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Policy 1003

Process for Establishing Institutional Policies

I. Purpose

The administrative policies and procedures of the University are the means by which the institution establishes its standard business practices. The purpose of this policy is to establish a uniform method for creating or changing administrative policies and procedures for the University. This policy base includes only those policies and procedures that are generally applicable to more than one office or department of the institution. Matters pertaining only to the internal procedures of a given department or office are not considered to be within the scope of this policy.

II. Definitions

  1. Policies: Policies are statements of management philosophy and direction established to provide direction and assistance to the campus community in the conduct of institutional affairs.
  2. Procedures: Procedures are statements that prescribe specific actions to be taken to conform to established policies, allowing for the orderly implementation of those policies. Not all procedures need Board of Visitors approval and therefore many procedures are not included within this policy base.

III. Policy

  1. University Administrative Policies: It shall be a policy of Longwood University for the President, vice presidents and their designees to recommend personnel and other major policies and procedures to the BOV for review, consideration, and approval.
  2. Departmental Policies and Procedures: Individual departments may promulgate rules and other local policies, without campus-wide applicability, with the approval of the area vice president. Department heads are responsible for the accuracy and timeliness of policies and procedures relating to their departments. This responsibility includes proper notification of changes and updates to these policies and procedures, and conducting a review of policies annually.

IV. Procedure

  1. Form Standard: University Administrative Policies shall comport with a particular form standard. (Appendix A - Download the Word Template (dotx))
  2. Revised Policies: Revised policies will carry both the date they were established and the date(s) they were amended.
  3. Authority to Revise or Abolish Policy: Only the party with the authority to establish a policy may revise or abolish it.
  4. Dissemination: For the consolidation and standardization of institutional policies, the Longwood website has been designed as the official location of the Administrative Policies. This approach makes policies available to the campus community in an electronic format, which reduces the need to publish and distribute paper copies.
  5. Management of the Policy Base: The University Policy Approval and Update Procedures (Appendix B) must be followed in order to effectively maintain the policy base. Key administrators have overall responsibility for maintaining policies within their areas and for assuring adherence to established policies and procedures in the conduct of their department's affairs.

Approved by the Board of Visitors, March 23, 2002.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and reviewed by Cabinet, April 25, 2012
Revised and approved by the Board of Visitors, September 14, 2012