How Policy is Made, Approved and Disseminated on
Southeastern Louisiana University
What Is Policy?
Policy is defined in the Merriam-Webster Online Dictionary as “...a definite course or
method of action selected from among alternatives... to guide and determine present
and future decisions.” Policy can also be defined as making decisions that reflect values
and allocating resources based on those values. Thus, policy represents a particular
political, ethical, or programmatic viewpoint. University policy reflects theoretical or
experiential assumptions about what is required to resolve a particular issue or problem.
Policy is any rule, plan, or action pertaining to issues of importance on campus. Policy
solves internal problems. The University’s definition of a policy is “a statement of
principles that staff, students and other applicable personnel must follow”. In order to
be made official, University Policy goes through five steps:
1. The University Agenda
2. Formulation/Development
3. Approval/Adoption
4. Dissemination/Implementation
5. Evaluation
The University Agenda
When an issue or something becomes a concern on campus, that issue/ concern
becomes part of the University agenda, a list of things that the University needs to
address. An issue becomes part of the University agenda for any of the following
reasons:
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As part of a larger trend nationally, statewide or locally.
After a major event: Sometimes, a single event forces an issue onto the agenda.
Through an interest group.
Through a perceived problem or concern.
Formulation/Development
Policy formulation determines how the University will respond to problems on the
University agenda. Although people may agree that a particular problem exists, they
might strongly disagree about how to remedy it. Administration, faculty/staff, students
and perhaps other interested groups may all propose solutions. Policies and
accompanying procedures must be developed with the following principles in mind:
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Policies must be clearly and concisely written and be easily available and
accessible.
 Policies are high level documents and contain mandatory key principles: they
describe rules rather than their implementation.
 The implementation of the principles, as prescribed in policies, are described in
procedures.
 Policies and linked procedures must support the University’s vision and strategic
values, as well as complying with relevant legislative and regulatory
requirements, where appropriate.
 Every policy and accompanying procedure must clearly state:
o its purpose (i.e. why the policy/procedure is necessary).
o its authority (this can be via the document control box).
o any roles and responsibilities (i.e. who must do what).
o the consequences of non-compliance and regulation/ accreditation by
external bodies.
o the identity of the owner (the person responsible for the development,
maintenance and review of the policy or procedure, as identified in the
document control box).
o the effective from date (date of implementation).
o the date of the last editorial change.
o the date of the next review.
The steps taken for formulation/development are:
1. Policy need identified.
2. Committee or individual tasked with the research of the need by the appropriate
administrator for the issue.
3. Review of data/policies from our sister institutions in the state.
4. Review of data/policies from other institutions facing the same issue/concern.
5. Laws and statutes that may affect the policy reviewed.
6. Data/policies/laws utilized to create the policy.
7. Draft policy is developed.
8. Draft policy is shared with stakeholders (faculty/staff/students/alumni) outside the
committee for their review and feedback.
9. Their comments and feedback is reviewed and the policy is revised to meet
those changes if warranted and still in compliance with the original purpose of the
policy. The draft policy is now ready for approval/adoption.
Approval/Adoption
The policy is sent to the appropriate Vice President for their review. Depending on the
scope of the policy, it may also be reviewed by any or all of the following:
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The Faculty Senate
The Student Government Association
The Deans Council
The Department Heads Council
The President’s Staff
The University Board
Once all stakeholders have had a chance to review the draft policy it is either sent back
to committee to revise or approved by the appropriate Vice President or President. The
draft policy now becomes the University Policy on that issue or concern.
Dissemination/Implementation
After a policy gets adopted, it must be disseminated and implemented. Dissemination is
handled through various means such:
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Articles in the Lion’s Roar Newspaper
Articles in the local newspaper
Notification through the By-Lion
University e-mail
University memos
Placement in University handbooks
The department/individual charged with implementing the policy must determine exactly
how they will carry it out. A start date will be determined and enforcement will begin on
that date. Prior to that date, information and/or warnings will go out.
Evaluation
All University Polices are reviewed annually by the University Handbook committee as
well as other individuals and committees depending on the policy. They are reviewed
for their accuracy and to make sure that they are doing what the policy was created to
accomplish. All Policies once reviewed are dated with the current date for records.