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WesternU / University Compliance

WesternU Policy Office

The WesternU Policy Office is the official home of all university policies and procedures (P&P).

WesternU has established these policies to support the university’s mission; enhance operational efficiency; governance; and, communicate expectations while reducing institutional risk.

Each WesternU campus is responsible for establishing and maintaining additional administrative policies specific to their needs and structure. No Operating Unit may adopt a policy or practice that is inconsistent with, or expands any university-wide policy, however, an Operating Unit’s specific policies may be more restrictive.

Policies and procedures constitute a living document and the university reserves the right to revise a policy at any time.

Each member of the WesternU community is responsible for familiarizing themselves with, and adhering to these policies and procedures.

Mission Statement:

To provide efficient and effective tools for the creation and development of P&P that will clearly define how WesternU does business.

  • Policy Creation

    Policy Creation, Development, Review and Approval

    Contact the University Policy Office (UPO) for information.

    Policy Development

    Individuals who are responsible for writing, updating, and distributing Operational Unit policies must comply with this policy.  University policies will be:

    1. Presented in a common format.
    2. Formally approved by the authorized body as determined/delegated by the Board of Trustees.
    3. Applied across the University.
    4. In compliance with applicable laws, regulations, and accrediting bodies.
    5. Maintained centrally and be accessible to all interested parties.
    6. Linked electronically to procedures for implementing the policy, where applicable.

    When writing a policy, it is important to keep in mind that for a document to be deemed a policy, it must:

    • Have widespread application
    • Be expressed in broad terms
    • Change less frequently than a procedure
    • Answer the “what” and “why” of a particular subject or operational issues
    • Be approved by administration and/or governing board

    Policy Format Adherence

    The University has developed a standardized template, available on the Policy and Procedure website, that can be used for policy creation and review. This template is the only acceptable format for University policies.  Any policy in any other format (print or online) that is inconsistent with the standard format and has not followed the review and approval process, as set forth in this policy, is not an official University Policy. The contact person of the policy will be asked to correct or modify the policy to the accepted format and ensure it has been fully vetted before being approved and implemented.

     

    Policy Procedure Template Information

    Policy Procedure SOP Template

  • FAQs

    Q1. What is a University policy?

    A university policy is defined by all the following criteria:

    • It has broad application throughout the university.
    • It helps achieve compliance with applicable laws and regulations, promotes operational efficiencies, enhances the university’s mission, or reduces institutional risks. If a policy fits the criteria above, it is a university policy. If it does not, it is an Operational Unit policy.

    Q2. How can I get access to a policy or procedure?

    Approved and active policies and procedures are available on the WesternU Policies & Procedures weblink. Only those policies and procedures that have gone through the formal review and approval process are published on this site.

    Q3. What is the role of the University Policy Office (UPO)?

    The UPO provides guidance in the creation, development and revision of policies and procedures. The UPO is responsible for providing updated templates, posting current policies and procedures and archiving outdated documents. UPO does not write policies or procedures.

    Q4. How is a University policy approved?

    Once a policy is developed or revised, it goes through a rigorous review and approval process. The Policy Contact and/or designed Editor(s) draft/revise a policy/procedure and then submits the document for review to the UPO. The UPO reviews the document for relevance and how it will likely be applied, meaning Operating Unit specific or university wide. The UPO works with the contact person/editor to obtain clarification on all aspects of the document. In certain cases, the document will be referred to the University Policy Committee (UPC) for further review and recommendations. The UPC will determine if the document should be reviewed by other Committees or Operating Units of the university.

    Q5. Can I make suggestions to improve a policy?

    Absolutely! Feedback about policies may be sent to the Policy Contact or UPO. Typographical or other simple errors that you submit can be changed immediately by UPO. Suggested changes of a more substantive nature will be introduced to the document owner and revision to the policy will take place when or if applicable.

    Q6. How do I suggest changes to existing policies?

    1. Talk to your supervisor to get their feedback to your suggestion and determine a mutual agreement on the change request.
    2. Contact the responsible office for the policy. This information can be found at the bottom of any policy being managed by UPO. Discuss your suggestions with the policy owner.
    3. If the policy owner agrees with your recommendation, they will be responsible for initiating the proposed changes to the UPO for review and approval.

    Q7. Whom do I contact if I have a question on a policy or procedure?

    All published policies and procedures have the name and contact information at the bottom of the document.

    Q8. How can I get a university policy started from my unit?

    The UPO can assist with any questions you have about the process in general. If you want to know whether a university policy is warranted in a particular situation, send an email to: policies@westernu.edu or call 909-469-8517 for assistance.

    Q9. Where do I send questions or comments about this Webpage?

    Send questions, comments or suggestions about this Webpage to: policies@westernu.edu

    Q10. What is the average time to get a recommended policy reviewed and approved?

    It depends on when the policy is presented to the University Policy Office.

    Here is how a clean and clear policy is processed/approved:

    1. All policies, whether brand new or being revised, are to go to the University Policy Office for initial review.
    2. Content is reviewed by the UPO to ensure it is clearly written, all weblinks work, and the verbiage does not conflict with any regulatory references or other policies/procedures mentioned in the policy.
    3. If no issues are identified, it will be uploaded to SharePoint for the University Policies Committee (UPC) for review and then added to the agenda for the next UPC meeting.
    4. The UPC meets on the 1st Wednesday of each month. If the committee approves it as presented and does not recommend input from other committees, the policy owner is notified that it has been reviewed, approved and can be uploaded onto the WesternU Policy website. So, the answer for this would be roughly 30-days max.

    If the policy has a lot of issues with the content, the UPO will refer it back to the creator/owner to review/revise and resubmit to the UPO through Converge Point. This type of document review process can sometimes take 2-3 returns before it is considered “clean.”

    Once it is “clean,” it is uploaded onto SharePoint and will be placed on the UPC agenda and the committee will review the document at the next scheduled meeting. For policies that have many issues or require review or input from other committees or operating units, the review and approval process can take as much as 6-months.

    Q11. Will I have to make an oral presentation for a policy presented? If so, to whom?

    You may be asked to come to a UPC meeting to answer questions committee members may have related to the policy you have submitted for review and approval.

  • Glossary

    Effective Date: The date the policy/procedure will be placed into operation.

    Keywords: Are used to form the basis of an electronic search for policies and related documents.

    Policy: A course of action or unequivocal principle considered prudent or beneficial. It defines the direction that the university will take to provide a constant foundation for all decisions and actions affecting the university functions. It is a guiding or governing principle.

    Policy Owner: The individual responsible for the policy. The policy owner may also be the policy contact or the owner may delegate another individual in the same college or operating unit to be the policy contact.

    Policy Contact: The appointed individual within a college or operating unit responsible for preserving the accuracy and comprehensiveness of policy substance. This individual will periodically review existing policies and procedures, propose revisions where needed, and identify areas where a policy may need to be established. In most cases, this individual is the definitive authority regarding policy.

    Policy Editor: An individual within a college or operating unit selected by the policy owner to assist with the creation of new policies and/or to edit substance in existing policies or procedures. The policy owner may choose to be both the owner and editor.

    Policy and Procedure Administrator: An individual identified by the University to safeguard the integrity of the University policies. This individual serves as a resource to policy owners, university officers, and all others who propose policies.

    Policy Statement: One or two sentences that state a rule or a course of action that the university supports.

    Procedure: Statements that set out step-by-step actions that must be taken to carry out the mandate of the associated policy allowing for the methodical implementation of the policy.

    Purpose of Policy: One sentence describing why this policy has been developed. May begin with the words: “To ensure; to provide for; to substantiate; to clarify; to maintain adherence to…”.

    Related Information: All relevant informational details of the policy should be placed under this heading.

    Related Policies, Procedures, Forms, and Documents: This field lists the numbers and titles of related policies, procedures, forms, and other documents that should be read in conjunction with the current policy.

    Relevant Legislation, Regulations, and Accreditation Requirements: This entry is relevant to those policies whose origins stem from government legislation or those that have associated statutes, rules, or directives of the accrediting organization, university, or college.

    Responsible Office: All university policies are owned by the college or operating unit from which it originated. The foundation for the proposal of a new policy or revision of an existing policy shall be maintained by the Dean, Vice President or executive representative of the responsible office.

    Review History: This field records the dates of all revisions to the policy.

    Title: The official title by which the policy is known.

     

  • Office Information

    Office Location:
    The Policy Office is located in Anderson Tower
    2nd floor, Room 219

    Mailing Address:
    Western University of Health Sciences
    University Policy Office (UPO)
    100 W. Second Street, 2nd floor, Room 219
    Pomona, CA 91766-1700

    Fax:
    (909) 706-3785