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Policy FAQ's

What is a University Policy?

  1. Furthers the IWU mission;
  2. Promotes consistency, efficiency, accountability, and effectiveness;
  3. Addresses issues of compliance with laws or regulations; or
  4. Mitigates or manages significant institutional risk.

Additionally, a University Policy:

  1. Has a broad application throughout the IWU community
  2. Contains governing principles or rules which mandate or constrain action or articulates desired outcomes and provides the minimal procedures for implementation.
  3. Does not require frequent change.
  4. Is sponsored by at least one university executive (VP or above) and has a designated policy owner
  5. Is approved by the Executive Council, President, and/or Board of Trustees.

How does a University Policy get approved?

  1. Any individual or unit may identify the need for a new policy; however, the VP/Responsible Executive overseeing the unit must be willing to sponsor the policy.
  2. The Responsible Office drafts the policy using the approved template.
  3. The Responsible Office engages stakeholders that may be affected by the policy.
  4. The Responsible Office obtains Human Resources & Office of Risk Management and Legal Affairs review.
  5. The Responsible Office obtains approval from the IWU-Marion, IWU-National & Global, and Wesley Seminary Cabinets.
  6. After cabinet approvals are obtained, the Executive Council member overseeing the unit from which the policy is proposed must sponsor the policy for presentation to the Executive Council and President. 
  7. If a policy involves fundamental changes to the University mission, vision, values, tenets, and/or Bylaws, the Board of Trustees must give final approval.

What is a Departmental or Unit-Level Policy?

  1. Applies to a specific department or unit within IWU;
  2. Addresses an issue not already defined in a University Policy;
  3. Does not contradict a University Policy; and
  4. Is sponsored by at least one university executive (VP or above) and has a designated policy owner.

How does a Departmental or Unit-Level Policy get approved?

  1. Any individual or unit may identify the need for a new policy; however, the VP/Responsible Executive overseeing the unit must be willing to sponsor the policy.
  2. The VP/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.
  3. If no changes are needed, the policy can be approved within the department or unit’s leadership structure. This could include a Cabinet, Leadership Team, Council or some other leadership body.

How do I find a policy?

All University Policies are stored in a centralized, electronic policy warehouse. Policies are stored by content area and can be searched using key-words. Departmental and Unit-Level Policies can also be stored in the electronic policy warehouse as a one-stop shop for all policies.

How are Policies different from Procedures?

Policies are the guiding principles used to set direction in an organization. Procedures are the detailed operational processes necessary to implement policies. They define the specific instructions necessary to perform the task. They detail:

  • "who" performs the procedure
  • "what" steps should be taken
  • "when" steps should be taken
  • "how" steps should be performed

Step-by-step procedures are subject to more frequent changes and should be kept in a separate procedures document.

How and when are policies updated?

University Policies are reviewed periodically and updated as needed. Routine changes like a title change or change in contact information can be made by the Responsible Employee. Minor changes that do not alter the fundamental policy may be approved by the Responsible Executive. Substantive changes to a University Policy are processed through the same approval process used to obtain initial approval. Previous versions of policies are archived in the University’s records.

How is the university community notified about new or updated policies?

The Responsible Office will issue an announcement of the new or substantially revised policy via IWU-all email.

What happens to a policy that becomes obsolete?

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.