Policy on Developing, Adopting and Promulgating University Policies

Policy Description

Purpose

As chief executive officer of the University, the President is the individual ultimately responsible for University policies.  The purpose of this policy is to provide a standardized process for the development, approval, promulgation and management of University, divisional, school/college and departmental policies.  The University requires that all policies be promulgated in accordance with the applicable procedure, standards and format set forth in this policy.  

Scope

This policy is a University policy and applies to all administrators, faculty and staff.

Definitions

1. A policy is a set of principles that are formally established and required to be followed in  conducting University business.
2. A procedure is a set of statements that contain the specific, prescribed actions that are required to be followed to implement established policies.  A procedure sets forth the steps, method or manner of proceeding and is more detailed than a policy statement.
3. Responsible official is the University official charged with overseeing the administration of a policy.
4. Academic policies are policies directly affecting the pedagogical and research mission of the University.  Academic policies are developed, adopted and promulgated by the faculty, deans, Provost, President and Board of Regents in accordance with this policy and/or in accordance with the Faculty Guide.
5. Promulgating policies means to publish or officially announce to the community the adoption of a particular policy or policies.  A policy is promulgated by publication to the University’s policies website at the direction of the responsible official as set forth in this policy.   
6. University policies are non-academic policies governing the operations and business of the University.

Policy

1. A policy may apply to the entire University (“University policy”) or may apply only within a division (“divisional policy”), or a school/college (“school/college policy”) or a department (“departmental policy”).  University policies may be supplemented by divisional,  school/college or departmental policies, procedures or guidelines.  In the case of a conflict among or between these policies, University policy will govern.
2. Each division may utilize its own procedures for divisional policy development and approval, provided divisional policy is approved by the appropriate Vice President.
3. Any employee may identify the need for a new policy or a revision to an existing policy.  The employee shall discuss the proposal with his/her supervisor who, in turn, may discuss it with appropriate administrators within the department, school/college and/or division, according to divisional policy.  
4. The appropriate Vice President will determine whether a policy is departmental, school/college level, divisional or of such broad application as to constitute a University policy.
5. All departmental policies are required to be:
   a. approved by the appropriate Vice President
   b. promulgated by the department head
   c. maintained by the department head
   d. posted on the University’s policies website
6. All school/college policies are required to be:
   a.  approved by the appropriate dean and Provost
   b.  promulgated by the dean
   c.  maintained by the dean
   d.  posted on the University’s policies website
7. All divisional policies are required to be:
   a. approved by the appropriate Vice President
   b. promulgated by the appropriate Vice President
   c. maintained by the appropriate Vice President’s Office
   d. posted on the University’s policies website
8. If a policy is to be a University policy:
   a. it is the responsibility of the appropriate Vice President to submit the proposed policy to General Counsel for review and approval 
   b. following approval by General Counsel, the appropriate Vice President is responsible for submitting the proposed policy to the Executive Cabinet for review 
   c. following its review, the Executive Cabinet shall make a recommendation to the President
   d. following a recommendation by the Executive Cabinet, the President may approve and take final action on the policy or, in his discretion, submit the proposed policy to the Board of Regents for its review and final action e. all University policies must be approved by the President
   f. whether a policy receives final approval from the President or the Board of Regents, it shall be the responsibility of the Office of General Counsel to promulgate the policy
9. All University policies are required to be:
   a. submitted to the Executive Cabinet for review and recommendation to the President
   b. approved by the President and, in his discretion, submitted to the Board of Regents for final action and approval
   c. promulgated by the Office of General Counsel
   d. maintained by the Office of the President
   e. posted on the University’s policies website
10. All policies are required to be in writing, utilizing the attached policy template.
11. All University, divisional, school/college and departmental policies will be posted on the official Seton Hall policies website. The policy posted on the official Seton Hall policies website is the latest and official version of any policy.  All divisional, school/college and departmental web pages must link to the official Seton Hall policies website rather than posting their own versions of approved policy.  Printed versions of a policy may be included within other printed publications, such as the employee handbook, but must include a disclaimer that the official Seton Hall policies website should be consulted for the latest and official version of any policy.
12. This policy applies to revisions to any policy.
13. All policies are subject to change by the University.
14. Exceptions to University policy may be granted by the President only, upon a showing of good cause.  

Department Heads
Human Resources
Deans  
Compliance Office
Vice Presidents
Office of General Counsel
Executive Cabinet
President

Related Policies

Approved
By Monsignor Robert Sheeran, President, on the recommendation of the Executive Cabinet on April 1, 2010

Effective Date
April 1, 2010

Purpose

State the reason for the policy. May also include background information to place the policy in the broader context.  

Scope

State whether the policy is a University, divisional, school/college or departmental policy and identify the affected division, school/college or department.

Definitions (if needed)

Policy

Set forth the actual policy and how it will work.  Any procedures related to the policy should be identified, developed and either linked to the policy or included within the policy, if brief.     

Responsible Offices

Identify the offices that will be responsible for administering, implementing and enforcing the policy and what each office is expected to do.

Related Policies

List other University, divisional, school/college or departmental policies that are relevant to the particular  policy.

Approved

Identify the final decision-maker (Board of Regents, President, Provost, appropriate Vice President, dean or department head) and the date on which the policy was approved or revised.

Effective Date

Insert the date on which the policy will first apply.