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University Policy Office (UPO)

Glossary

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.