I:01:01 Guidelines for Preparing Material for the Policies and Procedures Manual

I. RESPONSIBILITY

The Office of the President is responsible for the policies included in this manual. These policies will be approved by the President of the University before release and are for implementation upon receipt.

II. INITIATING OFFICE

All budgetary heads can initiate proposals for new policies or changes in existing policies through the appropriate vice president. Those offices reporting directly to the President will submit proposals for new policies or changes in existing policies to the President. Questions regarding the substance of the policies should be directed to the initiator of the policy.

III. REVIEW

It is the responsibility of the appropriate vice president, or the offices reporting directly to the President, to make certain that the proposed new policy or changes in existing policies are in compliance with Tennessee Board of Regents policies and existing MTSU policies. All proposals for new policies or changes to existing policies should be submitted to the Legal Assistant to the President for initial review.

Copies will then be circulated to the other vice presidents, the President, and other appropriate staff for review and comments. The Vice President for Academic Affairs will solicit input from students and faculty on policies related to academic affairs by providing copies to the appropriate university committees for review. The Vice President for Student Affairs will solicit input from students on policies related to student affairs by providing copies to student organizations for review. These comments will be considered in drafting the final policy or in making changes to existing policies.

After approval by the vice presidents, the initiator should transmit the final version by VAX, along with a hard copy, to the Legal Assistant to the President.

The final version of the policy will then be forwarded to the President for approval.

IV. STANDARD FORMAT

In order to provide for the standardization and clarity of material included in the manual, all materials submitted for inclusion should conform to the following criteria:

A. Organization: The manual's contents will be categorized into five major areas which parallel the University's administrative organization. These five areas are as follows:

1. General University Policy

2. Academic Affairs

3. Student Affairs

4. Finance and Administration

5. Development and University Relations

Each of the major administrative offices (Vice President for Academic Affairs, Vice President for Student Affairs, Vice President for Finance and Administration, and Vice President for Development and University Relations) will further divide the policies and procedures in their area into major sections. These sections include all areas of administrative responsibility. For example, Student Affairs could be divided into major sections such as housing, placement, guidance and counseling, etc. Major sections will be further divided into discrete sub-sections. Sub-sections should deal with a single policy or a small group of naturally associated policies. Delineation of sub-sections will be accomplished by initiating office in coordination with their superiors.

B. Numbering System: Each sub-section of the manual will be identified by a multi-digit number. The first digit (or digits) will be Roman numerals and will designate the major University administrative office having ultimate responsibility for the policy. These designations are as follows:

I:00:00    General University Policy
II:00:00   Academic Affairs
III:00:00  Student Affairs
IV:00:00  Finance and Administration
V:00:00  Development and University Relations

Major sections of the manual will be designated by a two-digit number as illustrated in the following example:

IV:00:00   Finance and Administration
IV:02:00   Maintenance
IV:03:00   Budget
IV:04:00   Accounting
IV:05:00   Cashiering
IV:06:00   Purchasing

Sub-sections of the manual will be identified by a two-digit number as in the following example:

II:02:00   Academic Affairs – Admissions and Records
II:02:01   Transcripts
II:02:02   Graduation Requirements

The first page of each sub-section will be identified by the sub-section identification number. If the sub-section contains more than one page, subsequent pages will be consecutively numbered in the upper right hand margin of each page.

C. Letterhead Format: The first page of each sub-section will provide information pertaining to the policy identification number, effective date of the policy, number of the policy superseded (if it is a new policy, write "none" in this space), date of the superseded policy, subject of the policy, and the President's signature of approval. Refer to the attachment for the format of this information.

D. Format of Sub-sections: The first page of each sub-section will contain the standard letterhead format which contains the information referred to previously. The format of the remainder of the sub-section will be at the discretion of the initiating office. Formats should be selected in accordance with the criteria of clarity, conciseness, etc.

E. Graphic Examples: Initiating offices are encouraged to include sample forms, vouchers, and print-outs whenever their inclusion will enhance the understanding of the policy or procedure.

F. Guides: A basic supply of tab guides will be included with each manual. Additional tabs and tab inserts may be obtained from the University bookstore.

G. All changes to the policy should be done on the VAX system.

V. DISTRIBUTION

VAX Access: The policy manual is also available via the VAX System. The manual can be viewed and printed as necessary using this system. The Office of the Legal Assistant to the President will transmit updates to the policy manual to all departments.

See accompanying attachment for procedures on accessing the policy manual via the VAX System.

Revisions: December 5, 1995; December 17, 1998.