Sharon & Michele, Thank you both very kindly for the information. It is very helpful, and has given me some good ideas to consider!
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]<mailto:[email protected]> OBFS Website: www.obfs.uillinois.edu<http://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. From: [email protected] [mailto:[email protected]] On Behalf Of Sproule, Sharon Sent: Tuesday, July 28, 2015 10:00 AM To: Association of College and University Policy Administrators <[email protected]> Subject: RE: [acupa-l] Updated, Approved, Effective: Dates Associated with Policies Our policy template uses "Effective Date" and lists this on the first page of the document. We record the approval dates internally but don't note this on the policy document itself. In most cases the approval date is the same as the effective date, but not always (we have one right now that is approved but requires IT support, and so while already approved by our Board it will not be effective Sept 1st to allow IT the time needed to create the infrastructure). We have also recently changed our "Last Revised Date" language and replaced it with "History", and then moved this portion to the end of the policy document. Previously we listed this on the first page of the policy, but felt that listing dates other than the Effective Date on the first page was not necessarily useful for the reader. Sharon Sproule General Counsel | University of Lethbridge From: [email protected] [mailto:[email protected]] On Behalf Of Michele Gross Sent: Tuesday, July 28, 2015 9:54 AM To: Association of College and University Policy Administrators <[email protected]> Subject: Re: [acupa-l] Updated, Approved, Effective: Dates Associated with Policies 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 From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Zalatoris, Scott R Sent: Tuesday, July 28, 2015 8:41 AM To: Association of College and University Policy Administrators Subject: [acupa-l] Updated, Approved, Effective: Dates Associated with Policies 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]<mailto:[email protected]> OBFS Website: www.obfs.uillinois.edu<http://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<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.acupa.org_MembershipForm-5FDiscontinue.html&d=AwMFAg&c=8hUWFZcy2Z-Za5rBPlktOQ&r=f7-KnyfH-XHNqTzTL-KVQsICLxgFnNDUhZ7lfOTEyBI&m=XXmkGDIVM92ATop3RcO26fBhChaKa1rhLijBlo87okU&s=WKufAwGRJv_N0PQ8XobnUCbi7_9LEswLADdBBEQNdpY&e=> 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<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.acupa.org_MembershipForm-5FDiscontinue.html&d=AwMFAg&c=8hUWFZcy2Z-Za5rBPlktOQ&r=f7-KnyfH-XHNqTzTL-KVQsICLxgFnNDUhZ7lfOTEyBI&m=XXmkGDIVM92ATop3RcO26fBhChaKa1rhLijBlo87okU&s=WKufAwGRJv_N0PQ8XobnUCbi7_9LEswLADdBBEQNdpY&e=> 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.
