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Listserv Messages

Below are the most recent questions submitted to the listserv. We suggest that you contact the requestor for the answers they received. The ACUPA List Archives are publicly available.

    2011

  • AUG
    10

    Data Management Policies

    Dear Colleagues

    Does anyone have any examples of institutional level policies that deal with the core principles around data management?

    The kind of issues that we are looking to cover are:

    • Data stewardship/ownership - roles and responsibilities
    • Defining the authoritative source for specific data
    • Operation of data warehouse type facilities to integrate university data systems
    • Compliance and standards type requirements for data

    Paul Woloch

    Director Governance Services, Office of Governance Services
    University of Western Sydney
    02 9678 7875
    P.WOLOCH@uws.edu.au

  • AUG
    3

    Social Media Policies

    Good Afternoon!

    I hope everyone's week is going well so far? I was hoping to find some "social media" policies. Anyone willing to share?

    Thanks in advance.

    Best,
    Jayne

    Jayne M. Del Sesto '05, '10 MBA

    Policy Coordinator: Compliance, Internal Audit & Risk Management
    Johnson & Wales University
    401-598-2183
    jayne.delsesto@jwu.edu

  • AUG
    3

    Loans to Employees

    Dear ACUPA Members,

    Does anyone have a loans to employees policy. For example, part of an institution's competitive recruitment strategy may be to offer a loan to an executive-level employee relocating from another location. Or an institution may offer a hardship loan to an employee for emergency travel. I'm interested in any policy on this topic. Thanks much!

    Anita English, MPA

    Executive Policy Governance Specialist
    Howard University
    202-238-2612

  • AUG
    3

    Policy Concerning Reimbursement for Personal/Home Internet Services

    Hi,

    I hope everyone is doing well. I have somewhat of a cryptic concern. I am looking for some guidance, in the form of a policy, regarding the reimbursement of monthly costs incurred for home/personal internet services. Any & all information is much appreciated. In advance, thank you.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • JUL
    29

    Book Policy

    Does anyone have a book policy that complies with the new program integrity rules (668.164(i)) that they could share that allows pell eligible students to opt out of a mandatory bookstore approach? Thank you.

    Gary Goldman

    Chief Compliance Officer and General Counsel
    Pennsylvania Institute of Technology
    610-892-1559
    GGoldman@PIT.edu

  • JUL
    29

    Field Experience Policy

    Dear colleagues,

    This group has been a great resource for UConn's growing policy and research needs. So, once again, I am coming with an inquiry:

    Do any of your universities have a policy for off-campus (domestic/international) field experiences for undergraduates, graduate students or under-18 youths (4-H program, upward bound)? We're looking for policies that discuss field experiences that are both connected to a student's course work and those that aren't, like enrichment programs.

    All of your help is always appreciated.
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • JUL
    28

    Student Affairs/Residential Life and Atheltic Space Policies

    Dear colleagues,

    The University of Kansas was very kind to allow us - UConn - to use their space policy as a template for our own. We're trying to create a very broad policy, and I'm wondering if any of your institutions have space allocation policies for (1) Student Affairs/Residential Life and (2) Athletics.

    Thank you all,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • JUL
    27

    Internal and External Data Reporting (Integrity) Policies

    Colleagues:

    It has rained everyday for the past two weeks making the weather extremely hot and humid here in Louisiana. Well, I guess this is okay as long as a hurricane is not in the forecast!!!

    Currently, I am researching policies to create more consistency and integrity in reporting internal and external data by our Institutional Research (IR) units. We have five campuses. Can you share anything on this?

    Stay cool, if you can!
    Akilah

    Akilah M. Ali, J.D.

    Research and Policy Development Specialist, Office of President
    Southern University System
    225-771-5560
    Akilah_ali@sus.edu

  • JUL
    25

    Policy Communication Plan

    I am researching policy communication plans in preparation for developing a formal plan for this campus. If any of you have information or guidance to share, it would be greatly appreciated.

    Valerie Hodges, MPA

    Policy Specialist, University Policy Office
    University of North Texas
    940-565-4535
    valerie.hodges@unt.edu

  • JUL
    22

    Policy Management

    Greetings and happy Friday!

    Weather in Washington, DC is expected to go up to 102 with a heat index of 120!

    Is anyone using MCN Policy Management software? It's used mostly in hospitals but has a great policy management component that we considering. Would like to know if anyone else is using it. Thanks much.

    Anita English, MPA

    Executive Policy Governance Specialist
    Howard University
    202-238-2612

  • JUL
    22

    Credit Hour

    Dear All,

    I hope you're all escaping the heat this summer, and I'm wondering if any of your universities have developed a policy regarding the definition of a credit hour.

    Best, and thanks,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • JUL
    20

    Policy Concerning Low Speed Electric Bicycles

    Hi,

    I hope all of you are doing well & enjoying the summer. I was wondering if any of you have any information you could pass along about a policy that speaks to low speed electric bicycles on campus. Any & all assistance is appreciated. In advance, thank you.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • JUL
    19

    Faculty Furlough Policies

    Colleagues:

    I hope this day finds all of you doing well. I am researching faculty furlough policies based on a financial emergency. Do you have any to share?

    Thanks,

    AKILAH M. ALI, J.D.

    Research and Policy Development Specialist, Office of President
    Southern University System
    225-771-5560
    Akilah_ali@sus.edu

  • JUL
    18

    Conflicts of Interest and Committment Policies

    Hello. I am currently researching how other higher education institutions have addressed in policy the issue of conflicts of interest and committment. What I am interested in hearing from this group on is:

    1. Did you differentiate between conflicts of interest and conflicts of committment? If so, how did you define the two?
    2. Did faculty members at your institution express great concern over any policy regarding "conflicts of committment"? If so, how did you address or alleviate these concerns?

    Thank you in advance for any input. I appreciate it!

    Regards,

    Cara O'Sullivan

    Policy Officer: Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • JUL
    15

    Student Clubs and Organization Bank Accounts

    Hello, I'm hoping to get some ideas on best practice for how other institutions handle Student Club and Organization Bank Accounts. How are they managed? Who manages them? We are looking to revamp our policy and wanted to see if we were currently handling it the same way other universities might be. Any input would be helpful.

    Enjoy your weekend!

    Jayne M. Del Sesto '05, '10 MBA

    Policy Coordinator: Compliance, Internal Audit & Risk Management
    Johnson & Wales University
    401-598-2183
    jayne.delsesto@jwu.edu

  • JUL
    15

    Pregnancy Drug Screens

    Greetings, does anyone have a policy pertaining to positive drug screens for recreational/illegal drug use in pregnant women, specifically as it would pertain to other children in the home. We are shying away from a policy and doing an in-service instead, but am curious if anyone has developed a policy or practice guideline.

    Please call if you have any questions,

    Ruth Leah Finkelstein (Suhler)

    UTMB Health
    409-747-1247

  • JUL
    14

    PCI Policies?

    Greetings & apologies for cross posting,

    I am drafting Georgetown's PCI Policy as a joint venture between IT and Financial Affairs. I have already reviewed and found great language and examples in Cornell's Policy 3.17, "Accepting Credit Cards to Conduct University Business," and Indiana's February 2007 PCI DSS Memo.

    In the grand tradition of developing higher ed policy, I'm seeking other examples of language that I can "borrow" for our own policy. I'd be very appreciative if any of you have resources you'd be willing to share!

    Thank you!
    Heidi

    Heidi L. Wachs, Esq.

    Director of IT Policy and Privacy Officer, Office of Information Services
    Georgetown University
    202-687-8571
    hlw9@georgetown.edu

  • JUL
    13

    Payment Approval Policies

    Hello everyone,

    First, thank you all for the generous collaboration that is a hallmark of this list. I've followed the topics with interest; your discussions have greatly informed my first year as a policy manager in finance.

    Today, I'd like to ask if you would be able to share your policies on "payment approval". I am interested in unifying a number of separate payment approval policies, with a focus on creating a single matrix for "levels of payment approval". I know that Cornell has such a model, which provides an excellent starting point. I would be grateful to see broader range of how institutions handle payment approval policies and approval matrices. (I've noticed that institutions use different terms, including "signature authority", "financial authority", and "payment authority".)

    I appreciate your expertise and look forward to many future discussions.

    Best regards,
    Daphne

    Daphne T. Ireland

    Policy and Communications Manager, Office of the Vice President for Finance and Treasurer
    Princeton University
    609-258-5228

  • JUL
    12

    Daycare for Children of Employees

    Does anyone have a Daycare facility for the children of employees (and students)? If so, could you share with us:

    • Is it on site?
    • Who runs it?
    • Funding/subsidies by the University
    • Where it reports
    • If you could do it over...

    Many thanks,

    Gary Taylor

    Director : University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • JUL
    11

    SharePoint Policies

    Hello everyone,

    With more and more areas using SharePoint for collaboration, I was just wondering if anyone had any SharePoint governance policies to share or any lessons learnt. Any insight would be greatly appreciated.

    Thanks,
    Yung

    Yung Ng

    Director - IT Policy & Planning
    Texas Tech University
    806-742-5169

  • JUL
    11

    Faculty Royalties

    Dear All,

    Do any of your institutions have policies on faculty and royalties?

    Thanks,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • JUL
    8

    Salaries of individuals holding both Faculty and Administrative Appointments

    Good Morning All,

    We are revising our policy on salaries for faculty members who also hold administrative positions. Would anyone mind sharing their policy?

    In case you were wondering, it is hot enough for me to cook my breakfast eggs on the sidewalk each morning. The evening is no better; last night it was 95 degrees at 9pm. I hope those of you in similar climates are staying cool.

    Thanks in advance,
    Heather

    Heather M. Foster

    Policy Specialist, Institutional Compliance & Risk Services
    The University of Texas at San Antonio
    210-458-5537

  • JUN
    29

    Graduate Program with International Programs

    Dear All,

    Do any institutions - especially State Schools - have any policies on Graduate Programs with International Programs?

    Thanks,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • JUN
    23

    Bicycles on Campus Policy/Best Practices/Guidance

    Hi,

    I hope everyone is enjoying a bit of a respite after the end of this academic year. For most of us, the start of summer provides an opportunity to address emergent campus issues. Here at UC Riverside we are revisiting the need to have a policy & procedures for bicycles on campus, as well as foot-powered wheeled conveyances on campus(skateboards). Insights & information any of you can offer would be very much appreciated.

    I look forward to all input. In advance, thank you.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • JUN
    14

    Art Policies

    Hello Group:

    I'm wondering if any schools have guidelines established for Donors who want to give art to their university or college. Are there any schools out there who have "Friends of the art" program or something similar in place? If yes, what are those guidelines, policy and procedures that govern that program? What control do you give donors in terms of how the artwork is displayed on campus?

    Thanks,

    Tiesha Hogue

    Grand Valley State University

  • JUN
    8

    Policy Committee By-Laws

    Good Morning,

    Due to recent incidents occurring at our policy committee meetings we have decided to enforce Robert's Rules of Order. We follow them loosely now, but have discovered a need to be more "strict" in adherence to the rules.

    While researching the Rules, I came across a mention of by-laws. I am wondering if any of you have by-laws for your policy committees? If so, would you be willing to share them? Any thoughts on the matter would be appreciated.

    Thanks,
    Heather (trying to maintain a positive attitude while the temp tops 100 degrees here every day!)

    Heather M. Foster

    Policy Specialist, Institutional Compliance & Risk Services
    The University of Texas at San Antonio
    210-458-5537

  • JUN
    2

    Staff Cell Phone Disbursement Policies

    All, we've had some conversation at the University about how schools are issuing and/or reimbursing staff cell phones. If you have a policy on this topic that you can share, I'd appreciate it.

    Thanks,
    Kate

    Kate Yerkes

    University of Scranton

  • JUN
    1

    Forensic Investigations

    We are researching a policy for requesting forensic or administrative searchers of employees' or students' computers. Does anyone have one they would like to share or recommend?

    Thanks!

    Christine Tata

    UT Southwestern Medical Center

  • MAY
    31

    Social Media Policy

    Does anyone out there have a social media policy?

    Linda Biddle

    Training Coordinator
    University of Houston Downtown

  • MAY
    24

    Mission Vision Values

    Would you share your institution's Mission, Vision and Values Policy with me. Ours is due for review in the next couple of months and we are interested in making it more dynamic. Just curious how others have accomplished this.

    Please call if you have any questions,

    Ruth Leah Finkelstein (Suhler)

    UTMB Health
    409-747-1247

  • MAY
    19

    Certificates and Non-Degree Certificates

    Dear All,

    I'm looking for policies on certificates and non-degree certificates.

    For example, a graduate certificate is offered by UConn's Department of Public Policy. Participants enroll, non-matriculated, and take 12 credits to receive the certificate. If they matriculated while in the certificate program, they would join the degree seeking Master's program and forfeit the certificate upon completion. A non-degree certificate, however, would be offered to non university students with or with a bachelor's degree, and the course would be designed to further a professional career without acquiring a degree.

    Thanks,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • MAY
    17

    Smoking Policy

    The University of Kansas is not a smoke-free campus; however, smoking is prohibited in all campus structures and within 20 feet of any entrance, window, overhang, or air intake. We had to update our policy last year as a result of a change in state law. We considered adding e-cigarettes to prohibited materials but did not do so at that time. We had not done any significant review of the literature regarding the first- and second-hand dangers of this new material and we needed to get our revised policy posted in order to comply with the revised state statute. The subject of e-cigarettes arose again today, so I think we will be revisiting the policy. I'll be interested to learn what others are doing.

    Jeannette A. Johnson

    Assistant to the Provost
    The University of Kansas
    785-864-4906
    jjohnson@ku.edu

  • MAY
    17

    Space Utilization

    Colleagues:

    Does anyone have any space allocation / utilization policies?

    Thanks,
    Brandon

    Brandon L. Murray

    University Educational Assistant, Office of the Provost
    University of Connecticut
    860-486-1868

  • MAY
    17

    Procurement Policies

    Does anyone have any procurement policies they could share?

    Thank you,
    Kim

    Kimberly Fearney

    Office of Audit, Compliance and Ethics
    University of Connecticut
    860-486-6195

  • MAY
    16

    Breach of Security Policies

    Hello all,

    I am wondering what policies everyone has regarding breach of security, specifically related to release of information through internet and information technology. What is the process for handling such a breach? Who handles the process?

    Thanks,

    Kelli Higgins

    UT Southwestern Medical Center

  • MAY
    10

    Policies for Online Courses

    Does anyone have any policies regarding online courses? For example, policies that address ADA issues, disaster recovery, etc.?

    Thank you!
    Kim

    Kimberly Fearney

    Office of Audit, Compliance and Ethics
    University of Connecticut
    860-486-6195

  • MAY
    10

    Seed Fund Policies

    Is there anyone who has a policy framework for the Enterprise/Commercialization initiatives in your university, which create a Seed Fund for idea incubation, venture capital or other commercialization activities?

    We would be most grateful.

    Thanks,

    Gary Taylor

    Director : University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • MAY
    6

    When Should Policies Go Before College Governance Groups

    At Utah Valley University, we have a 4-stage policy development process that involves the following campus entities:

    • Policy sponsor (member of the University President's Council)
    • Policy steward (subject matter expert/person with direct authority over a specific area of the university)
    • Policy drafting committee (made of subject matter experts in a specific area of the university and others as deemed appropriate)
    • Legal Counsel this person is a member of President's Council)
    • President's Council
    • President's Council policy sub-committee (members of the council who provide more in-depth review and word-smithing than the council does)
    • Faculty Senate
    • Dean's Council
    • Employee association (non-faculty staff)
    • Student Government
    • Campus Community

    For policies that go through the regular policy development process:

    Stage 1 Policy Drafting and Revision

    The policy steward, under the direction of the policy sponsor, works with a select policy drafting committee and with the Policy Office to develop a policy proposal. (For sensitive policy areas, we may ask for Legal Counsel's input at this step.)

    This proposal is reviewed and approved by President's Council.

    The policy steward and their policy drafting committee create a draft--the Policy Office provides editing and research support.

    The draft is submitted to the A draft is created and submitted to the President's Council policy sub-committee for review. (This may seem like an extra, unnecessary review, but it can save us a lot of revision at the next review level.) Upon the policy sub-committee's approval, the draft is submitted to the entire President's Council for approval to advance to Stage 2.

    Stage 2 Review by University Entities

    The policy steward submits the Stage 2 draft for input from four entities and documents the input received:

    • Faculty Senate
    • Dean's Council
    • Employee association (staff who are not faculty)
    • Student Government

    The Stage 2 draft is also posted online at http://www.uvu.edu/policies/officialpolicy/pipeline and a notice is sent via email to a campus announcement system.

    At the end of Stage 2, the policy steward and the Policy Officer review the input received from these 4 entities. Together, they decide which revisions will be made and which will not be made; our decisions are documented on a form. We revise the policy draft.

    The President's Council policy sub-committee reviews the revised draft, along with the comments received.

    The President's Council then reviews the draft and approves it for Stage 3.

    Stage 3 Review by University Community (lasts 7 to 30 days)

    The new policy draft is posted online and a notice is sent via email to a campus announcement system.

    This draft is open to comments by all members of the campus community--the online policy system allows users to send email directly to the policy steward.

    At the end of Stage 3, the the policy steward and the Policy Officer review the input received. Together they decide which revisions will made and which will not be made; their decisions are documented on a form. They revise the policy draft.

    The President's Council policy sub-committee reviews the revised draft, along with the comments received and the changes made to the previous draft.

    The President's Council then reviews the draft and approves it for Stage 4.

    Stage 4 Review by Board of Trustees

    The new policy draft is posted online and a notice is sent via email to a campus announcement system.

    The draft is reviewed by the Board of Trustees and approved for formal implementation.

    To see the policy that details this process, go to: http://www.uvu.edu/policies/officialpolicy/policies/show/policyid/280

    Regards,

    Cara O'Sullivan

    Policy Officer: Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • MAY
    5

    Policy Enforcement

    All,

    I'd like to hear how your universities handle policy enforcement. I am asked again and again by those in our university community how the new policy template and process will ensure enforcement of policies. More often than not people tend to think that the Office of Institutional Compliance is responsible for policy enforcement. The actual role of our Inst. Compliance office is to, among other things, identify area risks/issues and help departments mitigate those risks.

    Our view is that the Responsible Executive (policy owner) should oversee the enforcement, but direct enforcement should most likely come from supervisors and managers. In our policy template we have a "Responsibilities" section that outlines what is expected of each person/office/group named in the policy. However, it is not feasible, not do I think it is our job, to ensure every policy is being enforced.

    How exactly do you define enforcement and what, if any, role does your policy office play?

    Thanks in advance,
    Heather

    Heather M. Foster

    Policy Specialist, Institutional Compliance & Risk Services
    The University of Texas at San Antonio
    210-458-5537

  • MAY
    5

    Medical Center Policies

    For those universities with medical centers, is medical center policy management separate from university policy management?

    Mary Lou

    Mary Lou Farinaro

    Assistant Director, Accreditation and Standards
    Vanderbilt University Medical Center
    615-875-3030

  • MAY
    5

    POLICY ENFORCEMENT-UCR RESPONSE

    At UCR, we are similarly staffed. For most of the campus policies & procedures, we attempt to cultivate a culture of self-enforcement at all levels. With those policies & procedures that are created in response to a regulatory concern, the document generally speaks to the ramifications/consequences of non-compliance that are expressed in the regulation promulgated by the federal/state/local/system authority.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • MAY
    4

    When Should Policies Go Before College Governance Groups?

    Dear Colleagues,

    In your Policy on Policies, do you delineate which policies must go before your college governance committee(s). Is it the rule that anything related to academic affairs must first be vetted through them? How about graduation requirements?

    Thank you in advance for any guidance you can provide.
    Best Regards,

    Patrice DeCoster, M.S.Ed.

    Chief of Staff
    SUNY Empire State College
    518-580-2937
    pat.decoster@esc.edu

  • MAY
    2

    Retiring Policies

    Dear Colleagues,

    Does anyone have a policy or process in place in regards to "retiring" a policy? For example, how would you formally indicate that a policy is no longer applicable and should not be used?

    Thank you!

    Kim

    Kimberly Fearney

    Office of Audit, Compliance and Ethics
    University of Connecticut
    860-486-6195

  • MAY
    2

    Policy Inventory Statistics

    Colleagues:

    Does the policy universe for which you are giving numbers (e.g., Anu's 200) include hr policies? Sponsored projects policies? Or is it just "business & finance" policies?

    Nancy Capell

    Office of the President
    University of California

  • APR
    26

    Recreation Policy

    Does anyone have a useful over-arching policy on Sport & Recreation activities? I am not looking for individual club rules, but something which possibly enables the individual activities, talks about eligibility, etc.

    Many thanks,

    Gary Taylor

    Director, University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • APR
    22

    Policy Regarding Contacting of Individuals Within Campus Community by Outside Law Enforcement Agencies

    Hi,

    I'm wondering if any campus has a policy in place that provides procedures as to the protocol outside law enforcement agencies should follow in contacting campus law enforcement with regard to a desire/need to contact members of the campus community. For example, has any campus promulgated a policy that directs these outside agencies to contact campus law enforcement &/or general counsel before contacting students, faculty, or staff on campus, as well as provide guidance to those individuals who are contacted?

    I look forward to any & all comments. In advance, thank you.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • APR
    22

    Glossary of Terms

    Hi Michelle,

    I hope all is well up your way. Please, does UMN maintain a universal glossary of terms that policy owners can reference when crafting a policy? In advance, thank you.

    Regards,

    Tim Willette

    Policy Analyst & Information Officer, Finance & Business Operations
    UC Riverside
    951-827-7321

  • APR
    22

    Burden of proof - OCR Dear Colleague on Sexual Harassment

    Hi everyone,

    I'm wondering if anyone is finding it difficult to reconcile OCR's requirement that a "preponderance of the evidence" standard be used for sexual harassment complaints, as opposed to other more stringent standards of proof?

    Any thoughts would be greatly appreciated. And, please, let me clarify that I do not quote anyone unless permission is clearly granted. Your thoughts and opinions are just as helpful if you choose to provide them off the record.

    Aileen

    Aileen Gelpi, Esq.

    Legal Editor
    Campus Legal Advisor
    561-624-1345

  • APR
    21

    Use of "must" vs "will"

    I'd like to hear ideas regarding use of the words "must" vs. "will" (or even "shall") in policy statements. Are they interchangeable? Is one stronger than the other?

    Thanks,
    Lisa

    Lisa C. Ho

    Technology Strategy Officer, Division of Information Technology
    San Francisco State University
    415-405-2455

  • APR
    21

    Title IX Dear Colleague Letter

    Hi everyone,

    I'm writing an article on the Department of Education's Dear Colleague on Sexual Harassment, and would like to include the views of members of this group about the feasibility of rapid implementation of new or amended regulations to comply with the guidance.

    I'd also like to know if the guidance varies in a significant or substantial way from regulations already in place. Please, e-mail directly at aigelpi@wiley.com or call me at (561) 624-1345, if you'd like to discuss these issues.

    Aileen Gelpi, Esq.

    Legal Editor
    Campus Legal Advisor
    561-624-1345

  • APR
    19

    Do Your Policy Owners Record the Exceptions They Grant?

    Hi everyone,

    I recently heard on a policy webinar how a stronger policy framework incorporates a record keeping by policy owners of the policy exception activity (who requested, was it granted, and for what purpose, etc.) . This is definitely not something I do, nor, to the best of my knowledge is it being done by any of the policy owners (45). While they may recall special situations because of how unique a request might have been, I've not seen a comprehensive list that is then used to help revise.

    The webinar also mentioned that it was a good idea to tie known "compliance findings" to a policy history (anonymous reporting line, Dept of Audit findings, etc.). We, like many universities, have a confidential reporting hotline. The Compliance Office receives the call information and follows up on them accordingly. The policy owner would likely be part of those conversations if directly related to their operation. The policy owners also receive copies of the audit reports. Again, we do not provide a central mechanism for keeping this as part of the policy history in our content management tool.

    My initial reaction is that this would be onerous and would focus on a very skinny sliver of the population. But seeking a more balanced discussion, I'm coming to you to see if anyone has made this an operational part of your program. Has the benefit outweighed the cost of implementing such a system? Do all your policy owners participate or just a select few?

    Thanks so much,
    Michele

    Michele Gross

    Director, University Policy Program
    University of Minnesota
    612-624-8081

  • APR
    19

    "Termination" of Employees Due to Inactivity

    Hello all,

    For our termination policy, I am looking for help on defining when employment is "terminated" due to inactivity. For example, if a part-time faculty member or staff member haven't been paid for 18 months, we would like to terminate their employee record in our computer system so that we have an accurate account of how many active employees we have. Does anyone have termination policies that include this information?

    Alyssa Schiffman

    DePaul University

  • APR
    18

    Policies on Information Technology Acquisitions

    Hello all,

    Our campus is working on developing and implementing policy requiring campus-level approval of certain kinds of information technology decisions: the acquisition of hardware or software above a certain cost or that more than a certain number of people will use or that will have total cost of ownership above a certain amount, or ... We're still at the stage of defining the parameters. The basic goal is (to try) to ensure that decisions include consideration of IT infrastructure costs and that what is acquired/implemented can be well integrated with other campus systems.

    Please share pointers to any policies you have or know of that might be helpful. Comments, suggestions, and guidance are also most welcome.

    Thanks,

    Stephen D. Franklin

    Office of Information Technology
    University of California
    949-824-5154
    franklin@uci.edu

  • APR
    18

    Official Signatures/Electronic Signatures Policy

    Hello All,

    We are putting together a policy that makes clear what sort of signatures are considered "official" for school business. Included are scanned, faxed, and stamped signatures, but most of it is concerned with electronic signatures. The part of the policy document where I could use some "best practice" input is around implementation guidelines or procedures/operations. Anyone have anything they could share? For example, does anyone distinguish among the sorts of documents to which e-signature may be attached? Types of acceptable approaches to e-signatures? Issues of risk that are relevant? Thanks in advance for any ideas or guidance!

    Maureen

    Maureen Durkin

    Director of Policy, Planning & Analysis
    COLORADO SCHOOL OF MINES
    303-384-2236
    maureen.durkin@is.mines.edu

  • APR
    15

    Policy Library - UVU

    Utah Valley University's current online policy library - or "policy manual" as we call it--is located at http://www.uvu.edu/policies/officialpolicy/index.php. Only official "university" policy is published to this manual. Departmental procedures, guidelines, etc, are published in department web pages.

    Policy categories are:

    • 100. Governance, Organization and General Information
    • 200. Financial Affairs and Development
    • 300. Human Resources
    • 400. Facilities, Operations, and Information Technology
    • 500. Student Affairs
    • 600. Academics

    Sub-topics are assigned specific number ranges. A formal approval process assigns number ranges to new topics as needed; for example, we recently added a sub-category for grants administration.

    I wonder if ACUPA would be well-served to develop a library page on its website with links to member policy web sites? I can't tell this list how invaluable I have found visiting other university policy websites has been for me when I'm looking for ideas on how to improve processes and web site structure.

    Cara O'Sullivan

    Policy Officer, Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • APR
    14

    Policy Library

    Good Afternoon,

    Our policy library is very young and I am getting a lot of criticism on where I have located policies on our library site. Could you tell me what your logic is for categories and where policies are housed? Also, Student Services policies such as housing and student meal plans, do you consider those University wide policies?

    Thank you,

    Mindy Baylor

    Operations & Policy Specialist
    The University of South Dakota
    605-677-5086
    mindy.baylor@usd.edu

  • APR
    15

    ACUPA-LIST Digest - 13 Apr 2011 to 14 Apr 2011 - Special issue (#2011-34)

    Number of staff assigned to the project (full-time part/time)

    Utah Valley University has one policy officer (me) as a full-time staff employee. I have some access to an administrative assistant's time, and this summer will have access to a student intern.

    Where in the organization is the policy process housed (Compliance/Legal/etc)

    The policy officer position was part of the compliance officer's duties until last fall; once our institution achieved university status just a few years ago, the compliance officer's duties increased substantially and the need to create a separate policy officer position arose. As the policy officer, I report to the Chief Budget, Planning and Policy Officer who reports to the University president.

    How often are your policies reviewed?

    Right now they are reviewed every five years; this interval will likely become shorter in the future. If a change in federal or state law mandates a policy revision, then we of course review and update the policy before the 5-year review.

    Governing body that has final sign off?

    The University President's Council, followed by the Board of Trustees.

    How are changes communicated?

    We submit an announcement through a web-based system communicates changes via email and on the university website.

    Average time for policy (uncomplicated) to go through the review/approval process?

    Three to four months.

    Any other questions/tid bits?

    Someone asked if any of us had an electronic system to track the status of policies. We are developing a new web-based system at this time that will allow the policy office to generate reports and track statuses. Right now I use a spreadsheet and then set up alerts in Microsoft Outlook to let me know when a policy must be moved from one approval stage to the next.

    Cara O'Sullivan

    Policy Officer, Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • APR
    13

    Links to College/Departmental Policies/Procedures

    All,

    I would like to add a statement to our policy home page stating that individual college or departments may maintain policies and procedures related specifically to their units. I am considering adding links to certain resources (e.g., Provost's Guidelines, College specific policies, Human Resources, Information Technology). There would also be links to our Board of Regent and System-wide policies.

    It would be impossible to list every university site that contains guidelines so I'm looking to list those most likely to be used. Do any of you have something similar on your web sites? If so, what suggestions do you have for resource links?

    Thank you in advance,
    Heather

    Heather M. Foster

    Policy Specialist
    Institutional Compliance & Risk Services
    The University of Texas at San Antonio
    303-384-2236

  • APR
    13

    How to Notify Appropriate Constituencies of State and Federal Law Changes

    Colleagues,

    I know I've asked this question before, but I would appreciate another go at it.

    Does your institution have one or more formal (i.e., in "writing") mechanisms for notifying the right people about changes in federal or state law that may not rise to the level of making an institutional policy?

    I refer you to a Princeton FAQ (http://www.princeton.edu/evp/auditcompliance/faqs/) about institutional compliance that says ". . . since rigid codification and relentless administration of rules and regulations are not appropriate to an academic community, we rely on managers to inform staff of relevant policies that are important in the conduct of their operations...[e.g., recently litigated matters, federal agency oversight, basis for criminal conduct charges, significant dollar or reputational risk...].

    Do you rely on operational people and/or faculty to keep up-to-date on regulations, do you publish a bulletin on such changes, or use some other mechanism? Currently, we use delegations of authority, or letters to the head of each campus, or embed them in policies---but don't have a consistent approach.

    Any advice you have will be appreciated.

    Nancy Capell

    University of California

  • APR
    12

    Pay for College Athletic Trainers

    Greetings Colleagues,

    I am trying to understand the variety of ways that colleges pay athletic trainers/coaches to account for off-season "downtime," and if that is possible if such an employee is considered FLSA exempt. Perhaps the concepts of stipend or reduced pay to reflect the reality of a reduced time commitment during off-season, and exempt status, are mutually exclusive?

    I appreciate any insights in this regard. Thank you.

    Nicole S. Ack

    Civil Rights Officer
    The Evergreen State College
    360-867-5371
    ackn@evergreen.edu

  • MAR
    29

    Cost/Benefit Analysis

    Good morning everyone,

    We at the University of Minnesota, currently require our policy owners to complete a policy plan. The plan asks the owner to describe the impact of the new policy (or policy change) on the end user as well as type and level of risk (high, medium, low). What we have not required consistently across our policies is a cost/benefit analysis to be submitted. I've prepared several with units in the finance area, but the approach has varied and we haven't always quantified the labor impact for the end user/unit.

    So, I'm wondering if any of you require completion of this type of analysis as part of your policy development process, and if you have a format/approach that you're willing to share. I created a template but I am in need of some validation by others who make this a regular and rigorous part of your process.

    Thanks in advance for your help!
    Michele

    Michele Gross

    Director, University Policy Program
    University of Minnesota
    612-624-8081
    http://policy.umn.edu/

  • MAR
    28

    Policy Review Tracking

    I am in the process of setting up a system to track policy review/revision dates. Would some of you mind sharing the systems you have in place to track these dates? Your guidance would be appreciated.

    Warm regards,

    Sarah L. Smith

    Legal Assistant, Office of General Counsel
    Shawnee State University
    740-351-3046

  • MAR
    17

    Berkeley IT Policy Manager Job Opening

    Dear Colleagues,

    I will be retiring at the end of June and the attached job listing is for a new IT Policy Manager here at UCB. This has been an incredibly great place to work for the last 34 years and I highly encourage folks to apply.

    Karen Eft

    IT Policy Manager, Office of the CIO: Security, Privacy and Policy
    UC Berkeley
    http://technology.berkeley.edu/cio/sppc/

  • MAR
    10

    Exceptions

    One of our committee executives notes that we are vulnerable to criticism if we ever make an exception to a policy, however reasonable the exception might be. He recommends that policies themselves include language that would state clearly under what circumstances an exception may be considered and how it should be documented. A few of ours do, but not many. Do any of your institutions have suggested or standard language regarding exceptions to policy? Is this a question you routinely raise during the policy development process? Thanks for your thoughts.

    Christine Tata

    UT Southwestern Medical Center

  • MAR
    8

    Endorsements

    Does anyone have a policy on University or College endorsements? Does anyone endorse products/vendors as a state agency?

    Thanks,
    Kim Fearney

    Kimberly Fearney

    Office of Audit, Compliance and Ethics
    University of Connecticut
    860-486-6195

  • MAR
    8

    PTO

    Dear ACUPA Members,

    We are exploring Paid Time Off (PTO) as a model for both our hospital and university. While I know that this has been implemented in medical centers and hospitals, is anyone doing it at a university and, if so, what has been your experience?

    Thank you,

    Anita English, MPA

    Executive Policy Governance Specialist
    Howard University
    202-238-2612

  • MAR
    4

    Higher EdAct Suggestions For Dissemination of Required Disclosures (2009)

    Forwarding this to the ACUPA listserv for those of you who may not have seen it.

    Note that the "Suggestions for Providing Disclosure Information" include (page 6): adopting a "3-click" approach for website postings, using "consumer-friendly" labels and avoiding institutional jargon, and using a common set of content titles (vs. using the name of the university office one should contact)...all of these are part of the ACUPA best practices mantra.

    Also wanted to give a shout-out to Margaret (Peg) O'Donnell at the Catholic University of America (an ACUPA member), whose Campus Legal Information Clearinghouse is highlighted as an "Additional Resource" for improving public dissemination of information. You rock!!! http://counsel.cua.edu/

    Nancy Capell

    University of California

  • MAR
    3

    Policies About Age Requirements For Nude Models For College Nude Figure Modeling Class?

    Good morning,

    I'm writing to ask if anyone has an age-based policy that requires nude models to be eighteen or over, and if so, is that policy based on state law, federal law, college preference, or some other reason?

    On the flip side, is anyone aware of a reason (age-based discrimination?) why a college could not require a nude model to be at least eighteen?

    Thank you in advance for any guidance on this issue.

    Nicole S. Ack

    Civil Rights Officer
    The Evergreen State College
    360-867-5371
    ackn@evergreen.edu

  • FEB
    22

    Space Management and Allocation Policy

    Dear ACUPA Members,

    Does anyone have a great space management policy? Specifically, I am interested in learning how your institutions incorporate transparency in the allocation of office and research space on your campuses. Thank you.

    Best regards,

    Anita English

    Howard University
    202-238-2612

  • FEB
    18

    Policies About Students Asking For Excused Absence From Class For Religious Observances

    Hi, everyone

    We are revisiting our classroom attendance policy and the issue of excused absences for students when (a) they are participating in officially sanctioned University activities (such as band, debate, student government, intercollegiate athletics); (b) they are dealing with emergencies that arise; (c) they are excused from class with the faculty member's prior approval.

    We are considering adding participating in religious observances to this list.

    How have other list members handled this issue at public universities and did you include religious observances as a bonafide reason for an approved absences from class?

    Thank you for any insight you can provide.

    Cara O'Sullivan

    Policy Officer, Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • FEB
    17

    Electronic Devices and Their Uses (or Misuses)

    Recent technology makes it very easy for an employee to record another's voice or image, with or without the other's knowledge or permission. Does anyone have a policy that covers this kind of activity? How about cell phone use in general, or by employees in health care settings? Thanks for any examples.

    Christine Tata

    UT Southwestern

  • FEB
    16

    Validation of High School Diploma

    Does anyone have a policy or begun to work on a policy to validate high school diplomas?

    Thanks!

    Susan Gyorog

    Associate Director
    Lutheran School of Nursing
    314-577-5889

  • FEB
    15

    Fundraising Policies

    Good Morning Everyone,

    Our Business and Financial Affairs Division is working on putting together a fundraising policy. Would anyone mind sharing examples of fundraising policies to assist us?

    Thank you in advance for your assistance!

    Sincerely,

    Barbara Lechtanski

    Public Records Officer and Policy Coordinator, Office of the President
    Western Washington University
    360-650-2728

  • FEB
    15

    Delegations of Authority

    Does anyone have a Schedule of Delegations & Authorities to share and a form or guideline which governs the permanent or temporary re-delegation of authority downwards?

    Many thanks,

    Gary Taylor

    Director : University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • FEB
    14

    Records Management

    Happy Valentines from Galveston. Would you share your policies on records management? I am particularly interested in the language you are using to describe non compliance with the guidelines and with your policy's re: electronic documents, email, etc.

    Please call if you have any questions,

    Ruth Leah Finkelstein (Suhler)

    UTMB Health
    409-747-1247

  • FEB
    11

    More Info on Federal Funding Requirement Prohibiting Trafficking in Person

    PDF Document

    Nancy Capell

    University of California

  • FEB
    10

    FW: Administrative Policy Prohibiting Business with Companies That May Engage in Human Trafficking

    Does anyone have a policy that addresses this (or a related) issue? Can you send me the url to your policy?

    Thanks,

    Nancy Capell

    University of California

  • FEB
    7

    Samples of a Solicitation Policy

    Hello from Shawnee State University in Southern Ohio!

    We are working on revising our Solicitation policy with regard specifically to the dissemination of materials to students from guests who come to our campus to proselytize various causes. Can you please send me some examples of what you have out there? I need to determine what are the most important elements to address with this policy keeping in mind our commitment to free speech.

    Thank you!

    Sarah L. Smith

    Legal Assistant, Office of General Counsel
    Shawnee State University
    740-351-3046

  • FEB
    7

    Opportunity for Policy Specialist

    Colleagues,

    I have an opportunity for someone in our new University Policy Office in the role of Policy Specialist (see attached Job Description).

    KAUST is a unique post graduate institution in several ways, having only opened its doors in September 2009 as a start-up university with world class aspirations, sited on the shores of the Red Sea in Saudi Arabia. The role is for someone (as an employee or consultant) to assist us with the writing and editing of policies across all functions.

    If you are aware of anyone who is looking for a change of lifestyle and a new challenge, with experience in the policy environment within Higher Education, please pass on these details, and invite them to contact me, or apply online via our website www.kaust.edu.sa

    Many thanks,

    Gary Taylor

    Director : University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • FEB
    2

    Complimentary ticket policy and athletic travel policy

    Dear ACUPA Members,

    We are looking for a couple policies to benchmark as we finalize iterations of our own. Specifically I am interested in a complimentary ticket policy(ies) relative to athletic, performing artist, music and theater functions?

    I am also looking for any policy that addresses athletic travel and how costs for guests for special destinations (tournament) or post season travel are handled?

    I would be very appreciative of any examples or knowledge sharing in these areas.

    Regards,
    Kelly

  • FEB
    2

    University of Minnesota Policy Office Writing Guide

    Not long ago I, too, was looking for a policy writing guide and came across the one the University of Minnesota's policy office has written. I found it very useful. You can download it at www.policy.umn.edu.

    At UVU, we are creating a "Policy Development Guide" for policy stewards who work with the Policy Office through the approval process. This guide will include writing suggestions and style guidelines.

    I've only been in my position a few months, and have found that some policy stewards do the bulk of the writing with the Policy Office acting as an editor; others rely on the Policy Office to do the bulk of the writing. It depends on the subject matter the policy covers and the comfort level the stewards have with writing. We decided that a guide that includes both writing and policy development process would be useful.

    Cara O'Sullivan

    Policy Officer, Planning, Budget & Policy
    Utah Valley University
    801-863-7355
    cara.osullivan@uvu.edu

  • FEB
    1

    Guide to Writing Procedures

    Colleagues,

    Do any of you have a Guide on the writing of Procedures?

    Although most of us focus primarily on the development of policies, we are finding that some departments are looking for a guide/template on procedure writing. I wonder if any of you have something you could share with us.

    Many thanks,

    Gary Taylor

    Director : University Policy Office
    King Abdullah University of Science & Technology (KAUST)
    (+966 2) 808 3194

  • JAN
    18

    Charge for service policies?

    Dear Members,

    Various units at the University impose charges or chargebacks to other departments for services they provide. Our administration is concerned about the lack of policy and a process for review, approval and control over this practice. For example, it is accepted that every department must pay for its use of University-owned software and IT Systems; this takes place through an annual chargeback based on a formula that takes various factors into consideration such as # of employees and square feet assigned to the department. Conversely, it is not universally accepted that a department must pay Facilities for additional services like extra trash hauling, or extraordinary building use after hours (utilities, security), etc. A number of instances can be identified in which a department simply created rates for its services and began charging other departments at the new or increased rates.

    I haven't found any examples of policies governing the establishment of a new charge for services, or increases in the rates charged for services, by one department to another on campus. If you know of an example, would you share it?

    Thanks!

    Robert Schur, JD

    Director, Office of Policy & Compliance
    Colorado State University
    970-491-1059

  • JAN
    11

    Health Science Policies

    Dear ACUPA Members,

    Howard University has pharmacy, medical and dental colleges, and manages a hospital. We are discussing how to include health science policies in the university-wide, coordinated, policy management process. Our current structure would allow for these policies to come under the general, umbrella categories, i.e., Academics and Research or Human Capital Management, etc.

    There is high-level discussion to develop another umbrella policy category specifically for "Health Sciences." I would like to learn how you are handling this particular issue. Do you try to address hospital/health sciences policies under the university-wide umbrella or are health sciences so special that they need a separate category? I need help soon --- we have a meeting scheduled early on Thursday morning with the Senior VP for Health Sciences. Thanks much!

    Anita English, MPA

    Executive Policy Governance Specialist
    Howard University
    202-238-2612

  • JAN
    4

    School and Colleges

    We are only maintaining our University wide policies currently and I am having a little difficulty deciphering between Department or University. Does anyone include any individual schools or college policies in their University policy list? We have a Medical School and a Law School that I was thinking might have some policies that could affect the entire campus.

    Thank you,

    Mindy Baylor

    Operations & Policy Specialist
    The University of South Dakota
    605-677-5086
    mindy.baylor@usd.edu

  • JAN
    3

    Direct Mail

    Dear ACUPA Members,

    Happy 2011!

    Our schools and colleges, the Office of the Secretary, the Alumni Association, the Office of Financial Aid and other University entities still maintain communication with their constituents largely via the USPS. The following information was sent to me regarding changes that could possibly have negative consequences for our institution. Has anyone developed an enterprise-wide policy for the management of direct mail? Thank you.

    http://blog.fmidm.com/index.php/tag/ncoa/

    NCOA - Big Brother is Watching-direct mailers beware, you are not safe even when postage is paid

    PostCom’s general counsel has communicated the following to the association: The United States Postal Service, which appears headed for a multi-billion dollar loss this year, has quietly launched a major new initiative to collect more postage from mail that already has been paid for and delivered.

    The primary targets of the initiative are business mailers the mailers that use large volumes of First-Class and Standard Mail for marketing, billing, account statements, and other customer communications and the mail service providers that help prepare these mailings.

    The Postal Service’s strategy is to investigate recent mailings for violations of the complex and arcane mail preparation requirements for discounted postage rates. Evidence of violation can lead to demands for additional postage, or enforcement actions under the False Claims Act. The potential financial exposure for big national mailers can be seven or eight figures.

    The Postal Service seems to be looking for violations of Move Update (address updating) requirements, other addressing requirements, and other mail preparation and content requirements that could lead to large revenue deficiencies. In some cases, the investigators seek evidence that the mailer entered improper mailings knowingly or intentionally, states of mind that can support a claim under the False Claims Act.

    Violation of the False Claims Act can expose a mailer to double or triple damages i.e., liability equal to two or three times the amount of the underlying revenue deficiency as well as civil penalties of approximately $11,000 per violation. The Postal Service typically rules that each mailing statement constitutes a separate violation; hence, total civil penalties sometimes can be ten or more times the underlying revenue deficiency. Criminal liability under the False Claims Act is also possible, but unlikely except in extreme cases. The firm has provided tips on how to deal with postal inspectors.

    Best regards,

    Anita English, MPA

    Howard University
    202-238-2612

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