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University of North Dakota
  • Employee Resources
    • Job Openings
    • Benefits
    • Equal Opportunity
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  • Policy Tools & Development

Policy Tools and Development

University policies are owned by a responsible office. Representatives of these offices work closely with the Policy Office to draft, consult stakeholders, present for approval, promulgate and maintain their policies.

A formal process is followed when creating a University policy.

Policy Development ProcessPolicy Development Flowchart

Defining Policy Documents

A policy is a general written document that establishes a standard by which the institution/college/department manages its affairs. A policy mandates, specifies, or prohibits conduct to enhance the institution’s/college’s/department’s mission, ensure coordinated compliance with applicable laws and regulations, promote operational efficiency, and/or reduce risk. UND’s institutional policies always contain a set of procedures for policy implementation.

  • Example: Alcohol & Drugs.

Some complex policies may warrant a supplemental stand-alone procedure document.

  • Example: Title IX Sexual Misconduct (policy) and Title IX Sexual Misconduct Response (procedure)

A procedure is a description of the operational processes necessary to implement policy or formally document a stand-alone process. A procedure includes information on the offices and positions responsible for policy/process implementation, as well as instructions to university constituents regarding how to implement the policy/process, where to turn for information, and the like. A properly developed and approved procedure ensures that policies and process are implemented efficiently and applied consistently. Unlike policy, procedures may change frequently to accommodate updated standards or methods.

  • Example: State Authorization and State Licensure/Certification Disclosure Procedure

A program or plan is a framework for managing a specific environment or task. Programs/plans are often created to address complex issues or challenges that require a coordinated and sustained effort. They are like a procedure but go into greater detail to describe how standards apply to the institution/college/department and how the institution/college/department complies with applicable standards. Programs/plans may reference facilities, spaces, equipment, people; how risks are managed; specific risks and/or unique conditions, and the scope, objectives, responsibilities, and time frame for identified activities.

  • Example: Respiratory Protection Program

A high-level overview of policies, procedures, guidelines, etc., for use by a specific group of individuals (e.g., staff, faculty, students). Handbooks do not create, maintain, or hold policies/procedures, but rather reference policy/procedure content that is maintained elsewhere. Handbooks may have supplemental supporting documentation (e.g., guidance or reference materials) that further explains concepts but does not contradict policy/procedure content in any way.

  • Example: Staff Handbook

A guideline gives recommendations, interpretations, administrative instructions, or best practice guidance in which to operate. Guidelines are informational, not mandatory. Like procedures, guidelines may change frequently depending on the organization’s needs.

UND's policy library does not contain guidelines.

Policy Development Resources

UND strives to offer accessible, formally approved, well-articulated, and understandable University policies and procedures in a consistent, official format. Individuals responsible for developing and maintaining University policies must comply with the conditions outlined in this document for drafting, approving, and revising University policies. Review the Formulation and Issuance of University Polices & Procedures to learn more.

Impact Statement

An impact statement is the standard format by which all new institutional policies are proposed. The document describes the background, justification, and the likely impact of the new policy and must be submitted to the Policy Office before developing it. Download the impact statement template to get started.

Policy

Institutional policies follow an official format by which they are arranged. The template includes the reason and scope of the policy, contacts, definitions, necessary procedures for implementation, responsibilities, and associated related information, forms and appendices/attachments. Download the policy template to get started.

Procedure

Institutional procedures follow an official format by which they are arranged. The template may be used to supplement an approved policy or stand alone in its applicability. It includes the reason for procedure, contacts, definitions, procedures for program implementation/use, and related information, resources and forms. Download the procedure template to get started.

Program

In addition to policies and procedures, programs also follow an official format. The template traditionally stands alone in its applicability, but it may supplement an approved policy. It includes the reason and scope of the program, contacts, definitions, procedures for use, responsibilities, related information, resources, forms and appendices/attachments. Download the program template to get started.

Training materials for UND's policy management software (PolicyStat) are available for area editors and managers who use PolicyStat to create, edit and manage policies. Additional in-person or remote training may be requested by contacting the Policy Office.

Policy Advisory Group

In the development process, policies receive rigorous review by one or more standing committees (e.g., Policy Advisory Group, University Senate, Executive Council).

Completed policy drafts are “reality-tested” by the Policy Advisory Group (PAG), made up of broad University representation, under the direction of the vice president for finance and operations/chief operating officer. Upon PAG acceptance, a policy — in official format — is submitted to the Executive Council for endorsement, campus for comment, and the president for final approval and signature.

Jen Rogers
Director of University Policy / PAG Chair; VPFO Division PAG Representative
  • jen.rogers@UND.edu
  • 701.777.4392
Trinity Bohlman
Director of Finance & Operations, Research & Economic Development / VPRED Division PAG Representative
  • trinity.bohlman@UND.edu
  • 701.777.3924
Sheryl Eicholtz-Landis
Director of Contracts & Intellectual Property, EERC / EERC PAG Representative
  • slandis@undeerc.org
  • 701.777.5124
Dana Harsell
Professor, Political Science & Public Administration / University Sentate PAG Representative
  • dana.harsell@UND.edu
  • 701.777.3832
Laura Nelson
Senior Business Analyst / Department of Finance PAG Representative
  • laura.m.nelson@UND.edu
  • 701.777.2772
Jill Novotny
Assistant to the VPMC / VPMC Division PAG Representative
  • jill.novotny@UND.edu
  • 701.777.2038
Linda Olson
Risk Management Officer / Department of Public Safety PAG Representative
  • linda.olson@UND.edu
  • 701.777.2785
Lauren Pite
Director of Grants & Contracts / VPRED Division PAG Representative
  • lauren.pite@UND.edu
  • 701.777.6739
Alex Pokornowski
Assistant VPSA, Dean of Students / VPSA Division PAG Representative
  • alex.pokornowski@UND.edu
  • 701.777.2892
Namil Choi
Associate Dean for Administration & Finance, SMHS / VPHA Division PAG Representative
  • namil.choi@UND.edu
  • 701.777.2847
Beth Valentine
Equity Compliance & Education Manager / Staff Senate PAG Representative
  • beth.valentine@UND.edu
  • 701.777.4223
Peggy Varberg
AVP for Human Resources / Department of Human Resources PAG Representative
  • margaret.varberg@UND.edu
  • 701.777.4802
Heather Wages
Administrative Affairs Director of Policy & Administration / VPAA Division PAG Representative
  • heather.wages@UND.edu
  • 701.777.2049
Nancy Yon
UND Assistant Attorney General / General Counsel PAG Representative
  • ndyon@nd.gov
  • 701.777.6345

 

Deadline to Submit Documents to Policy Office Agenda/Documents Distributed to PAG Members PAG Meeting Date
January 13 January 21 January 27
February 10 February 18 February 24
March 10 March 17 March 24
April 14 April 21 April 28
May 5 May 12 May 19
June 9 June 16 June 23
July 14 July 21 July 28
August 11 August 18 August 25
September 8 September 15 September 22
October 13 October 20 October 27
November 10 November 17 November 24
December 1 December 8 December 15

Request PolicyStat Access

Policies are accessible by anyone, internal or external to the University, without special permission. Simply access the policy library and search for the policy in question.

Employees who need to create or edit policy documents must have special permission within PolicyStat to do so. Submit the form below to request access. Contact the Policy Office if you have questions.

UND dotted identifer (e.g., mary.smith)

UND Employment

What policy area, department or division will you access? (use the "Shift" key to select more than one area)

Requested Access

What access do you need?


 
Policy Office
Twamley Hall Room 314
264 Centennial Dr Stop 8378
Grand Forks, ND 58202-8378
P 701.777.4392
jen.rogers@UND.edu

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