UNTHSC Policy Conversion

1. UNTHSC Policy Conversion Policy Template Training Session October, 2008

2. Agenda Policy Conversion Overview � Why are we doing this? Review of New Policy Template Overview of Policy Review and Approval Process

3. Overview SACS requires UNTHSC policies to be referenced and linked electronically to our submission. We currently do not have a centralized electronic policy repository. Regents Rule 2.208 requires that existing UNTHSC policies be converted to a new system-wide template and Table of Contents.

4. Overview OSM and ITS are working together to develop a new online system for managing policies using Sharepoint. This Sharepoint site will be the central repository for UNTHSC policies, and will be searchable and viewable online. The Sharepoint site will allow us to track where policies are in the review and approval process, and will publish approved policies. Assumption that most of the policies we currently have are necessary.Assumption that most of the policies we currently have are necessary.

5. Template Components 01.101 Policy Statement � Be as concise as possible, and make sure not to include procedures here. Generally limited to 1-2 paragraphs. 01.102 Application of Policy � Indicate to whom the policy applies. 01.103 Definitions � Use the Regents Rules definitions when available. Otherwise, clearly define those terms with specific meaning in the policy. Refer to new template � have open on screen. Read through entire template with people �have copies available Also show my exampleRefer to new template � have open on screen. Read through entire template with people �have copies available Also show my example

6. Template Components 01.104 Procedures and Responsibilities � Include broad procedures fundamental to the policy, not internal departmental procedures. Include the office or person responsible for each procedure or duty. 01.105 References and Cross-references � List associated rules, policies, statutes and regulations. 01.106 Reference forms and tools related to policy, including how to obtain them if possible. The forms and tools can be modified without modifying the entire policy.

7. Using the Template Open the policy template document. If you have an electronic version of the policy in an older template, copy the entire policy and paste it under �Policy Statement�. Enter the policy name in the space at the top of the page, but leave the Chapter Name/Policy Type blank. In Microsoft Word, turn on the Track Changes function. Refer to Tip Sheet DEMO this as we go 1. Each section briefly describes what should be included. 2. This may make the template easier to work with as you rearrange sections. 3. (In Word 2007, Track Changes is located under the Review tab.) Refer to Tip Sheet DEMO this as we go 1. Each section briefly describes what should be included. 2. This may make the template easier to work with as you rearrange sections. 3. (In Word 2007, Track Changes is located under the Review tab.)

8. Using the Template Fill in each section as completely as possible by cutting and pasting or adding text as necessary. For previously approved policies, enter the Approved Date and the Effective Date. Enter the latest revision date under Revised, if applicable. Save the reformatted policy using the policy name as the file name. DEMO this as we go 1. Each section briefly describes what should be included. 2. This may make the template easier to work with as you rearrange sections. 3. (In Word 2007, Track Changes is located under the Review tab.) DEMO this as we go 1. Each section briefly describes what should be included. 2. This may make the template easier to work with as you rearrange sections. 3. (In Word 2007, Track Changes is located under the Review tab.)

9. Policy in revised template � then what? Overview of what happens next.Policy in revised template � then what? Overview of what happens next.

10. Review and Approval Process Depending on the revisions to the policy, Policy Owners/Responsible Parties may need to send policies for stakeholder review and comment (Deans, VPs, peers, etc.). Specific stakeholders will be determined by the Responsible Party. Responsible Parties will incorporate stakeholder comments as appropriate.

11. Review and Approval Process Policies which have undergone substantive changes will be forwarded to the Office of General Counsel for review using Sharepoint. Policies without substantive changes will be forwarded to OSM through Sharepoint.

12. Office of General Counsel Review What is a substantive change? The definition is a moving target, depending on the topic matter of the policy. One extreme: The policy is merely being placed in the new template. This would not be a substantive change. The other extreme: The UNTHSC department seizes this opportunity to make changes to the policy. These are likely substantive. The middle ground: In the process of putting an existing policy into the new template, parts of the policy must be rewritten or new parts added. These changes may or may not be substantive. This scenario requires judgment by the Responsible Party as to whether the changes materially alter the policy. Our priority is the conversion of policies to the new template. Existing policies have already been reviewed and approved by General Counsel and the Executive Team. Our priority is the conversion of policies to the new template. Existing policies have already been reviewed and approved by General Counsel and the Executive Team.

13. Review and Approval Process The Office of General Counsel will review, and either respond to the policy owner with questions for clarification or forward approved policies to OSM. OSM will send policies needing approval to the Executive Team. OSM will assign policy numbers to approved policies, and post approved versions.

14. Sharepoint Overview

15. Summary Convert all existing policies to the new template. Policies that guide SACS responses (academic, faculty, human resources, institutional processes) should be the highest priority. Training on the Sharepoint application will be offered in the coming weeks. Once trained, upload all reformatted policies in Sharepoint and complete any initial stakeholder review by 1/9/09.

16. Resources Contacts: Jolie Lyon, x0297, jolyon@hsc.unt.edu Marc Foster, x0370, dfoster@hsc.unt.edu Office of Strategy and Measurement Main Line, x2612 ITS Helpdesk, x2192