CON Policy Development and Update Procedure: Difference between revisions

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     <tr>
     <tr>
         <td width="60%">Section - Information</td>
         <td width="60%">Section - Information</td>
         <td width="40%">Originating Date: [[CON Policy Development and Update Procedure version July 2015|July 2015]]</td>
         <td width="40%">Originating Date: [[Special:PermanentLink/9243|July 2015]]</td>
     </tr>
     </tr>
      
      
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             <table width="100%" cellpadding="0" cellspacing="0">
                 <tr>
                 <tr>
                 <td>Revised: September 2017</td>
                 <td>Revised: September 2017<br />Revised: July 2020 ([[Special:Diff/9243/{{REVISIONID}}|changes]])</td>
                 </tr>
                 </tr>
             </table>
             </table>
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         </td>
         </td>
     </tr>
     </tr>
<!--
 
     <tr>
     <tr>
     <td valign="top"><small>J:/RESOURCE MANUAL/Table of Contents College of Nursing Resource Manual</small></td>
     <td valign="top" colspan="2">Related Information:<br />
<div style="margin-left:3em;">[[College of Nursing and Parent Institution Policies|College of Nursing and Parent Institution Policies]]</div>
<div style="margin-left:3em;">[[Formulation, Evaluation, and Revision Dissemination of Policies|Formulation, Evaluation, and Revision Dissemination of Policies]]</div><div style="margin-left:3em;">[[Media:CON_Policy_Change_Request_Template.docx|Policy Change Request]]<br />[[Media:CON_Policy_Flowchart.pdf|Policy Flowchart]]</div>
<div style="margin-left:3em;">[[CON Policy Header Format|Policy Header Format]]</div>
        </td>
     </tr>
     </tr>
-->
 
</table>
</table>
<br />
<br />
====Purpose:====
====Purpose:====
<p style="max-width:70em !important;">To assure that the UNMC CON policies and appendices are properly developed, approved, and published on the CON wiki.</p>
<p style="max-width:70em !important;">To assure that the UNMC CON policies and related information are properly developed, approved, current and accessible.</p>


====Scope:====
====Scope:====
<p style="max-width:70em !important;">This procedure applies to the control of all policies and appendices.</p>
<p style="max-width:70em !important;">This procedure applies to the control of all policies and related information.</p>


====Responsibilities:====
====Responsibilities:====
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<li style="margin-bottom:15px;">Committee Chairs
<li style="margin-bottom:15px;">Committee Chairs
   <ol>
   <ol>
     <li>reviews policies and appendices in their areas of responsibility for accuracy and cycle status</li>
     <li>review policies and related information in their areas of responsibility for accuracy and cycle status</li>
     <li>verify that policies and appendices conform to UNMC policies and procedures</li>
     <li>verify that policies and related information conform to UNMC policies and related information</li>
   </ol>
   </ol>
</li>
</li>
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<li style="margin-bottom:15px;">Faculty Coordinating Council (FCC)
<li style="margin-bottom:15px;">Faculty Coordinating Council (FCC)
   <ol>
   <ol>
     <li>reviews policies and appendices in its area of responsibility</li>
     <li>reviews policies and related information in its area of responsibility for accuracy and cycle status</li>
     <li>determine routing of policies and appendices if multiple responsible agencies identified</li>
     <li>determines routing of policies and related information if multiple responsible committees identified</li>
     <li>resolves any conflict between the reviewers and preparers of new or updated policies and appendices</li>
     <li>resolves any conflict between the reviewers and preparers of new or updated policies and related information</li>
     <li>assign committee(s) as responsible agency to new policies or appendices</li>
     <li>assigns committee(s) as responsible committee to new policies or related information</li>
    <li>reviews policies and appendices for review cycle status</li>
   </ol>
   </ol>
</li>
</li>
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<li style="margin-bottom:15px;">Program Directors
<li style="margin-bottom:15px;">Program Directors
   <ol>
   <ol>
     <li>reviews policies and procedures in their area of responsibility</li>
     <li>review policies and related information in their area of responsibility</li>
   </ol>
   </ol>
</li>
</li>
<!-- ********************* -->
<!-- ********************* -->
<li style="margin-bottom:15px;">Policy Task Force
<li style="margin-bottom:15px;">Evaluation and Effectiveness Committee
   <ol>
   <ol>
     <li>provide orientation of policy development and updated procedure</li>
     <li>provides orientation of policy development and updated procedure</li>
     <li>brief FCC on first meeting of the academic year to develop plan for policy review for responsible agencies</li>
     <li>briefs FCC at first meeting of the academic year to develop plan for policy review for responsible committees</li>
     <li>identify administrative, grammatical, and spelling errors not requiring a vote to approve</li>
     <li>identifies administrative changes and corrects grammatical and spelling errors not requiring a vote to approve</li>
     <li>ensures correct formatting conventions are followed</li>
     <li>ensures correct formatting conventions are followed</li>
     <li>suggest improvements to policy development and update procedure</li>
     <li>suggests improvements to policy development and update procedure</li>
     <li>update flow diagram, policy change request form, and procedure</li>
     <li>updates flow diagram, policy change request form, and procedure</li>
   </ol>
   </ol>
</li>
</li>
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   <ol>
   <ol>
     <li>archives superseded or obsolete documents</li>
     <li>archives superseded or obsolete documents</li>
     <li>code and deploy approved changes to policies and appendices on wiki</li>
     <li>codes and deploys approved changes to policies and related information</li>
     <li>update responsible committee cross matrix to show revisions and updated review cycle dates</li>
     <li>updates responsible committee cross matrix to show revisions and updated review cycle dates</li>
     <li>make administrative, grammatical, and spelling error corrections identified by the policy task force</li>
     <li>makes administrative changes and corrects grammatical and spelling errors identified by the Evaluation and Effectiveness Committee</li>
     <li>provide existing policy template, PCR form or application, new policy template to responsible agency</li>
     <li>provides existing or new policy template and PCR form to responsible committee upon request</li>
     <li>ensures correct formatting conventions are followed</li>
     <li>ensures correct formatting conventions are followed</li>
   </ol>
   </ol>
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<li style="margin-bottom:15px;">Executive Council
<li style="margin-bottom:15px;">Executive Council
   <ol>
   <ol>
     <li>reviews policies and appendices in its area of responsibility</li>
     <li>reviews policies and related information in its area of responsibility for accuracy and cycle status</li>
     <li>is the final reviewing and approving authority for policies and appendices for which it is the responsible agency</li>
     <li>is the final reviewing and approving authority for policies and related information for which it is responsible </li>
   </ol>
   </ol>
</li>
</li>
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<li style="margin-bottom:15px;">General Faculty Organization (GFO)
<li style="margin-bottom:15px;">General Faculty Organization (GFO)
   <ol>
   <ol>
     <li>is the final reviewing and approving authority for faculty and student policies and appendices requiring a vote</li>
     <li>is the final reviewing and approving authority for faculty and student policies and related information requiring a vote</li>
     <li>GFO minutes shall reflect that policy changes have been presented, voted on, and status of vote</li>
     <li>GFO minutes shall reflect that policy changes have been presented and voted on and the outcome of vote</li>
   </ol>
   </ol>
</li>
</li>
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<li style="margin-bottom:15px;">Committees
<li style="margin-bottom:15px;">Committees
   <ol>
   <ol>
     <li>reviews and determines need for new procedures or modification of procedures</li>
     <li>review and determine need for new or modified policies or related information</li>
     <li>initiates changes by completing a Policy Change Request (PCR) form or initiating a revision in a web application, and</li>
     <li>initiate changes by completing a Policy Change Request (PCR) form</li>
     <li>ensures correct formatting conventions are followed.</li>
     <li>ensure correct formatting conventions are followed</li>
    <li>review policy revisions as presented at GFO meetings or in GFO provided materials</li>
     <li>vote on policy initiation or revisions</li>
     <li>vote on policy initiation or revisions</li>
    <li>provide policy revisions to GFO and in GFO materials</li> 
   </ol>
   </ol>
</li>
</li>
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-->
</ol>
</ol>
====Definitions:====
  <ol>
    <li>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.</li>
    <li>Uncontrolled copy - An informal copy of a document for which no attempt is made to update it after distribution.</li>
    <li>Minor changes or revisions - Those changes that do not affect the content or the quality of the action being prescribed in the document, such as typographical or grammatical changes, template formatting or small changes within the document.</li>
    <li>Major changes or revisions - Those changes that affect the content of quality or the action being prescribed in the document, such as updated technology resulting in change of procedure or multiple changes within the document.</li>
    <li>Policy Change Request (PCR) - Used to initiate the development or change of policy and related information. The PCR form is downloadable from the Related Documents section of this page.</li>
    <li>Review - Policies must be at least reviewed every five years regardless of the need for revisions.</li>
    <li>Revise - Policies requiring any major change.</li>
    <li>Responsible agency - The entity responsible for conducting regular evaluations of the policy</li>
    <li>Wiki - website containing all policies, procedures, appendices, organizational structures of the College of Nursing</li>
  </ol>


====Procedure:====
====Procedure:====
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</li>
</li>
-->
-->
<!--
<li style="margin-bottom:15px;">Policy Change Request
<li style="margin-bottom:15px;">Policy Change Request
   <ol>
   <ol>
     <li>Policy Change Request (PCR) form is used to initiate the development or change of policy and appendix documents. The PCR form is provided by the webmaster upon request.  The PCR contains at least the following information:
     <li>Policy Change Request (PCR) form is used to initiate the development or change of policy and related information. The PCR form is provided by the webmaster upon request.  The PCR contains at least the following information:
         <ul>
         <ul>
             <li>policy number</li>
             <li>policy number</li>
             <li>policy name</li>
             <li>policy name</li>
             <li>responsible committees</li>
             <li>responsible committee(s)</li>
             <li>initiated by</li>
             <li>initiated by</li>
             <li>initiated date</li>
             <li>initiated date</li>
             <li>document involved</li>
             <li>related information (policy, procedure, forms)</li>
             <li>summary of reason for recommended change with supporting documentation</li>
             <li>summary of reason for recommended change with supporting documentation</li>
             <li>action to be taken and date</li>
             <li>action to be taken and date</li>
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   </ol>
   </ol>
</li>
</li>
-->
<li style="margin-bottom:15px;">Developing, Reviewing and Approving
<li style="margin-bottom:15px;">Developing, Reviewing and Approving
   <ol>
   <ol>
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   <ol>
   <ol>
     <li>Location and status of policy documents under review or revision</li>
     <li>Location and status of policy documents under review or revision</li>
     <li>Policy or procedure on the CON wiki, index pages of administration, faculty, student and appendices, and responsible committee crossmatrix shall be reviewed for accuracy</li>
     <li>Policy or procedure on the CON wiki, index pages of administration, faculty, student and related information, and responsible committee crossmatrix shall be reviewed for accuracy</li>
     <li>MS Word versions of current policies</li>
     <li>MS Word versions of current policies</li>
     <li>archive copies of policies</li>
     <li>archive copies of policies</li>
   </ol>
   </ol>
</li>
</li>
<!--
<li style="margin-bottom:15px;">Document Numbering
<li style="margin-bottom:15px;">Document Numbering
   <ol>
   <ol>
     <li>Numbering format will be numeric for policies and alphabetic for appendices.  Policies have a number representing the category of the policy (i.e. faculty, student, or administrative) followed by a period and then followed by a sequence number.  Appendices can be followed by a number indicating a subset of a related, master appendix (e.g. A1).</li>
     <li>Numbering format will be numeric for policies and related information.  Policies have a number representing the category of the policy (i.e. faculty, student, or administrative) followed by a period and then followed by a sequence number.  Related information is numbered the same as the policy that invokes it followed "procedure," "form," or "chart" as applicable. Multiple instances of any related information such as forms can be followed by a sequence number.</li>
     <li>Versions are indicated by revision or review date</li>
     <li>Versions are indicated by revision or review date</li>
     <li>New policies are generally assigned the next higher sequential number in the category of the policy</li>
     <li>New policies are generally assigned the next higher sequential number in the category of the policy</li>
   </ol>
   </ol>
</li>
</li>
-->
<!--
<li style="margin-bottom:15px;">Document Formatting
<li style="margin-bottom:15px;">Document Formatting
   <ol>
   <ol>
     <li>All policies, procedures and appendices shall consist of a header and a body as a minimum.  The header uses the following format:<br />
     <li>All policies, procedures and related information shall consist of a header and a body as a minimum.  The header uses the following format:<br />
<table style="max-width:70em !important;" width="100%" border="1" cellpadding="5" cellspacing="0">
<table style="max-width:70em !important;" width="100%" border="1" cellpadding="5" cellspacing="0">
     <tr>
     <tr>
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     <tr>
     <tr>
         <td width="60%"><big>'''Full Policy Name'''</big></td>
         <td width="60%"><big>'''Full Policy Name'''</big></td>
         <td width="40%"><big>Subsection: '''Policy number or Appendix letter'''</big></td>
         <td width="40%"><big>Subsection: '''Policy number'''</big></td>
     </tr>
     </tr>
     <tr>
     <tr>
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</table>
</table>
     </li>
     </li>
     <li>Policies and appendices may have additional forms, diagrams or other attachments linked</li>
     <li>Policies and related information may have additional forms, diagrams or other attachments linked</li>
   </ol>
   </ol>
</li>
</li>
-->
<li style="margin-bottom:15px;">Notification
<li style="margin-bottom:15px;">Notification
   <ol>
   <ol>
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<li style="margin-bottom:15px;">Document Retention and Archival
<li style="margin-bottom:15px;">Document Retention and Archival
   <ol>
   <ol>
     <li>MS Word versions of all policies and appendices will be retained on the CON network server.</li>
     <li>MS Word versions of all policies and related information will be retained on the CON network server.</li>
     <li>MS Word versions of previous versions of policies and appendices will be retained in an archive area of the CON network server.</li>
     <li>MS Word versions of previous versions of policies and related information will be retained in an archive area of the CON network server.</li>
     <li>Previous versions of policies and procedures will be retained on the wiki and linked from the revision or review version date in the header on the active version of each policy or procedure.</li>
     <li>Previous versions of policies and procedures will be retained on the wiki and linked from the revision or review version date in the header on the active version of each policy or procedure.</li>
   </ol>
   </ol>
</li>
</li>
<li style="margin-bottom:15px;">Definitions
<!--
  <ol>
    <li>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.</li>
    <li>Uncontrolled copy - An informal copy of a document for which no attempt is made to update it after distribution.</li>
    <li>Minor changes or revisions - Those changes that do not affect the content or the quality of the action being prescribed in the document, such as typographical or grammatical changes, template formatting or small changes within the document.</li>
    <li>Major changes or revisions - Those changes that affect the content of quality or the action being prescribed in the document, such as updated technology resulting in change of procedure or multiple changes within the document.</li>
    <li>Review - Policies must be at least reviewed every five years regardless of the need for revisions.</li>
    <li>Revise - Policies requiring any major change.</li>
    <li>Responsible agency - The entity responsible for conducting regular evaluations of the policy</li>
    <li>Wiki - website containing all policies, procedures, appendices, organizational structures of the College of Nursing</li>
  </ol>
</li>
<li style="margin-bottom:15px;">Supporting Documents
<li style="margin-bottom:15px;">Supporting Documents
   <ol>
   <ol>
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   </ol>
   </ol>
</li>
</li>
-->
</ol>
</ol>

Latest revision as of 12:43, May 28, 2024

Home   Appendices                    


UNIVERSITY OF NEBRASKA MEDICAL CENTER
COLLEGE OF NURSING
Policy Development and Update Procedure Subsection: TBD
Section - Information Originating Date: July 2015
Responsible Reviewing Agency:
Policy Task Force
Revised: September 2017
Revised: July 2020 (changes)
Related Information:


Purpose:

To assure that the UNMC CON policies and related information are properly developed, approved, current and accessible.

Scope:

This procedure applies to the control of all policies and related information.

Responsibilities:

  1. Committee Chairs
    1. review policies and related information in their areas of responsibility for accuracy and cycle status
    2. verify that policies and related information conform to UNMC policies and related information
  2. Faculty Coordinating Council (FCC)
    1. reviews policies and related information in its area of responsibility for accuracy and cycle status
    2. determines routing of policies and related information if multiple responsible committees identified
    3. resolves any conflict between the reviewers and preparers of new or updated policies and related information
    4. assigns committee(s) as responsible committee to new policies or related information
  3. Program Directors
    1. review policies and related information in their area of responsibility
  4. Evaluation and Effectiveness Committee
    1. provides orientation of policy development and updated procedure
    2. briefs FCC at first meeting of the academic year to develop plan for policy review for responsible committees
    3. identifies administrative changes and corrects grammatical and spelling errors not requiring a vote to approve
    4. ensures correct formatting conventions are followed
    5. suggests improvements to policy development and update procedure
    6. updates flow diagram, policy change request form, and procedure
  5. Webmaster
    1. archives superseded or obsolete documents
    2. codes and deploys approved changes to policies and related information
    3. updates responsible committee cross matrix to show revisions and updated review cycle dates
    4. makes administrative changes and corrects grammatical and spelling errors identified by the Evaluation and Effectiveness Committee
    5. provides existing or new policy template and PCR form to responsible committee upon request
    6. ensures correct formatting conventions are followed
  6. Executive Council
    1. reviews policies and related information in its area of responsibility for accuracy and cycle status
    2. is the final reviewing and approving authority for policies and related information for which it is responsible
  7. General Faculty Organization (GFO)
    1. is the final reviewing and approving authority for faculty and student policies and related information requiring a vote
    2. GFO minutes shall reflect that policy changes have been presented and voted on and the outcome of vote
  8. Committees
    1. review and determine need for new or modified policies or related information
    2. initiate changes by completing a Policy Change Request (PCR) form
    3. ensure correct formatting conventions are followed
    4. vote on policy initiation or revisions
    5. provide policy revisions to GFO and in GFO materials

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 changes that do not affect the content or the quality of the action being 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 that affect the content of quality or the action being prescribed in the document, such as updated technology resulting in change of procedure or multiple changes within the document.
  5. Policy Change Request (PCR) - Used to initiate the development or change of policy and related information. The PCR form is downloadable from the Related Documents section of this page.
  6. Review - Policies must be at least reviewed every five years regardless of the need for revisions.
  7. Revise - Policies requiring any major change.
  8. Responsible agency - The entity responsible for conducting regular evaluations of the policy
  9. Wiki - website containing all policies, procedures, appendices, organizational structures of the College of Nursing

Procedure:

  1. Developing, Reviewing and Approving
    1. Policy Development
      1. For policy creation or revision, the committee reviews the PCR and prepares a draft of the new or changed policy. These changes will be summarized in the updated PCR form.
      2. For policies with more than one committee, the chairs of all committees must communicate with each other any new or changed information, as well as the process for all committees to review draft before submission to final approving committee (e.g., Executive Council or GFO).
      3. Policy Task Force may facilitate the communication process for all committees involved.
    2. Policy Review
      1. The committees review the draft policy, make any revisions needed and members vote on the policy. If approval is not met, committees can repeat review process until policy receives majority approval or policy is rejected.
      2. For policies with more than one committee, all involved committees must approve policy before it can be moved forward to final approving committee.
      3. Policy Task Force may facilitate communication process for all committees involved.
    3. Policy Approval
      1. PCR form is finalized and submitted to final approving committee (e.g., Executive Council or GFO).
      2. Per CON Policy 1.3, committee chair presents policy to final committee for information, discussion and vote.
      3. If policy is not approved, it may go back to committee for review and revision to be submitted at a later time. If approved, the policy is updated on the Wiki, archived, disseminated to others and implemented as submitted in PCR.
    4. Amendments or changes to documents by hand are not able to be processed. Minor changes identified are noted and made during the next review and revision.
  2. 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 related information, and responsible committee crossmatrix shall be reviewed for accuracy
    3. MS Word versions of current policies
    4. archive copies of policies
  3. Notification
    1. webmaster shall be notified by authorized approving agency of policy approval
    2. notification shall consist of a request for an update of the policy, information concerning the authorizing vote, and an MS Word version of the approved policy and PCR with changes identified within.
    3. approval date will be the revision or review version of the policy when finalized by final approving agency
  4. Document Retention and Archival
    1. MS Word versions of all policies and related information will be retained on the CON network server.
    2. MS Word versions of previous versions of policies and related information will be retained in an archive area of the CON network server.
    3. Previous versions of policies and procedures will be retained on the wiki and linked from the revision or review version date in the header on the active version of each policy or procedure.