Policy Portal

University Policy

Establishing University Policies

Policy Number: 3349-03-80
Effective Date: 10/31/2017
Updated:
Reviewed:
Responsible Department: Officer of the General Counsel
Applies To: All University Employees

A. Purpose

To establish a framework for determining how University Policies are created, reviewed, approved, formatted and maintained within the University, as well as define the types of Policies that exist and the delegation of authority necessary to give effect to a Policy. All Policies, University or Administrative, will be promulgated in a consistent format and maintained in one central location to ensure uniformity and accuracy.

B. Scope

This policy applies to all University and Administrative Policies that are enforced on the campus of or affect the student, employees, or visitors to Northeast Ohio Medical University (NEOMED).

C. Definitions

  1. “Administrative Policies” refers to a broad classification of policies, each of which targets has a specific audience or topic and are subject to frequent revision based on the needs of the Responsible Department or College. There are three types of Administrative Policies:
    1. “Academic Policies” are those that directly affect the pedagogical mission of the University and administration of academic matters, as well as nonacademic conduct which affects student matriculation;
    2. “Operational Policies” are non‐academic polices governing the operations of the University; and
    3. “Research Policies” are non‐academic policies governing the research activities of the University, including, its funding, and potential commercialization.
  2. “Guidelines” refers generally to written documents that further explain detail on a specific topic, or provide narrative descriptions or examples that serve as aids in interpreting and understanding certain topics.
  3. “Policies” refers generally to a written statement or set of statements that describes principles, requirements and limitations and are characterized by establishing “what” needs to be done or enforced, rather than “how.”
  4. “Procedures” refers generally to written documents outlining the steps one must follow in order to effectuate the overarching Administrative Policy. Procedures typically establish “how” to do or accomplish something articulated within the Policy.
  5. “Responsible Department” for the purpose of this policy, refers to the College, Department or Unit responsible for developing and maintaining an Administrative Policy.
  6. “University Policies” refer to those policies that are broadly applicable a wide class of people or issues and connect the University’s mission to the individual conduct and institutional practices. University Policies have institution‐wide applicability, change infrequently, and embody general principles of institutional governance.

D. Policy Statement

  1. Policy Authority
    1. Ohio Revised Code 3345, et seq, imbues the NEOMED Board of Trustees with authority for the overall administration of the University and its related activities. The Board of Trustees has delegated the authority to create, implement, and enforce policies to the University President, who in turn has delegated this authority to multiple areas within the University.
    2. University Policies are those that are reviewed and approved by the President or his/her Designee. All University Policies are filed with the Legislative Service Commission and are issued a Policy Number that conforms to the following scheme:
      1. The University Number (3349) then the Policy’s topical number, followed by the Policy’s Individual number (e.g., 3349‐XX‐XXX)
    3. University Policies establish expectations and consequence for student and employee conduct; support compliance with state, federal and local laws and regulations; mitigate institutional risk; enhance productivity and efficiency, achieve accountability and document how the University conducts its business.
    4. The Office of the General Counsel, in conjunction with the President and members of the Leadership Team, serves as the primary drafting and controlling authority for University Policies.
    5. Administrative Policies address significant issues within a specific audience and target a limited topic. Authority for Administrative Policies has been delegated by the President as follows:
      1. The Vice President for Academic Affairs has the authority to create, implement and enforce all Academic Policies with the University. To the extent some Academic Policies that address only matters within a specific college, the Dean of that College has authority to implement those Academic Policies that affect the pedagogical activities of the college in which he/she is Dean.
        1. Academic Policies are numbered 3349-AC-2XXX.
      2. The Vice President for Administration and Finance has the authority to create, implement and enforce all policies related to the operational matters within the University.
        1. Operational Policies are numbered 3349-OP-3XXX.
      3. The Vice President for Research has the authority to create, implement and enforce all research related policies within the University.
        1. Research Policies are numbered 3349-R-6XXX.
    6. Any Administrative Policies enacted by the Responsible Department must be consistent with University Policies, as University Policies are the control over any other Policy or statement of the University.
    7. Emergency Policies. It may be necessary to rapidly establish or modify a policy due to natural or man‐made disaster, fiscal exigency, substantial legal changes, or government mandates. The President has the authority
      to sign into effect, waive or temporarily alter any policy necessary to address an emergency or temporary situation. In the absence of the President and with the support of the Leadership Team, Chief of Staff may likewise put a policy into immediate effect in such circumstances.
    8. Withdrawing a Policy. In some circumstances, a Responsible Department may deem it appropriate to withdraw an existing Policy or consolidate one Policy with another. The Office of the General will record the effective dates for the Policy and archive the withdrawn Policy accordingly.
  2. Format of a University or Administrative Policy
    1. All policies, University or Administrative, should conform to the structure set forth in Attachment A, and shall include the following information:
      1. Policy Name
      2. Policy Number
      3. Effective Date
      4. Responsible Department
      5. Policy content as follows:
        1. “Purpose,” which provides a brief statement to explain why the policy exists
        2. “Scope,” noting the topic or audience to whom the policy applies
        3. “Definitions,” which may define any specialized terms used in the policy
        4. “Body of Policy,” which outlines the substantive content of the policy
  3. Publication and Maintenance of Policies
    1. The webpage for the Office of the General Counsel shall serves at the central repository of all University and Administrative Policies. All Policies referenced at College or Departmental level shall link directly to the Office of the General Counsel’s webpage to ensure consistency and accuracy of the most current version of the Policy. Printed publications shall include a disclaimer that University and Administrative Policies posted on the Office of the General Counsel webpage are the official and controlling Policy.
    2. The Office of the General Counsel maintains a record of all Policy revisions in accordance with the University’s Record Retention Schedule. Updates to Administrative Policies are maintained by the Responsible Department.
    3. University Policies should be reviewed on a regular basis, but no less than every five (5) years, to ensure accuracy and applicability of content.
  4. Other Documents
    1. From time to time Colleges or Departments may develop additional documentation in the form of Procedures or Guidelines to support an Administrative Policy put into place or to articulate a preferred approach for addressing certain topics. College or Departmental Procedures and Guidelines do not normally have the force of establishing rights, requirements and responsibilities like University or Administrative Policies do.

University Policies

Office of General Counsel