Solving the Mysteries of Policy: Da Vinci Code Revealed?

If you are a betting person, you can bank on one sure thing:  the EOW (Experience of Work) annual employee opinion survey confirms that Samuel Merritt University (SMU) staff and faculty remain perplexed about how policies are developed and where they are located.  Policies appear to be a mystery to most people, yet with a little behind the scenes investigative reporting, we find that the process that creates policy is relatively simple.  The premise that SMU policies are-according to one observer--"Da Vinci Code-complicated" does not seem to apply.

The Policy Review Committee (PRC) is the working group of the University where policies get hammered out, and if successful, are recommended to the President that they be approved. PRC is also the group that reviews existing policies to see they still make sense and that the best interests of the institution are served.  In all cases, the key purpose is to ensure that all policies guide institutional decisions and actions, inform efficient use of resources, and maintain University compliance with external mandates and requirements.

To de-mystify how a policy gets created, here are FIVE TIPS for moving through the process:  

1. Know what question you are trying to answer by seeking a policy.
2. If such a policy exists, is it an institutional policy (applies to all divisions and departments) or divisional policy (applies only within a division or department)?
3. Go to the SMU Policies webpage for the current list of institutional policies, or to an individual department webpage for departmental policies.  (If you find what you're looking for, no need to go to step #4.)
4. Talk to your department chair, dean or divisional head. Is there a policy about the topic you are asking about? If you don't get an answer, call the Office of the President and ask for Jan Stamos, Special Projects Coordinator, for assistance. 
5. Thinking the University needs a new or revised policy?  Consult the Policy Definition Grid.
6. Share your policy idea with your manager, chair or dean.  That person's approval is all that's needed IF the policy is at the departmental level only.  Policies that you and your manager believe may be at the divisional or institutional level must be considered by the PRC, with the recommendation of the division head.  To get the ball rolling, complete the Policy Review and Approval Form.

As policies are approved and/or revised, periodic announcements are sent to the SMU community by the Office of the President.  Always check the SMU Policies webpage for up-to-date policy information. You can also contact PRC Chair, Stephanie Bangert, Executive Director Office of the President, to answer further questions.

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