Good morning Ellen, We have recently reorganized our policy development structure. It was transferred from another area of the institution (the Office of Strategic Initiatives) to the Office of Institutional Compliance.
1. Do you have a Policy Office / Manager? We do not have a dedicated Policy Office, our policies are managed by the Office of Institutional Compliance. Our Compliance Office is under the Legal and Regulatory Affairs umbrella. We have one attorney whose full time position is to manage policies. I currently serve as the Policy Manger for my institution. 2. If so, what are the responsibilities of the Policy Office? The responsibilities of the Policy Manager are to review the draft for consistency with existing institutional policies, The University of Texas System system-wide policies, and The University of Texas Board of Regents' Rules. The Policy Manager will also review the policy for clarity and conformity with institutional handbook format, and provide non-substantive cleanup. Additionally, the Policy Manager will submit the policy for review by the Department of Legal Affairs, any relevant committees, and assist the responsible entity in putting the policy through the approval process. 3. How is it staffed - how many people and what are their duties? I am the only person that manages policies at this time. I consult with the Chief Compliance Officer, as needed. In addition to managing policies, I revise and draft new policies on occasion. Particularly when the policy is based on The University of Texas System system-wide policies or The University of Texas Board of Regents' Rules. I also work closely with the attorneys in the Department of Legal Affairs to draft policies that are based on federal and state law. 4. What is the reporting structure - does the Policy Office/Manager report to the President/Chancellor or maybe the General Counsel? I report directly to the Chief Compliance Officer. The chain of command goes up to the General Counsel, and then to the President of the institution. I hope this is helpful in your analysis of your policy development process. Reworking our process has been an interesting and wonderful learning experience. K. Nicole Aquino, J.D. Associate Compliance Attorney Institutional Policies and Procedures The University of Texas Medical Branch at Galveston Office of Institutional Compliance 301 University Blvd., Galveston, TX 77555 Phone: 409.747.8710 Cell: 713.458.0864 Email: [email protected] [UTMB_Health_tag_PMS_rgb.png] CONFIDENTIAL & PRIVILEGED INFORMATION This message is being sent by the UTMB Office of Institutional Compliance. It is intended exclusively for the individual(s) or entity to which it is addressed. This communication may contain information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure pursuant to § 161 Texas Health & Safety Code and § 151 Texas Occupations Code. If you are not the named addressee, you are not authorized to read, print, retain, copy or disseminate this message. If you have received this message in error, please notify the sender immediately and delete all copies of the message. Nothing in this message should be construed as a digital or electronic signature unless expressly stated to the contrary herein. From: [email protected] [mailto:[email protected]] On Behalf Of Tiesha Hogue-Shankin Sent: Friday, October 10, 2014 8:11 AM To: Institutional policy-related discussions Subject: RE:[acupa-l] Policy Office Very good question Ellen and I'm eager to read the responses because I'm considering similar recommendations. -Tiesha Tiesha N. Hogue-Shankin, M.S. Grand Valley State University Legal Affairs, Risk Management & Compliance Office Paralegal & Freedom of Information Act Officer 4068 James H. Zumberge Hall Allendale, MI 49401 Phone: (616) 331-2067 Fax: (616) 331-3950 [email protected]<mailto:[email protected]> CONFIDENTIALITY NOTICE: This E-mail may contain confidential information that is legally privileged. Do not read this E-mail if you are not the intended recipient. If you are not the intended recipient, or a person responsible for delivering it to the intended recipient, any disclosure, copying, or use of any transmitted information is STRICTLY PROHIBITED. If you have received this transmission in error, please notify me by either forwarding this to [email protected]<mailto:[email protected]> call 616-331-2067<tel:616-331-2067> and then please destroy the original transmission and its attachments without reading or saving them. Thank you. ________________________________ From: [email protected]<mailto:[email protected]> [[email protected]] on behalf of Ellen M Hemmerlein [[email protected]] Sent: Friday, October 10, 2014 9:05 AM To: Institutional policy-related discussions ([email protected]<mailto:[email protected]>) Subject: [acupa-l] Policy Office Good morning, As we work through the analysis of our policy development process, we have found that we may want to recommend to the University that they create a Policy Office - or, at the minimum a full time position dedicated to policy management (not approval, just management of policy). I thought I could reach out to this group and see what your experience has been. I am looking to find out: 1 - Do you have a Policy Office / Manager? 2 - If so, what are the responsibilities of the Policy Office? 3 - How is it staffed - how many people and what are their duties? 4 - What is the reporting structure - does the Policy Office/Manager report to the President/Chancellor or maybe the General Counsel? Thank you all for your help in our endeavor. Ellen Ellen M. Hemmerlein, Esq. | Associate General Counsel Business Affairs and Real Estate Office of University Counsel Syracuse University Crouse-Hinds Hall, Suite 513 | 900 S. Crouse Avenue Syracuse, New York 13244-2130 Office 315.443.9057 | Email [email protected]<mailto:[email protected]> ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837.
