policies that do or should exist, the Office of the Secretary of the University carefully reviewed the existing University Regulations and Procedures Manual and consulted with various university units. A list of these policies is available at http://policies.rutgers.edu. Because of the large number of policies and the nature of the policy delegation process, it is very difficult to predict an “end date.”
How can I get a copy of a policy?
The policies that have been issued through the formal policy delegation process are available to read and print online at http://policies.rutgers.edu. Policies that have been standardized are accessible in pdf (portable document format). If you need information on a policy listed in the repository that has not yet been standardized, or if the policy is listed as “in revision,” contact the Responsible Office listed in the policy template. You can also contact the Office of the Secretary of the University at secretary@oldqueens.rutgers.edu for assistance.
Can I make suggestions to improve a policy that has already been issued?
Absolutely. Feedback about policies may be sent directly to the Responsible Office contact listed in the policy template or the Office of the Secretary of the University at secretary@oldqueens.rutgers.edu. Typographical or other simple errors that you submit will be changed immediately online. Suggested changes of a more substantive nature will be introduced to the Responsible Executive, and revision to the policy will take place when appropriate.
Where do I call if I have a question on a policy?
Policies posted on the University Policy Library web site at http://policies.rutgers.edu have a Contacts Section directing you to the appropriate office for answers to your questions. If you are unsure of where to call contact the Responsible Office or the Office of the Secretary of the University at secretary@oldqueens.rutgers.edu for assistance.
How can I get a university policy started from my office or department?
The Office of the Secretary of the University at secretary@oldqueens.rutgers.edu or 732/932-7434 is equipped to assist you with questions you have about the process in general or if you want to know whether a university policy is warranted in a particular situation.