STATEMENT OF POLICY
The President has the authority and responsibility to organize the University and to establish policies for executing the powers, duties and functions expressly conferred upon the President.
Policies should neither conflict with provisions contained in laws, regulations or applicable collective bargaining agreements nor merely restate or duplicate those provisions. When a subsequently promulgated law, regulation or provision of an applicable collective bargaining agreement conflicts with an existing University policy, such law, regulation or collective bargaining agreement provision shall take precedence over the policy.
Definitions. A University policy is a statement of general principle, plan or course of action that guides the University and its employees in the management of their duties and responsibilities. Procedures describe the means by which University employees are to carry out a particular policy.
While this document is not intended to address the University’s regulation promulgation process, care should be taken to ensure that a proposed policy does not rise to the level of a “rule” as defined in Section 120.52(15), Florida Statutes. Policies are not regulations if they are focused exclusively on internal management and do not affect the private interests of any person. Any questions regarding the University’s regulation promulgation process or whether a policy meets the definition of a regulation should be directed to the General Counsel’s Office.
STATEMENT OF PROCEDURES
These procedures provide a uniform system for creating, formatting, revising, and publishing nonacademic university policies.
A. Guidance for Writing Policies. University policies should be clear and succinct and free from “legalese.”
B. Policy Format. A proposed policy should be routed in the established University Policy Format (see attachment). The format requires a description of the policy’s subject, objective and purpose, effective date, responsible University Division/Unit and specific authority. Forms and other attachments that are intended to be an integral part of the policy should be attached to the proposed policy and routed with it for approval.
C. President and President’s Staff. Vice Presidents for their respective divisions (“division heads”) may recommend new policies and updates to or rescission of existing policies to the President, in accordance with these procedures.
D. Originating Unit/Department. Under the direction of the responsible division head, the originating unit or department (“Unit”) is responsible for drafting a proposed policy. Prior to routing a proposed policy, the Unit must complete the University’s Policy Routing Sheet and attach it to the policy (see attachment). The Unit should seek input early in the development process from University officers or campus groups that may be affected by the policy. The Unit should consider any comments submitted and incorporate suggestions that improve the policy into the draft. The Unit then forwards the policy to the appropriate division head for review and comment. When the responsible division head has approved the draft policy, the policy will be referred to the Associates Group for review and comment.
E. Associates Group. The Associates Group consists of associate vice presidents and other individuals from representative units throughout the University who can provide a broad perspective on the content and application of a policy. The Associates Group serves in an advisory capacity to the President and the President’s Staff. As such, during the review process the Associates Group may have occasion to ask for guidance from the President and the President’s Staff.
F. University Community. Upon completion of their review, the Associates Group will disseminate the policy to the Faculty Association, the Administrative & Professional Staff Association, and the University Support Personnel Association. When appropriate, the Associates Group will also send the policy to the Student Government Association. Comments from constituent groups will be noted and attached to the policy as the policy is forwarded.
G. Forwarding the Policy. The Associates Group will forward the policy and any related comments to the President and President’s staff for review.
H. Policy Approval. Upon submission of a policy to the President and President’s Staff for consideration, the President may approve, reject or refer a policy back to the responsible division head or the Associates Group with comments or recommended revisions.
I. Policy Manual and Coordinator. When the President approves a policy, an electronic version of the policy will be forwarded to the University’s Policy Manual Coordinator (Coordinator) along with the Policy Routing Sheet and other backup documents. The Coordinator is responsible for maintaining the official University of North Florida Policy Manual (Manual) that will contain the hard copy original of all current University policies. The Coordinator will number and organize the policies according to a systematic numbering system. The Coordinator also is responsible for distributing policies to other manual holders and for keeping the Manual’s web site version up to date. Notice of new, revised and/or rescinded policies will be posted on Osprey Update for Faculty and Staff.
J. Revising or Rescinding a Policy. An original policy may be amended or rescinded utilizing the procedures outlined in steps 4, 5, 6, 7, and 8 above. Proposed revised policies must be routed in the following two formats: (1) a “clean copy” version showing the policy as it would appear in final form and (2) a version highlighting the changes to the existing policy by showing proposed changes in a strike-through and underline format. Upon approval by the President, the Coordinator will remove a rescinded policy or the original version of a revised policy from the Manual and the web site and notify other manual holders. The Coordinator should retain the official hard copy of a revised or rescinded policy in a separate location for a period of not less than five years from the date of amendment or rescission..
K. Interim Policy. Where a university policy must be established in a time period too short to permit the completion of the process delineated herein, the President upon recommendation of a division head may promulgate an interim policy that will be effective for no longer than sixty days from the date of issuance. An interim policy must be clearly marked and specify its expiration date. Upon promulgation, the interim policy will be forwarded to the Coordinator for handling and distribution in accordance with the procedure for new policies.
L. Flow Chart. A Flow Chart is provided to illustrate the policy creation and development process (see attachment).