Hi Rachel, Like others, we do not use numbering at Memorial University. Each policy and procedure has a unique url in our policy database, which therefore provides a dynamic mechanism for referencing them. Our decision not to number was based on recommendations from a users group, who felt numbering would overly complicate retrieval ad updating. We offer three browse formats and a search feature, available at www.mun.ca/policy<http://www.mun.ca/policy>.
Donna Donna L. Ball Sr. Policy Analyst Office of the President/Board of Regents Memorial University of Newfoundland St. John's, NL A1C 5S7 709-864-8010 From: [email protected] [mailto:[email protected]] On Behalf Of Rippke, Sheryl L [U CSL] Sent: May 14, 2015 11:39 AM To: Association of College and University Policy Administrators Subject: RE: [acupa-l] Policy Numbering System Hi Rachel, We don’t use numbering either. We don’t have a need for it, especially now that it’s easy to simply link to the specific policy in the Policy Library. Sheryl Sheryl Rippke, Policy Administrator Office of University Counsel Iowa State University 3550 Beardshear Hall Ames, IA 50014 515-294-1385 [email protected]<mailto:[email protected]> Policy Library<http://policy.iastate.edu/> From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Michele Gross Sent: Thursday, May 14, 2015 8:48 AM To: Association of College and University Policy Administrators Subject: Re: [acupa-l] Policy Numbering System Hi Rachel, We solved the problem by not numbering our policies. We used to have numbering and there was some logic built into the numbering (e.g., a policy category/subcategory) and then, when we made change (just as you and others have described) it negatively impacted our organization. We also found that by and large, only the attorneys cared about a numbering system. We simply use the policy name. It provides the most flexibility for us. And yes, we use category and subcategory. Here's an easy example: Education & Student Life * Colleges, Programs, Centers<http://policy.umn.edu/Policies/Education/index.htm#ctgcollege> * Education<http://policy.umn.edu/Policies/Education/index.htm#ctgeducation> * Student Life<http://policy.umn.edu/Policies/Education/index.htm#ctgstudent> In this particular case, we even use one more level for Education (Graduate Students, Undergraduate Students, and All Students.) There are 40 policies and this distinction allows our end users to more easily locate the policies. That said, as always the fastest way and the most common way to find a policy is to enter a key word in the search field. Good luck with your decision! Michele On Thu, May 14, 2015 at 8:29 AM, Meeks, Donna W. <[email protected]<mailto:[email protected]>> wrote: Rachel, I understand your interest, as I have found since beginning our policy revamping process six years ago that the current numbering system has been impacted with rescinding obsolete policies, adding new ones, recategorizing others, etc. I naively thought five years ago that after we did a thorough review of our existing policies OVER THE NEXT YEAR TO 18 MONTHS, I would then start over with the numbering process to make it more logical. Well, here we are six years later and we are nowhere near completing this initial review! So, I, too, would be interested in hearing from others to hear what they use and is flexible enough to incorporate the ever-changing policy library. Donna W. Meeks Old Dominion University University Policy Manager and Executive Secretary to the Board of Visitors 2010E Koch Hall Norfolk, VA 23529 757-683-3072<tel:757-683-3072> / FAX 757-683-5679<tel:757-683-5679> [email protected]<mailto:[email protected]> http://www.odu.edu/bov<http://www.odu.edu/content/odu/about/bov.html> http://www.odu.edu/policy/university From: [email protected]<mailto:[email protected]> [mailto:[email protected]<mailto:[email protected]>] On Behalf Of Rachel Grace King Sent: Thursday, May 14, 2015 9:02 AM To: Association of College and University Policy Administrators Subject: [acupa-l] Policy Numbering System Good Morning, I am in the beginning stages of working on a policy library for my college. Currently, we don’t have a specific numbering system for our policies and I wanted to get that down first before trying to incorporate them into a library. There are so many varieties on policy numbering systems, so I would like to know if you could share your thoughts on yours, specifically the following: 1. What numbering system do you use for your policies? 2. Why do you feel it was best for your policies? (do you have several policies under one main topic, etc.) 3. Have you found that it’s easy or difficult to add new items to your policy numbering system (example, a new volume, chapter, etc.) with your current numbering system. I’m concerned about incorporating a new numbering system at the same time we are reformatting our policies because they may move from the current chapters they are in. I appreciate your thoughts and time on this. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603<tel:%28919%29%20866-5603> [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA. 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<tel:607-255-6837>. ________________________________ NOTE: This message was trained as non-spam. If this is wrong, please correct the training as soon as possible. Spam<https://www.spamtrap.odu.edu/canit/b.php?i=01OrN6m8e&m=5c2672437f42&t=20150514&c=s> Not spam<https://www.spamtrap.odu.edu/canit/b.php?i=01OrN6m8e&m=5c2672437f42&t=20150514&c=n> Forget previous vote<https://www.spamtrap.odu.edu/canit/b.php?i=01OrN6m8e&m=5c2672437f42&t=20150514&c=f> 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<tel:607-255-6837>. -- Michele Gross, Director University Policy Program University of Minnesota 356-1 McNamara, 200 Oak street Minneapolis, MN 55454 612-624-8081 http://policy.umn.edu/ 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.
