Michele,
I hope I am addressing your questions in a helpful manner. Our jobs can be
daunting tasks! I am curious to hear what everyone else reports.
1. I am it – web maintenance, document prep, policy management,
announcements to college employees regarding policy, and so on.
· We are a smaller institution of just under 8,000 credit students
(several thousand non-credit and adult Ed also – I just don’t have that number
in front of me) and around 900 employees of which at least half are faculty.
2. Finalized policies and forms are stored on an internal drive that
feeds directly to the web. I maintain all content for policy web pages,
documents and forms.
3. My management tools include:
a. Working folders organized by year, division, then department, housed
in an internal drive, accessible only with my log-in, that is backed up daily;
b. Excel sheets organized by year, division, and then department where I
note all critical steps along the way (i.e. – readings, approvals, surveys,
etc.) and note all relevant conversations and requests. These sheets also
track whether impact statements and procedures are provided, and note the date
the policy was uploaded to the web.
c. A Policy Impact Statement Form – a form fillable document that is the
initial notice to the policy office of policy revision or development. This
document is critical, organic and updated as it follows new and revised policy
throughout the entire cycle.
d. Outlook email folders organized by year and department. I also create
folders here dedicated to College wide policy announcements. Very extensive,
but has added the ability to respond in a timely manner and often resolve
questions.
i. This
year I began using the voting option in Outlook to assist with approval to
proceed with new or revised policy proposals at the executive level. They seem
to like this and it has improved our efficiency somewhat at this level.
Lynda Lloyd, M.Ed.
Director of Policy
Adjunct Faculty
NWACC Policy<http://www.nwacc.edu/web/policy/policy_procedure>
479-619-4248
This message is intended solely for the recipient to whom it is addressed. If
you are not the intended recipient, do not disclose, distribute or copy this
email. Please notify the sender immediately and delete this email from your
system.
From: [email protected]
[mailto:[email protected]] On Behalf Of Michele Gross
Sent: Thursday, February 18, 2016 10:25 AM
To: Association of College and University Policy Administrators
<[email protected]>
Subject: Re: [acupa-l] Policy and Procedure Library Resources
For those of you who at 1 FTE or fewer, do you have technical people in your IT
office that manages your website? Are you or someone else responsible for
placing the policy content into your library tool? While our numbers are heavy
(2.5), my folks are fully responsible for our application on the content
management tool, creates and revises the website, and manages the forms library
(>500 forms).
So my second question is this: where are all the forms that are attached to
your policies stored? Does this fall within your duties or are the forms on
lots of sites, depending on the nature of the form (e.g., all HR forms are on
the HR site)?
Thanks,
Michele
On Wed, Feb 17, 2016 at 3:13 PM, Heather Foster
<[email protected]<mailto:[email protected]>> wrote:
Hi Jennifer,
It’s a one woman show down here. The percentage of time I spend on each
activity fluctuates quite a bit depending on the number of policies actively
under review.
Best,
Heather
From:
[email protected]<mailto:[email protected]>
[mailto:[email protected]<mailto:[email protected]>]
On Behalf Of Meeks, Donna W.
Sent: Wednesday, February 17, 2016 3:03 PM
To: 'Association of College and University Policy Administrators'
<[email protected]<mailto:[email protected]>>
Subject: RE:[acupa-l] Policy and Procedure Library Resources
Jennifer,
0.5 FTE (one-half of my position) is dedicated to all things policy-related at
ODU.
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
[cid:[email protected]]
From:
[email protected]<mailto:[email protected]>
[mailto:[email protected]] On Behalf Of Rebecca G.
Deardorff
Sent: Tuesday, February 16, 2016 12:23 PM
To: Association of College and University Policy Administrators
Subject: RE:[acupa-l] Policy and Procedure Library Resources
Hi Jennifer,
My office has 2 FTE, however, about a fourth of both jobs handle duties outside
policy management. I act as the University of Washington’s rules coordinator –
a rule-making role mandated for each state agency in Washington State – that is
separate from policy management, and my colleague also handles another
administrative duty in maintaining the UW’s organizational leadership lists and
the UW organizational chart. So, in truth, we have about 1.5 FTE devoted
exclusively to policy management.
I hope this helps in evaluating your situation.
My best,
Rebecca
REBECCA GOODWIN DEARDORFF
Director of Rules Coordination
Office of the President
448 Gerberding Hall Box 351210
Seattle WA 98195-1210
206.543.9219<tel:206.543.9219>
[email protected]<mailto:[email protected]> /
washington.edu/rules<http://washington.edu/rules>
[logo]
From:
[email protected]<mailto:[email protected]>
[mailto:[email protected]] On Behalf Of
[email protected]<mailto:[email protected]>
Sent: Friday, February 12, 2016 8:58 AM
To: Association of College and University Policy Administrators
<[email protected]<mailto:[email protected]>>
Subject: [acupa-l] Policy and Procedure Library Resources
Hi All,
In March 2015, I sent an email to ACUPA members inquiring about the development
of an online policy and procedure library (and received a lot of great
feedback). Now that we have implemented an online library using a SharePoint
platform, we are doing some benchmarking to look at resources necessary to
effectively manage and maintain our library.
My question is, how many FTE’s does your institution devote to oversight,
management, and maintenance of the policy and procedure library? Expanding on
this, it would be helpful to know how much of the FTE’s time is allocated to
oversight/management, review/approval, and/or online system maintenance.
I appreciate any information you can provide.
Thank you,
Jennifer
Jennifer S. Mudd, CPA, CCEP
Compliance Manager
Institutional Compliance Office
University of Louisville
425 W. Lee St.
Louisville, KY 40208
502-852-5709<tel:502-852-5709>
Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will
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complete the form. We will remove you from the list within 24 hours, during
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[email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance>
or 607-255-6837<tel:607-255-6837>.
Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will
distribute your message to the ENTIRE list of members. To send a message
privately, reply directly to the individual who sent the message (their e-mail
address appears in the "From" line of their original e-mail).
To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html and
complete the form. We will remove you from the list within 24 hours, during
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--
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/
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or 607-255-6837.
