Western University of Health Sciences University Policy Office (UPO) Western University of Health Sciences
University Policy Office (UPO)

Orientation and Training

New Employee Orientation

All new employees at WesternUniversity of Health Sciences (WesternU), as a part of their new employee orientation, should be able to find, review and comprehend University-wide policies and procedures (P&Ps).  It is the responsibility of the immediate supervisor to ensure employee review and comprehension of applicable college/department policies and procedures. 

Adherence to University policies and procedures, as mandated by the University President and the Board of Trustees, is the responsibilty of every member of the WesternU community.  Compliance with University/College policies is expected by Administration, Faculty, Students and Staff.


What is a University-wide policy?

A University-wide policy is a document that:

(1) states the University’s position on a particular issue, and,

(2) includes procedures for compliance.

A University policy is defined by all of the following criteria:

If a policy fits these criteria, it is a University-wide policy. If it does not, it is a college or department policy.

 


To View Approved Policies on the Intranet Site

Approved University College and Department policies and procedures (P&Ps) may be viewed by the WesternU campus community on the University Intranet website.  When a policy shows Pending Signature, the policy has been approved by the appropriate University executive committees and now requires electronic approval by the Policy Contact, the individual responsible for content management. For P&Ps listed as Major or Minor Revision, please email the Policy Contact for information about the policy revisions.


 

Self-Services (BanWeb) Policies and Procedure Site

To create/draft a policy, the user must  login to Self-Services (BanWeb) Policy and Procedure webpage where the mandatory Policy and Procedure templates are located. These P&P templates are to be used for the creation of all University College/Department P&Ps.

To find the P&P templates: 

  1. Employee Services Menu
  2. Policies and Procedures
  3. Policy and Procedures to view P&Ps on the website
  4. Select College or Department, click Submit
  5. See “List of Existing Policies” page
  6. Select your Department or College
  7. Click Add New
    1. Follow instructions for creating a new policy (note: a Parent Policy must be created before a related procedure(s) are created.

Policy Editor(s) Permissions

The Policy Contact can assign Policy Editor(s) permission to review and edit P&Ps.  Click on the help (?) to find instructions or click on the “padlock” icon (permissions) and follow prompts.

Only the Policy Contact or UPO Administrator can assign editing permission(s).

Individual/Group training sessions are available upon request. Contact: 469-5642 or email UPO Administrator: jfitzpatrick@westernu.edu


Policy Development

Policy development and review may include the following:


Who is Resposible for Administering Policy?

Usually, the college or department is responsible for implementing and administering the policy. The Policy Contact and designated Policy Editors are responsible for drafting and analyzing the relevant issues surrounding the policy including annual review in accordance with the Next Review Date. Review dates should ge scheduled as is required to maintain aherence to related legislative rules and regulations.

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Interpreting Policy

The University recognizes the potential for ambiguities or conflicts to exist between policies that have been developed by different Colleges or Departments within the University. The University provides this guidance on how it will resolve any perceived ambiguities or conflicts when applying differing policies:

  1. All policies of the University will be interpreted to be consistent with policies that have been adopted by the Board of Trustees.

  2. When there is any other perceived ambiguity or conflict in the application of more than one policy, the individuals in charge of all Colleges or Departments that are affected by the policies will endeavor to agree upon a mutual resloution. If a mutual resolution cannot be reached, the ambiguity or conflict will be resolved by the University Operations Council and/or University Deans’ Council and Provost/Chief Operating Officer. Appropriate revisions will be made to the affected policies to reflect the resolution that was decided.

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Outdated or Questionable Policies

Employees should be expected to question policies/procedures that require revision or appear to be outdated and bring them to the attention of the Policy Contact or the appropriate executive level administrator.

Policies convey the principles governing the implementation of University processes. As such, policies must be reviewed annually or every 3-5 years depending on the need to maintain compliance to related legislative regulations.  Procedures represent the implementation of policy and must change over time as new methods transpire, new processes are proposed, and risks associated with the substance changes as the result of internal or external environmental modifications.

Updated: April 2014