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Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes

Developing and maintaining a Title III Policy and procedures manual HBCU Title III Association Technical Assistance Workshop JUNE 24, 2014. Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes. Overview.

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Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes

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  1. Developing and maintaining a Title III Policy and procedures manual HBCU Title III Association Technical Assistance Workshop JUNE 24, 2014 Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes

  2. Overview • Creating a Policy and Procedures Manual is dependent upon the personality and culture of the respective university. However, common to all universities, the manual should serve as a guide for consistently and effectively communicating the guidelines and regulations that govern the HBCU and HBGI Programs, as well as the respective university processes. • Today’s session will focus on the purpose and benefits of creating a manual; provide the dynamics of compiling and updating a manual; and share tips on disseminating it among activity directors and support staff.

  3. Why a Policy and Procedures Manual • Purpose: • Communicate federal, stateand university policy. • Communicate federal and university procedures.

  4. Why Policy and Procedures Manual • Benefits: • Provide a quick-reference guide for addressing policy. • Aid in maintaining internal controls. • Set standards and guidelines for effective • management. • Ensure consistency in how business is conducted.

  5. Why Policy and Procedures Manual • Benefits: • Orient new Title III directors and employees about • their purpose, job standards and expectations. • Set a positive direction for the program. • Help avoid conflict and the potential for • misunderstanding.

  6. What is good policy? • Good Policy: • Is in alignment with Title III and University • regulations. • Reflects university’s mission, goals, and values. • Is not opinion, but based on fact.

  7. Who Should be Involved? • Title III Administration • Finance and Business • Procurement • Accounts Payable • Grants and Contracts Accounting • Provost Office or Academic Affairs

  8. Steps to Develop Policy and Procedures • Identify issues: • Review/identify concerns. Ask “Do we have a policy about…? Then, “Do we need a policy about…?” • Collect information that will help draft the policy.

  9. Steps to Develop Policy and Procedures • Draft Policy: • Make it as clear as possible. Use plain language, • be brief and to the point . • Be certain it is in agreement with federal and • university regulations.

  10. Steps to Develop Policy and Procedures • Implement: • Communicate policy to all Title III Activity Directors and Support Staff. • Enforce.

  11. What is in NSU’s Policy and Procedures Manual • Table of Contents • Organizational Chart • Title III Legislation • NSU Title III Personnel • Telephone Numbers of Title III Personnel and Administrators(i.e. Dir. of Procurement, Accounts Payable Grants Office, HR etc..) • NSU Title III Office Roles and Expectations • Responsibilities of NSU Title III Activity Directors

  12. What is in NSU’s Policy and Procedures Manual • FISCAL MANAGEMENT • Personnel • Hiring of Personnel • Reports of Time and Effort of Employees • Faculty Compensation • Salary Rates for Academic Year • Salary Rates for Periods Outside the Academic Year • Reports of Release Time of University Employees

  13. What is in NSU’s Policy and Procedures Manual • Travel • Workshop Evaluation • Programmatic Changes and Budget Revisions • Entertainment Expenses • Procurement Policies • Monitoring by the Title III Office • Recordkeeping and Retention • Annual Performance Report • Obligation of Funds During the Grant Period

  14. Steps to Maintain Policy and Procedures • Review and evaluate: • Review regularly for policy/procedure relevance. • Does everyone understand the policy/procedure as written? • Is it working? • Update as new policy/procedure is approved or a change occurs. • Provide all policy and procedures manual holders with • updates.

  15. Ti • Designate one person responsible for keeping the manual current. • Use a three-ring binder. • Devote one page per policy. • Read and know the information in your Title III Policy and Procedures Manual.

  16. Methods of Disseminating Policy and Procedures Manual • Electronic (i.e. website, e-mail) • CD • Paper

  17. Reference Source http://www1.agric.gov.ab.ca/$department/deptdocs.nsf/all/rsv9182

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