FAQs

• What is the Policy Management Initiative?
  Led by Enterprise Risk Management (ERM), the Policy Management Initiative (PMI), jump started a policy administration project that started under Project 50 Forward. Building off of ideas and recommendations identified under the original policy administration project, the PMI focused on transforming how the University develops, maintains, and communicates University-wide policies. This transformation includes: updating the University Policy on Policies, organizing policies by category, implementing a new policy template, transferring all policies into the policy management system used by the University Hospital, and presenting all policies on a new user-friendly policy website (interchangeably referred to as the policy manual).
• What are the benefits of the Policy Management Initiative?
  The PMI brings clarity, uniformity and sophistication to the University’s policy development efforts. It effectively sets a new baseline for the University to build off and foster. This fresh start is an opportunity to renew our commitment to crafting and supporting institutional policies that set clear expectations and supports our mission and values. Moreover, the PMI provides operational alignment with the University Hospital and significantly improves our ability to manage and track policies. 
• What policies are included in the new policy manual?
  Policies that were in the former web-based policy manual have been transferred to the new system and are available on the new policy website. Moving forward, University-wide policies will be added and removed in accordance with the Policy on Policies. 
• What process was used to transfer policies from their original form into the new template? Were policies changed in any way?
  Each policy was transferred manually, one by one, from a web-based format into the policy template. While the look and feel of policies has changed a bit to conform to the new template, the substance of each policy is untouched. Only non-substantive items were reviewed and updated. For instance, office names and locations were updated and hyperlinks replaced as needed. The formatting of policies was also reviewed. Simple and complex policy structures have been standardized. 
• Why place policies into a template?
  A policy template provides consistency and clarity for policy drafters and policy readers. The template also supports key elements of the Policy on Policies, which includes identifying the policy’s Issuing Authority, area(s) with responsibility for maintaining the policy, and when the policy will be up for review. 
• What is an Issuing Authority?
  An Issuing Authority is part of the University leadership team and is the owner of a University-wide policy. The Issuing Authority must assign responsibility for implementing and supporting each of its policies.
• How are policies categorized?
  Policies are categorized based on the end user’s perspective and operational functions. 
• Can a policy belong to more than one category?
  No, a policy may only belong to one category. 
• How come policies are no longer numbered?
  The former policy manual did not have a clear system in place for numbering policies. Such a system can be particularly useful and is an idea that will be revisited down the line. For now, each policy should have a clean and simple title. 
• How often are policies reviewed?
  Each policy has a review cycle and will be reviewed at least every three years.  
• I reviewed a policy that has been around for many years, but the policy says it was just published in 2022. How come?
  The policy's publication date reflects the day it was published in the policy management system. 
• Who maintains and oversees University policies?
  ERM has been directed by the President to oversee the University’s policy development process, coordinate with University leadership to ensure compliance with the Policy on Policies, manage all aspects of the manual (which is officially housed in a secure policy management software system) and the policy website.
• Are Department level policies included in the new policy manual?
  No, only University-wide policies are in the new policy manual. If you are looking for Department level policies, please contact the Department for assistance.  
• Can my area copy and paste text from a University-wide policy and place it on its website?
  Areas should avoid independently republishing policy text on their websites. This practice will avoid sharing erroneous information.  If this approach is not feasible, policy text should be in quotations, date stamped, and a direct link to the official policy should be provided. 
• I have a policy question. Who can help me?
  You may refer to the contact section found within each policy or contact ERM directly.