Hi Scott, Great question. In our organization, we have lots of dates when a policy is going through the process. For example, our President's Policy Committee (PPC) will review a new policy and their approval is one that authorizes me to have the document posted for a 30-day public review. For example, let's just say 6/15/15 was the PPC approval at this point. I capture this in the notes from the quarterly PPC meeting where these are discussed. The 30-days go by. At the end of the process, the policy owner reviews all of the feedback and determines what effect it has on the draft (revise a sentence, add an FAQ, etc.) When the owner has a final copy from their perspective, I forward the revised draft and comments to the chair of the PPC. If she is satisfied that there is no material change to the content, she will approve the document for posting on behalf of the PPC. If there are major changes, then the draft would generally circle back to the PPC via email and electronic approvals are captured.
When I have a fully approved document, my staff will publish the policy (new or revised). One of the fields on the policy face is then updated (Last Revised). The other date on the policy face will always remain the same (Effective Date which is the same as origin date in my world.) We retain the "final" approval from the PPC chair as an electronic attachment in our document management system, should anyone want to see evidence that it was actually approved. I don't recall the last time anyone asked me for an approval date, so we have not modified the way we list dates...at least for now. There is typically less than a 48 hour turnaround from receiving the approval to the posting of the document. And yes, the two dates we display are part of the standard template. I hope that helps! Michele On Tue, Jul 28, 2015 at 9:41 AM, Zalatoris, Scott R <[email protected]> wrote: > Colleagues, > > > > The University of Illinois is reviewing lifecycle dates associated with > our business and financial policies and procedures. Each policy currently > has “approved on” and “last updated” dates listed. There has been some > confusion regarding if the “approved on” date, is the same as an effective > date. > > > > How do your institution(s) list these dates? Is it part of a standard > template? Has anyone recently changed or modified the way they list dates > based on customer feedback? > > > > Regards, > > > > *Scott R Zalatoris* > > > > *Policy Specialist* > > University of Illinois | Office of Business and Financial Services > > 809 S Marshfield AVE | MC 079 | Chicago, IL 60612 > > Office: 312-355-5107 | Fax: 312-413-8369 | Email: [email protected] > > OBFS Website: www.obfs.uillinois.edu > > > > *Under the Illinois Freedom of Information Act (FOIA), any written > communication to or from University employees regarding University business > is a public record and may be subject to public disclosure.* > > > > 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] > <[email protected]?subject=ACUPA%20e-list%20assistance> or > 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/
