CON Policy Development and Update Procedure

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Appendices

UNIVERSITY OF NEBRASKA MEDICAL CENTER COLLEGE OF NURSING
Policy Development and Update Procedure	Subsection: Appendix Y
Section - Information	Originating Date: July 2015
Responsible Reviewing Agency: Policy Task Force

Purpose:

To assure that the UNMC CON policies and procedures that apply to students and faculty are properly developed, approved, and published on the CON wiki.

Scope:

This procedure applies to the control of all faculty and student policies and appendices.

Responsibilities:

1. Responsible Committee Chair
   1. reviews policies and procedures in their area of responsibility for accuracy and review cycle status
   2. verify that policies and procedures conform to UNMC policies and procedures
2. Faculty Coordinating Council (FCC)
   1. reviews policies and procedures in their area of responsibility
   2. determine routing of policies and procedures if multiple responsible agencies identified
   3. resolves any conflict between the reviewers and preparers of new or updated policies and procedures
   4. assign committee(s) as responsible agency to new policies or procedures
   5. reviews policies and procedures for review cycle status
3. Academic Directors
   1. reviews policies and procedures in their area of responsibility
4. Policy Task Force
   1. provide orientation of policy development and update procedure
   2. brief FCC on first meeting of the academic year to develop plan for policy review for responsible committees
   3. identify administrative, grammatical, and spelling errors not requiring a vote to approve
   4. ensures correct formatting conventions are followed.
   5. suggest improvements to policy development and update procedure
   6. update flow diagram, policy change request form, and procedure
5. Webmaster
   1. archives superseded or obsolete documents
   2. code and deploy approved changes to policies and procedures on wiki
   3. update responsible committee cross matrix to show revisions and updated review cycle dates
   4. make administrative, grammatical, and spelling error corrections identified by the policy task force
   5. provide existing policy template, PCR form or application, new policy template to responsible agency
   6. ensures correct formatting conventions are followed.
6. Executive Council
   1. reviews policies and procedures in their area of responsibility
   2. is the final reviewing and approving authority for policies and procedures for which it is the responsible agency
7. General Faculty Organization (GFO)
   1. is the final reviewing and approving authority for policies and procedures requiring a vote
   2. GFO minutes shall reflect that policy changes have been presented, voted on, and approved
8. Faculty
   1. reviews and determines need for new procedures or modification of procedures
   2. initiates changes by completing a Policy Change Request (PCR) form or initiating a revision in a web application, and
   3. ensures correct formatting conventions are followed.
   4. review policy revisions as presented at GFO meetings or in GFO provided materials prior to meetings
   5. vote on policy revisions
9. Staff
   1. reviews and determines need for new procedures or modification of procedures
   2. initiates changes by completing a Policy Change Request (PCR) form or initiating a revision in a web application, and
   3. ensures correct formatting conventions are followed.

Procedure:

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4. Policy Change Request
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5. Monitoring
   1. Location and status of policy documents under review or revision
   2. Policy or procedure on the CON wiki, index pages of administration, faculty, student and appendices, and responsible agency crossmatrix shall be reviewed for accuracy
   3. MS Word versions of current policies
   4. archive copies of policies
6. Document Numbering
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7. Document Formatting
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8. Notification
   1. webmaster shall be notified by authorized approving agency of policy approval
   2. notification shall consist of an e-mail requesting an update of the policy, information concerning the authorizing vote, and an MS Word version of the approved policy with changes identified within.
   3. approval date will be the revision or review version of the policy used on the wiki
9. Document Retention and Archival
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10. Definitions
    1. Controlled copy - A controlled copy is a formal copy of the latest, correct version of a document; an identified issue of a document to an individual or committee. The controlled copy is officially tracked, updated and destroyed to assure that it is current.
    2. Uncontrolled copy - An informal copy of a document for which no attempt is made to update it after distribution.
    3. Minor changes or revisions - Those change that do not affect the content of the quality of the action befing prescribed in the document, such as typographical or grammatical changes, template formatting or small changes within the document.
    4. Major changes or revisions - Those changes which affect the content of quality of the action being prescribed in the document, such as updated technology resulting in change of procedure or multiple changes within the document.
    5. Review - Policies must be at least reviewed every five years regardless of the need for revisions. A minor change or a reading of a policy by the responsible agency that finds no changes are required constitute a review release.
    6. Revise - Policies requiring any major change.
    7. Responsible agency -
    8. Wiki - website containing all policies, procedures, appendices, organizational structures of the College of Nursing
11. Supporting Documents
    1. College of Nursing and Parent Institution Policies
    2. Formulation, Evaluation, and Revision Dissemination of Policies
12. Attachments
    1. Policy Change Request
    2. Policy Flow Diagram