Policy Review Checklist

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Policy Review ChecklistPolicy TemplateAll policies should be in the current Policy Template.Yes, in the current Policy TemplateNo, needs to be put into current Policy TemplateCheck footer for policy tile and approval datePolicy TitleExpresses the purpose and description of the policyShould not include “Virginia Commonwealth University” or “VCU” since this is in the header of thePolicy TemplateShould not include “Policy”Policy TypeBoard of Visitors – addresses matters of university governance and/or requires BOV to take anaction item (such as a vote to approve something)Administrative – addresses universitywide operational expectations and/or compliance withapplicable laws, regulations, policies and proceduresInterim – provisional administrative or BOV policy that fulfills an urgent need such as such as whenrequired by accreditation, legal, regulatory, or remedial actionsLocal – meets the unique needs of, and generally applies to or affects, one unit, division,department or schoolResponsible OfficeThe office that is responsible for developing and implementing the policy, including ensuringaccuracy of the subject matter, training appropriate audiences, enforcing and monitoringcompliance with the policy, and timely review. Includes the name of the unit and the name of theoffice in which the unit is located (e.g., Procurement Services, Office of the Vice President forFinance and Budget).Revised: June 6, 2019ICO Policy Review Checklist1

Initial Policy Approved Revised policy - verify the initial approval date with the ICO policy tracker and Revision History section ofpolicy.New policy - there will not be an initial approval date entered on the draft. Once approved, the approvaldate must be entered on the policy and should not change with any subsequent revisions.Current Revision Approved Revised policy - for polices being revised as a result of triennial review, enter the date that the revisedpolicy receives final approval. For all other revisions (not resulting from triennial review), do not change therevision date since the triennial review period is still in effect, but include date of revision in the RevisionHistory (e.g., date and policy title with brief description of minor revision).New policy - there will not be a revision date entered until the policy is approved – the initial approval dateand revision date should match.Policy Statement and PurposeDescribes the purpose, key requirements and expectations of the policyMove procedural steps to Policy Specifics and Procedures sectionConcludes with the noncompliance/non-retaliation policy statement:Noncompliance with this policy may result in disciplinary action up to and including termination.VCU supports an environment free from retaliation. Retaliation against any employee who bringsforth a good faith concern, asks a clarifying question, or participates in an investigation isprohibited.Table of ContentsEnsure page numbers are correctWho Should Know This PolicyEvaluate the primary groups that need to know and/or follow this policyDoes not use “faculty and staff” as separate entities; instead uses “employees (including faculty)”DefinitionsShould be limited to key words/terms that are unique/have specialized meaning to this policyPlace definitions in alphabetical orderShould not include any “hidden” requirements or proceduresRevised: June 6, 2019ICO Policy Review Checklist2

Policy Glossary - Determine if definitions are consistent with Policy Glossary. If not, ask why andadvise that glossary definition should be used unless there’s a compelling reason not to.If there are no definitions, it states “There are no definitions associated with this policy andprocedures.”ContactsInclude the name of the unit and the name of the office in which the unit is located (e.g., ProcurementServices, Office of the Vice President for Finance and Budget) that is responsible for interpreting andrevising the policy and answering questions about the policy. Also include the title/position of the individualwhom to contact (but does not include individual’s name or individual’s contact information).Evaluate the unit/office for appropriate responsibility regarding this policyPolicy Specifics and ProceduresMandatory actions that establish required actions and processes to comply with the policy, supportcompliance with applicable laws and regulations, and mitigate riskListed in reasonable/logical orderConsistent with the Policy Statement and PurposeConsistent with other university policiesUses direct language conveying mandatory or prohibited action (e.g., must, required, will andprohibited) rather than language that may be viewed as optional (e.g., should, shall, may or shouldnot); includes requirements (mandatory) but not guidelines (recommendations, but not mandates) Guidelines provide additional detail and direction on university policy and suggest arecommended or preferred course of action or behavior; they are generally relevant toimplementing university policy and do not supplant the requirements of established policy.Guidelines are distinct from policies and procedures which mandate actions by universitymembers. Guidelines should not be used in lieu of policy when certain behaviors and actions arerequired of university members.If there are no policy specifics or procedures, it states “There are no procedures associated withthis policy and procedures.”FormsAll forms applicable to this policyPriority of listing: (1) the order in which the forms are referenced in the policy; (2) if not referencedin the policy, list VCU forms in alphabetical order; and (3) the rest of the forms in alphabetical orderDoes not include hyperlinks to external forms; instead list include URLIf there are no forms, states “There are no forms associated with this policy and procedures.”Revised: June 6, 2019ICO Policy Review Checklist3

Related DocumentsDocuments critical to the policy including related VCU policies and federal and state regulationsVerify titles and hyperlinksPriority of listing: (1) the order in which the documents are referenced in the policy; (2) if notreferenced in the policy, list VCU policies in alphabetical order; and (3) the rest of the documents inalphabetical order.Does not include hyperlinks to external sources; instead list include URLEvaluate for relatednessIf there are no related documents, it states “There are no related documents associated with thispolicy and procedures.”FAQAnticipated or commonly asked questions and answers regarding this policy and its proceduresListed in reasonable orderIf there are no FAQ, it states “There are no FAQ associated with this policy and procedures.”Reader Ease and Compliance with VCU Brand Standards Guide and its editorial style guidelinesEvaluate the policy for consistency and appropriatenessUses gender-neutral pronounsUses direct language conveying mandatory or prohibited action (e.g., must, required, will andprohibited) rather than language that may be viewed as optional (e.g., should, shall, may or shouldnot)Language is concise, consistent and easy to read Provide Word’s “Readability Statistics” report for the draft to policy owner along with resourcesto aid in making policy easier to understand. Communicate that the target “Score” and “SchoolLevel” for university policies is between 60.0 and 50.0, which is the 10th to 12th grade level.Follows VCU editorial style guidelines, including: Capitalization (Do not capitalize defined terms; do not capitalize position title unless it precedesperson’s name; do not capitalize “university” even when referring to VCU) Bulleted lists (Capitalize first word of each bullet; no punctuation at end of each bullet unless itis a complete sentence, then use a period) “FAQ” not “FAQs”Revised: June 6, 2019ICO Policy Review Checklist4

Document is accessible cuments/]Executive Summary of Proposed Policy:Accompanies new and substantially revised policiesUses current executive summary templateIncludes Governance Process Tracking datesResponses to questions are completed (reason for creation or revision; general requirements ofnew policy or substantive differences; stakeholders providing input; other resources considered;general assessment of policy’s impact)Return ICO-reviewed Draft to Policy Owner:Communicate general observations and recommendations Identify any additional stakeholders and recommend collaboration with other units, asappropriate Recommend consolidation with other policies, as appropriateCommunicate next steps in governance processProvide Word’s “Readability Statistics” report for the draft to policy owner along with resources toaid in making policy easier to understand. Communicate that the target “Score” and “SchoolLevel” for university policies is between 60.0 and 50.0, which is the 10th to 12th grade level.Ask if policy is intended to fill a gap(s) identified during ICO gap assessment work with responsibleunit/policy ownerAssociated Processes:Update internal ICO policy trackerRevised: June 6, 2019ICO Policy Review Checklist5

Jun 06, 2019 · Policy Review Checklist Policy Template All policies should be in the current Policy Template. Yes, in the current Policy Template No, needs to be put into current Policy Template Check footer for policy tile and approval date Policy Title Expresses t

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