Rachel,
When I started this position a year or two ago (time does fly) the first thing
I was asked to do was design a numbering system. After struggling with that
task for some time – primarily with the concern you expressed about adding new
and unexpected items which do not fit in well – I asked around and got pretty
much the same answers you are getting now. Numbering is no longer necessary
because technology has allowed the development of better ways to find things.
Once I presented that information to my boss, she agreed to not numbering the
policies. It is taking longer than I had anticipated to have that web-based
word search indexing in place, so I cannot point to ours yet – but there are a
lot of excellent examples out there.
Incidentally, when I asked at the last conference how long it took the people
who are there already to get to the point they were comfortable that they had a
coherent policy administration system in place, the consensus seemed to be
about six years.
Alan
Alan Sibert
University Policies Coordinator
UNIVERSITY of
NORTH GEORGIA
Physical Address: 60 West Main Street / Room 239
Mailing Address: 82 College Circle
Dahlonega, GA 30597
706-867-2558 (Office)
678-485-1765 (Cell)
From: [email protected]
[mailto:[email protected]] On Behalf Of Ball, Donna
Sent: Thursday, May 14, 2015 10:29 AM
To: Association of College and University Policy Administrators
Subject: RE: [acupa-l] Policy Numbering System
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]>
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