Establishing and Creating University Policies and Procedures Policy

Responsible Unit: OIIE | Executive lead: President 
Created: 12/14/2017 | Reviewed/Revised: 1/09/2024 | Effective: 1/09/2024
Compliance: N/A 
Approving Body: BOT | Classification: Institution-wide 

Policy:  
The Pacific Northwest University of Health Sciences (PNWU) community will have ready access to well-articulated and understandable University policies and related procedures. 
University policies and procedures will be: 

  • presented in a common format, 
  • formally approved, 
  • centrally maintained, 
  • kept current within the framework of an organized system of change control, and 
  • distributed to all relevant units in a timely manner. 

University policy is established by University officers in order to administer the University in accordance with state and federal legislation, reasonable practice, and the delegation of authority by the Board of Trustees. University policy helps the University accomplish its mission; maintain accountability; provide faculty, staff, and students with clear, concise tools; and clarify how the University does business. 
 
Policy Requirements: 
An Institution-wide Policy satisfies all of the following criteria: 

  1. It is a governing principle that mandates or constrains actions. 
  2. It has institution-wide application. 
  3. It will change infrequently and sets a course for the foreseeable future. 
  4. It helps ensure compliance, enhances the University’s mission, or reduces institutional risk. 
  5. It is approved at senior levels of the University. 

A Board of Trustees Policy satisfies all of the following criteria: 

  1. It is a governing principle that mandates or constrains actions. 
  2. It applies specifically to the duties and actions of the Board of Trustees. 
  3. It will change infrequently and sets a course for the foreseeable future. 
  4. It helps ensure compliance, enhances the University’s mission, or reduces institutional risk. 
  5. It is approved by the Board of Trustees of the University.

A Local Policy satisfies all the following criteria: 

  1. It is a governing principle that mandates or constrains actions. 
  2. It applies to a specific unit or units (e.g. division, department, office, college, or program) and/or group(s) (e.g. students, vendors, or visitor). 
  3. It will change infrequently and sets a course for the foreseeable future. 
  4. It helps ensure compliance, enhances the University’s mission, or reduces institutional risk. 
  5. It may not be inconsistent with institution-wide or Board of Trustee policy. A local policy that is contrary to institution-wide or Board policy will be considered void. 
  6. It is approved at the senior levels of the University. 

A formatted policy must replace an unformatted policy. 

Approved University policies are available on the University policy site. Location of associated procedures is indicated in the policy. 

Any party that does not comply with this policy may face corrective action. 

Responsibilities: 
Board of Trustees—Monitor, discuss, advise, or take action on Board of Trustees policy and appropriate institution-wide and local policy and policy issues. 

President’s Advisory Council—Monitor, discuss, advise, or take action on appropriate institution-wide policy and on policy issues. 

Policy Coordinator—Serves as a policy resource to responsible units, University officers, and policy initiators. Assists with policy development, route and coordinate copies of draft policy, post policies for comment, and assist with dissemination. Maintain the master list of policies. Maintain files of the approved copy of each policy. The file will contain pertinent back up materials applicable to the development of each new policy and procedure. 

Policy and Procedure Committee—When necessary, assist with the review of and provide input on new and existing institution-wide and local policies and assist with the review of and provide input on procedures associated with policy. The committee works in partnership with policy initiators/responsible units to ensure policies are aligned with University mission; are concise, consistent in format and scope, and easy to understand; are properly vetted; and remain compliant as new or existing laws affecting them are established or amended. The committee takes action on local policy.   

Responsible Unit—Verify the accuracy of policy subject matter. Develop and maintain the process to administer policies and procedures. Maintain the accuracy of information contained in policies and procedures. Communicate approved policies and procedures to the University community 

Definitions:  
Board of Trustees Policy: Policy designed for organizational governance that sets direction for the institution, defines and guides appropriate relationships between the board of trustees and the chief executive, and sets the duties and responsibilities of the board.  

Local Policy: Policy that applies to a unit or units (division, department, office, college, or program) and/or group(s) (e.g. students, vendors, or visitors) rather than institution-wide. 

Institution-wide Policy: Policy that has institution-wide application. 

Policy: Broad yet concise statement intended to be an enduring principle that facilitates compliance with internal or external standards or requirements. It requires action or states constraints, articulates desired outcomes, and typically contains notice of consequences for non-compliance. 

Policy and Procedure Committee: A standing committee appointed by the president to assist with establishing, creating, and amending policy and procedure, and which takes action on local policy.  See Policy and Procedure Committee charter for further duties, responsibilities, and membership. 

Policy Coordinator: An individual identified to assist with policy development, coordination, and dissemination. 

Policy Initiator: An individual representing a responsible unit who is the main contact during the establishing and creating or substantial revision phase of a policy. 
 
Procedures: Documented steps or activities that accomplish the goals and directives of a related policy, standard, or regulation. 

Responsible Unit: The unit that generated or maintains the policy and its associated procedures. 

University Officer: The president, provost, or chief officers. 

Procedure:  
Policy Development and Approval is found in MyPNWU University Procedures and in the Resource section on the PNWU.edu Policy page 

Related Documents: 
Policy Development and Approval Procedure Diagram  
Policy Template 
Procedure Template 
Policy Justification Form 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu