ࡱ> W[Vu bjbjxnxn 6DxjxjpB  33338kd43-:="___NNN-------03-,N6NN$-__-F__-N-*h+_)4Tv*--0- +Z4xpZ4 ++"Z4H+NNNNNNN--4NNN-NNNNZ4NNNNNNNNN : Draft (Date)Executive Sponsor: Responsible Office: Originally Issued: Revised: Policy Title Please use this template to organize the content of a policy according to the official policy template used at The 51ԹϺ. Use the 51ԹϺϒs policy definition rubric to determine which type of policy you are creating. An institutional policy is defined as one that presents the general guidelines that inform decision making and the development of procedures throughout the University. An institutional policy governs institutional procedures; has widespread application, guiding the work of the campus as whole; changes infrequently, and then only through the Universitys formal policy review process; and is expressed in broad terms so as to encompass all the constituencies faculty, staff, and students that it guides. University policies must flow through the University Governance Council review process. Contact the Assistant Provost for Planning & Institutional Effectiveness more information, and assistance in navigating this template and policy drafting. General Rules for Writing Policy: Where possible, use the active voice rather than the passive Break up text using lists and headings To maximize understanding by the average individual, use clear and precise language, brief sentences, and common words. Avoid jargon and reliance on acronyms. If technical language or requirements are used within this policy, try to provide the simplest explanation possible. Avoid absolutes, like the word ensure, whereby the institution might flout its own policy unwittingly by failing to deliver such a guarantee. However, when the actions required by this policy are not optional, do use firm language, such as shall or must. The following outline identifies and describes the necessary components of an institutional policy. I. Policy Statement Generally, two to four sentences, the Policy Statement states the policys intent, who must follow the policy, when the policy applies, and any mandated actions or constraints. It doesn't describe detailed procedures, which are included in a separate section below. II. Reason for Policy Generally two to four sentences, the Reason for Policy cites the rationale or need for the policy, which may include the Universitys commitment to a value or mission, a best practice or requirement, or any legal, regulatory, stewardship or other requirement the policy aims to meet. III. Entities Affected by This Policy This section identifies the individuals or groups who must follow the policy. Depending upon the type of policy this is (as defined by the Universitys policy definition rubric), this may include: All internal constituents of the University, including students (institutional policy) One or more divisions of the University (inter-divisional policies) Only and all members of a particular division (divisional policy) Individual departments (departmental policies) IV. Website Address for this Policy The web location where the policy can be located. This may include departmental websites, the Universitys Web portal, and other locations. Institutional policies must be posted to the Universitys governance website, HYPERLINK "http://www.scranton.edu/governance"www.scranton.edu/governance . V. Related Documents, Forms, and Tools List related policy documents and/or other University and external documents or Web sites that provide helpful, relevant information. If Web links to these documents exist, please include them. VI. Contacts This section of the policy lists contact information for individuals responsible for or who serve as a resource to some element of this policy. The first item MUST be Policy Clarification and Interpretation, which directs the reader to the appropriate contact in the department which administers the policy. List all items that relate to subject matter in the document about which the reader may have follow-up questions. VII. Definitions Define key terms that are used in the policy, particularly those that have specialized or particular meanings in the policy. If acronyms are used, please spell out the words being abbreviated here. VIII. Responsibilities (required) Summarize the general expectations and responsibilities of all parties and offices named in the policy. The Procedures section may reflect on these in greater detail according to policy related activities. IX. Procedures A policy must contain some procedures for compliance that outline how the policys requirements will be met. Note that in some instanced procedures can change without a full revision of the policy at the discretion of the department with responsibility for the policy, or, in the case of an institutional policy, the confirmation of the Assistant Provost for Planning. In the event this happens, a revised policy will be posted to the appropriate web site, and a memorandum should be distributed to the entities affected by the policy (as listed in section III). X. Appendix (optional) An appendix or appendices are used for informational material that is helpful in understanding the policy, but not directly related to the implementation of the policy, i.e., not procedures. Content may include graphics or text. For guidance and assistance in developing this policy document, contact the Kate Yerkes in the Planning & Institutional Effectiveness Office at HYPERLINK "mailto:yerkesk2@scranton.edu"yerkesk2@scranton.edu or HYPERLINK "mailto:planning@scranton.edu"planning@scranton.edu .     PAGE   PAGE \* MERGEFORMAT 2 51ԹϺ Institutional Policy Template Vice President or other senior leader with oversight for the policy and compliance. If not same as above, office/department with direct oversight/support/administration of the policy. Date of policy approval/effective date. If revised from previous version, list that date here. 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