UNTHSC Policy Conversion

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UNTHSC Policy Conversion

• Policy Template Training Session
• October, 2008

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Agenda

• Policy Conversion Overview Why are we doing
  this?
• Review of New Policy Template
• Overview of Policy Review and Approval Process

3
Overview

• SACS requires UNTHSC policies to be referenced
  and linked electronically to our submission.
• We currently do not have a centralized electronic
  policy repository.
• Regents Rule 2.208 requires that existing UNTHSC
  policies be converted to a new system-wide
  template and Table of Contents.

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Overview

• OSM and ITS are working together to develop a new
  online system for managing policies using
  Sharepoint.
• This Sharepoint site will be the central
  repository for UNTHSC policies, and will be
  searchable and viewable online.
• The Sharepoint site will allow us to track where
  policies are in the review and approval process,
  and will publish approved policies.

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Template Components

• 01.101 Policy Statement Be as concise as
  possible, and make sure not to include procedures
  here. Generally limited to 1-2 paragraphs.
• 01.102 Application of Policy Indicate to whom
  the policy applies.
• 01.103 Definitions Use the Regents Rules
  definitions when available. Otherwise, clearly
  define those terms with specific meaning in the
  policy.

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Template Components

• 01.104 Procedures and Responsibilities
  Include broad procedures fundamental to the
  policy, not internal departmental procedures.
  Include the office or person responsible for each
  procedure or duty.
• 01.105 References and Cross-references List
  associated rules, policies, statutes and
  regulations.
• 01.106 Reference forms and tools related to
  policy, including how to obtain them if possible.
  The forms and tools can be modified without
  modifying the entire policy.

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Using the Template

• Open the policy template document.
• If you have an electronic version of the policy
  in an older template, copy the entire policy and
  paste it under Policy Statement.
• Enter the policy name in the space at the top of
  the page, but leave the Chapter Name/Policy Type
  blank.
• In Microsoft Word, turn on the Track Changes
  function.

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Using the Template

• Fill in each section as completely as possible by
  cutting and pasting or adding text as necessary.
  
• For previously approved policies, enter the
  Approved Date and the Effective Date.
• Enter the latest revision date under Revised, if
  applicable.
• Save the reformatted policy using the policy name
  as the file name.

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Review and Approval Process

• Depending on the revisions to the policy, Policy
  Owners/Responsible Parties may need to send
  policies for stakeholder review and comment
  (Deans, VPs, peers, etc.). Specific stakeholders
  will be determined by the Responsible Party.
• Responsible Parties will incorporate stakeholder
  comments as appropriate.

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Review and Approval Process

• Policies which have undergone substantive changes
  will be forwarded to the Office of General
  Counsel for review using Sharepoint.
• Policies without substantive changes will be
  forwarded to OSM through Sharepoint.

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Office of General Counsel Review

• What is a substantive change?
• The definition is a moving target, depending on
  the topic matter of the policy.
• One extreme The policy is merely being placed in
  the new template. This would not be a
  substantive change.
• The other extreme The UNTHSC department seizes
  this opportunity to make changes to the policy.
  These are likely substantive.
• The middle ground In the process of putting an
  existing policy into the new template, parts of
  the policy must be rewritten or new parts added.
  These changes may or may not be substantive.
  This scenario requires judgment by the
  Responsible Party as to whether the changes
  materially alter the policy.

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Review and Approval Process

• The Office of General Counsel will review, and
  either respond to the policy owner with questions
  for clarification or forward approved policies to
  OSM.
• OSM will send policies needing approval to the
  Executive Team.
• OSM will assign policy numbers to approved
  policies, and post approved versions.

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Sharepoint Overview
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Summary

• Convert all existing policies to the new
  template.
• Policies that guide SACS responses (academic,
  faculty, human resources, institutional
  processes) should be the highest priority.
• Training on the Sharepoint application will be
  offered in the coming weeks.
• Once trained, upload all reformatted policies in
  Sharepoint and complete any initial stakeholder
  review by 1/9/09.

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Resources

• Contacts
• Jolie Lyon, x0297, jolyon_at_hsc.unt.edu
• Marc Foster, x0370, dfoster_at_hsc.unt.edu
• Office of Strategy and Measurement Main Line,
  x2612
• ITS Helpdesk, x2192