Policy Portal

Policy Development

Establishing University Policies

The Office of General Counsel has established a framework for determining how University Policies are created, reviewed, approved, formatted and maintained within the University, as well as defined the types of Policies that exist and the authority necessary to give effect to a Policy.

All Policies, University or Administrative, are be in a consistent format and maintained in the Office of General Counsel to ensure consistency and accuracy.

FAQs

Who does this apply to?

All University and Administrative Policies that are enforced on the campus of or affect the student, employees, or visitors to NEOMED.

What are the two types of NEOMED policies?

University Policies and Administrative Policies.

  1. 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 authority.
  2. Administrative Policies are a broad classification of policies, each of which targets a specific audience or topic and are subject to frequent revisions based on the needs of the Responsible Department or College.

 

The three types of Administrative Policies are:

  1. Academic
  2. Research
  3. Operational

Where does policy authority come from?

Ohio Revised Code 3345, et seq, instills the NEOMED Board of Trustees with authority for the overall administration of the University and its related activities. The Board of Trustees has given the authority to create, implement, and enforce policies to the University President, who in turn has given this authority to multiple areas within the University.

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.

Who grants the policy number?

The Ohio Legislative Commission has assigned NEOMED with the number (3349) then the policy’s assigned department number, followed by the Policy’s individual number (e.g., 3349-XX-XXX).

Policy Number Index
Administrative
  • Academic: 3349-AC-xxx
  • Operational: 3349-OP-xxx
  • Research: 3349-R-xxx

 

University Policies
  • Administration & Financing: 3349-11-xxx
  • Faculty: 3349-03-xxx
  • Student Affairs: 3349-05-xxx
  • Human Resources, All University Employees: 3349-07-xxx
  • Human Resources, Classified: 3349-08-xxx
  • Safety & Security: 3349-10-xxx
  • Research: 3349-20-xxx

Why are there university policies?

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.

What is an Academic Policy?

Academic Policies are a type of Administrative Policy. These policies are those that directly affect the educational mission of the University and administration of academic matters, as well as non-academic conduct which affects student enrollment.

Academic Policies are numbered as: 3349-AC-2XX

There are three types of Administrative Policies:  Academic, Operational and Research.

Who is the authority for an Academic Policy?

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 educational activities of the college in which he/she is Dean.

What is an Operational Policy?

Operational Policies are a type of Administrative policy. These policies are non-academic polices governing the operations of the University.

Operational Policies are numbered as: 3349-OP-3XX 

There are three types of Administrative Policies:  Academic, Operational and Research.

Who is the authority for an Operational Policy?

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.

What is a Research Policy?

Research Policies are a type of Administrative policy. These policies are non-academic policies governing the research activities of the University, including, its funding, and potential commercialization.

Research Policies are numbered as: 3349-R-6XX

There are three types of Administrative Policies:  Academic, Operational and Research.

Who is the authority for a Research Policy?

The Vice President for Research has the authority to create, implement and enforce all research related policies within the University.

How can I tell the difference between policies?

The header of the policy is distinctive to each type of policy.

University Policies:

  • Contain the NEOMED logo in the header in the printed document or PDF
  • Contain a blue star icon in the header of the web-based document
  • Are numbered 3349-##-####

University policy header example

Academic Policies:

  • Clearly state NEOMED Academic Policy in the header  in the printed document or PDF
  • Contain a gray paper icon in the header of the web-based document
  • Are numbered 3349-AC-####

Academic policy header exampleResearch Policies:

  • Clearly state NEOMED Research Policy in the header in the printed document or PDF
  • Contain a gray paper icon in the header of the web-based document
  • Are numbered 3349-R-####

Research policy header exampleOperational Policies:

  • Clearly state NEOMED Operational Policy in the header in the printed document or PDF
  • Contain a gray paper icon in the header of the web-based document
  • Are numbered 3349-OP-####

Operational policy header example

Who publishes and maintains all policies?

The Policy Portal for the Office of the General Counsel shall serve as the central repository of all University and Administrative Policies. All Policies referenced at College or Departmental level shall link directly to the policy webpage within the Office of the General Counsel’s Policy Portal to ensure consistency and accuracy of the most current version of the Policy. Links from the College or Departmental level should not link to the PDF. Printed publications shall include a disclaimer that University and Administrative Policies posted on the Office of the General Counsel web page are the official and controlling Policy.

When are policies reviewed and updated?

University Policies should be reviewed on a regular basis, but no less than every five (5) years, to ensure accuracy and applicability of content.

Are there templates for Academic, Operational and Research Policies?

Yes. The templates are in Microsoft Word and can be downloaded here:

Definitions

Guidelines

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.

Policies

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.”

Procedures

Procedures refers generally to written documents outlining the steps one must follow in order to effectuate the primary Administrative Policy. Procedures typically establish “how” to do or accomplish something expressed within the Policy.

Responsible Department

Responsible Department refers to the College, Department or Unit responsible for developing and maintaining an Administrative Policy.

University Policies

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 authority.

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.

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.

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 Counsel records the effective dates for all policies and archives the withdrawn policies accordingly.

Other Documents

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.

CONTACT

Shelley Bojo
Executive Administrative Assistant
Phone: 330.325.6354
Email: sbojo@neomed.edu

Office of General Counsel

Northeast Ohio Medical University