Ohio Admin. Code 3337-1-01 - Policy on policies
The version of this rule that includes live links to associated resources is online at
https://www.ohio.edu/policy/01-001.html
The university policy manual shall
include policies of broad application throughout the university and shall be
made available online. Printed copies of the manual shall also be made
available in the Alden library and university human resources on the Athens
campus and in each of the regional campus libraries. Policies to be included in
the policy manual shall be adopted in accordance with the procedures in this
policy.
Ohio university is committed to the
implementation and creation of comprehensive policies. This policy governs how
the university creates, drafts, reviews, maintains, rescinds, and approves all
university policies.
Ohio university policies must be thoroughly reviewed, maintained, and accessible to the university community. The university community includes all university employees, students, alumni, visitors, volunteers, and other individuals who perform work for the university.
(1) Review
committees
(a) The executive staff policy
committee shall be responsible for the review of new or amended policies and
for recommending policies for approval by the president. The members of the
executive staff policy committee shall be the vice president for finance and
administration, the executive vice president and provost, the vice president
for student affairs, and the general counsel. The executive vice president and
provost shall serve as chair of the committee. In the event of their temporary
unavailability, members may be represented by designees.
(b) Under the direction of the
executive staff policy committee, the office of legal affairs will provide
legal and administrative oversight for the policy- development
process.
(2) Policy drafting
guidelines
The executive staff policy
committee, with the assistance of the office of legal affairs, shall prepare
policy drafting guidelines setting forth requirements for content, organization
and format of policies. These guidelines shall be made available as part of the
online and hardcopy editions of the policy manual.
(3) Initiation, review, and approval
of policies
(a) A proposal for a new or amended
policy or the rescission of an existing policy may be initiated by the
university unit responsible for administering the subject matter of the policy,
(the "initiating unit"), subject to the approval of its planning unit head. Any
member of the university community may submit a suggestion for a change in
university policy to the appropriate initiating unit or its planning unit
head.
(b) The planning unit head with
responsibility for the initiating unit shall send to the executive staff policy
committee a policy proposal memorandum, as described in the policy drafting
guidelines. The proposal memorandum shall explain the need for the new or
revised policy or the reason for the rescission and shall include an outline of
the proposed content of the new policy or amendment. A list of university
offices and constituencies affected shall also be provided.
(c) The executive staff policy
committee shall decide whether the proposal should go forward and may provide
guidance, limitations, or any other advice it deems appropriate. In particular,
the executive staff policy committee should confirm that the initiating unit
will consult the appropriate university officials and
constituencies.
(d) If the executive staff policy
committee authorizes a continuation of the policy development process, the
initiating unit may proceed to draft the policy using the standard policy
template in accordance with the policy drafting guidelines.
(e) The initiating unit shall
solicit comments and recommendations from the university officials and
constituencies affected by the proposed policy or rescission, including any
appropriate senates.
(f) The draft policy and all
comments from university officials and constituencies consulted by the
initiating unit shall be posted online.
(g) At the completion of the
consultation process, the proposed policy, amendment, or rescission shall be
submitted to the executive staff policy committee for final review. The
submission shall include a policy approval cover sheet signed by the planning
unit head. The policy approval cover sheet shall be in the form prescribed in
the policy drafting guidelines and shall include a list of the university
officials and constituencies consulted in the policy development process and
summaries of the comments and recommendations from each. The materials
submitted to the executive staff policy committee shall also be made available
to each official and constituency consulted by the initiating
unit.
(h) The executive staff policy
committee shall review the proposed policy, amendment or rescission and the
comments and recommendations from the officials and constituencies who reviewed
the proposal. The committee may recommend the policy or rescission to the
president for final approval or send it back to the initiating unit for further
modification or consultation.
(4) Updating
policies
All policies shall be reviewed to
determine whether an update is necessary at least every five years. At the
direction of the executive staff policy committee, the office of legal affairs
will send update notices to initiating units for each policy.
(5) Interim policies
(a) The executive staff policy
committee may determine that because of legal requirements or administrative
necessity a policy must be adopted or amended immediately. In this event, the
executive staff policy committee may recommend to the president that an interim
policy be adopted. The executive staff policy committee's recommendation shall
include a complete description of the legal or administrative issues supporting
the request for an interim policy.
(b) An interim policy shall be
effective for an initial period of no more than six months. After the initial
six month period, the executive staff policy committee may recommend to the
president that an interim policy be extended for two additional six month
periods. A permanent policy adopted in accordance with the procedures set forth
in part (B)(3) of this policy should be approved by the president no later than
eighteen months after the effective date of the interim policy.
A university policy should:
The executive staff policy committee, with the assistance of the office of legal affairs, shall prepare policy drafting guidelines setting forth requirements for content, organization and format of policies. These guidelines shall be made available as part of the online and hardcopy editions of the policy manual.
All policies shall be reviewed by the policy owner to determine whether an update is necessary at least every three years.
The university policy manual shall include all university policies adopted in accordance with this policy and shall be made available online. Printed copies of the manual shall also be made available in the Alden library and in each of the regional campus libraries.
The version of this rule that
includes live links to associated resources is online at
https://www.ohio.edu/policy/01-001.html
Notes
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01
Prior Effective Dates: 06/25/2016
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