Establishing University Policies

I. Scope

This policy applies to all university employees and departments.

II. Policy Statement

Indiana Wesleyan University (“IWU” or the “University”) has an established process for developing, approving, revising, communicating, and withdrawing University policies. Policies are published in a consistent format and are maintained in a central, readily-accessible policy warehouse. Only policies that have been promulgated through the established process shall be deemed an official University Policy. Exemptions to this policy include academic policies, which are governed by the Bylaws of the Indiana Wesleyan University Faculty, and Student Development policies, which are under the jurisdiction of the Student Development Council/Student Affairs Committee.

III. Reason for the Policy

This policy is needed to further the University’s mission, to promote practicality, consistency, operational efficiency, compliance and accountability, and to manage significant institutional risk.

IV. Procedures

Proposing a Policy

• Any individual or unit may identify the need for a new policy; however, the Responsible Executive overseeing the unit must be willing to sponsor the policy and shepherd it through the review process.

Developing a Policy

• The Responsible Office drafts the policy using the approved University template, articulating the reason the policy is needed and the constituents potentially affected by it.
• Where appropriate and possible, the policy draft should cite the law/regulation/code necessitating the policy.
• During the drafting process, the Responsible Office should engage stakeholders that may be affected by the proposed policy for important insights into the feasibility and/or legality of the draft. Stakeholders consulted should always include:
  • Office of Risk Management and Legal Affairs
  • Human Resources
• If applicable, define unique terms that, by being defined, would add to the reader’s understanding of the policy.

Reviewing/Approving

• University Policy: A University Policy crosses divisional/college/campus lines and impacts how business is conducted. Therefore, a University Policy must be reviewed and accepted by the IWU-Marion, IWU-National & Global, and Wesley Seminary VP/Chancellor.  
• If no changes are needed after VP/Chancellor reviews and acceptance, the President's Cabinet member overseeing the unit from which the policy is proposed must sponsor the policy for presentation to The President's Cabinet.
• If no changes are needed after The President's Cabinet review and approval, the sponsoring Responsible Executive can move the policy to the Communication stage.
• If a policy involves fundamental changes to the University mission, vision, values, tenets, and/or Bylaws, the Board of Trustees must give final approval before the Communication stage.
• Department/Unit-Level Policies: The Responsible Executive utilizes the Office of Risk Management and Legal Affairs to assess the proposed policy and to ensure there are no inter-divisional challenges. If no changes are needed after the review, the sponsoring Responsible Executive will consult with their respective Administration and/or leadership team as well as the President. If no changes are needed after those reviews, the Responsible Executive may approve the policy and move to the Communication stage.

Updating Policies

• As needed, the Responsible Office may request that routine changes be made to a policy. Such routine changes do not include changing policy provisions, but rather to update basic information such as new contact information, updating position titles or Web addresses. Minor revisions to the policy that do not alter the fundamental policy provisions may be approved by the sponsoring Responsible Executive; however, significant revisions to the policy will require the same level of approval as received during the policy’s original promulgation.
• Update/Revision dates shall be reflected in the policy heading.
• The Responsible Executive shall review the administrative policies under his/her jurisdiction according to the University policy review schedule.
• Previous versions of current policies shall be archived. Requests for superseded administrative policies shall be made through the Office for Risk Management and Legal Affairs.

Communicating

• The Responsible Office will issue an announcement of the new or substantially revised policy via IWU-all email.
• The date of the notification from the Responsible Office shall constitute the issuance date.
• The Responsible Office shall coordinate with the Office of Risk Management and Legal Affairs to ensure the policy is housed in the electronic policy repository.

Withdrawing

• In situations where a policy becomes obsolete, the Responsible Office will issue an announcement of the policy withdrawal via the IWU Portal.
• The Responsible Office shall coordinate with the Office of Risk Management and Legal Affairs for archival and removal of the policy from the electronic policy repository.

Compliance

• The Responsible Office, if necessary, will conduct training to ensure the policy is adhered to and will assist in the ongoing efforts to establish support systems necessary to achieve ongoing policy compliance.
• As part of the policy implementation, the Responsible Office assists with policy compliance through the establishment of normal business practices, some of which may be outlined in the policy’s procedures. The implementation of effective communication and training on the policy will substantially enhance policy compliance efforts. University offices such as Human Resources and Internal Audit may be able to assist in providing data and measurement tools needed to gauge levels of compliance with the policy.

V. Definitions

• Academic Policies: Academic policies of the University are created and revised through the academic governance bodies and process of the University. These bodies, their membership, duties, and processes are outlined in the Bylaws of the Indiana Wesleyan University Faculty. Proposed new academic policies, or revisions to existing academic policies, must be initiated and approved as required in the Bylaws. University academic policies are recorded in and disseminated primarily through the Faculty Handbook and the University Catalog, and such other means as the University deems appropriate.
• Administrative Policies: Administrative policies are managed by administrative departments and meet one or more of the following criteria:
  • Help ensure compliance with applicable local, state, federal, and international laws and regulations. Often the respective government entity will provide the policy guidelines in the law/regulation/code, and it is the University’s policy to be in compliance with those requirements;
  • Govern a business transaction;
  • Provide a context for the procedures for administrative activity; and,
  • Can be a University Policy or a Department/Unit-Level Policy (see definitions for each).
• Department/Unit-Level Policies: Department/Unit-Level policies are limited in scope to the department/unit level with minimal to no implications across divisional lines. Department/Unit-Level policies often involve legal compliance, operational efficiency, and/or risk reduction on a department/unit level.
• Responsible Office: The Responsible Office is the unit on campus that takes ownership of a University Policy or Department/Unit-Level Policy. The Responsible Office typically houses the Responsible Executive and serves as a contact point for policy questions and interpretations.
• Responsible Executive: The Responsible Executive is the President, Vice President, Dean, Chancellor, or his/her designee, that sponsors and oversees the respective policy. The Responsible Executive, or designee, serves as the policy caretaker over the lifecycle of the policy by proposing, developing, seeking approval, updating, revising, communicating, and withdrawing the policy. The Responsible Executive, or designee, also develops means to measure policy compliance.
• Student Development Policy: Student Development policies are created and revised through established processes of the Vice President for Student Development and Athletics. Student Development policies are recorded and disseminated primarily through the Student Handbook.
• University Policy: A University Policy has broad application throughout the University and provides guidance in the conduct of University affairs. In the event of a conflict between a University Policy and a Department/Unit-Level Policy, the University Policy will control.