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This section describes
the responsibilities of campus staff involved in publishing and maintaining administrative
policies and procedures (APP's).
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Responsible Department Officer
A Responsible Department Officer (RDO) is designated for each published
APP and is the senior administrator in the department issuing a policy
or procedure. An RDO has primary responsibility for:
- developing new or revised policy or procedure (APP) content and
ensuring that such content remains current and accurate;
- consulting and/or coordinating with departments or units that have
an interest in the subject matter of any proposed new or revised APP;
- responding to questions or suggestions of campus faculty, staff
and students concerning the policy or procedure;
- rescinding an APP when it has been superseded or otherwise has outlived
its usefulness;
- submitting any new, revised, or rescinded APP for final approval
to the appropriate Issuing Officer; and
- coordinating with the Administrative Policies Coordinator in policy
development and implementation.
Responsible Department Contacts
In addition to designating an RDO, departments issuing a policy or
procedure may assign a contact person to field calls and inquiries concerning
a policy or procedure.
Issuing Officer
The Issuing Officer (IO) is the administrator at the assistant vice
chancellor-level or above who signs approving the issuance of any new
or revised APP or the rescission of an existing APP. Ordinarily, the
IO is the senior administrator in the organization with administrative
responsibility over the department who proposes to issue a policy or
procedure. The Issuing Officer and his or her staff are responsible
for the final substantive review of an APP before publication.
Administrative Policies Coordinator
The Administrative Policies Coordinator (APC) of the Office of the Administrative
Vice Chancellor coordinates with the issuing department all changes to
APP’s and manages the content of the APPM and the Delegations Online
Web sites. The APC is responsible for reviewing proposed APP’s to
ensure that the content is current, is consistent with other APP’s
and is in conformance with standard APP formats. The APC may also form
inter-department policy development work groups as warranted to review
proposed new or revised policies with broad campus impact.
| Responsible
Department Officers/Contacts & Issuing Officers |
Alphabetical listing of all of the RDO’s
Alphabetical listing of all of the Issuing Officers.
Each list includes full name, title, campus address, phone, fax and
email address.
| How
to Create or Revise an APP |
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The basic components of a policy are:
| Number |
Supplied by the APC |
| Title |
Proposed by the issuing department. |
| References |
A listing of the parent authority
for the policy, related authority, or proper citation for documents,
etc. referred to in the APP. Where possible, URL's should also
be provided for key references that are available online so
that links can be created to enable easy access. |
| Background |
Optional information describing
the history or reason for the APP. |
| Purpose or
Scope |
Optional section which summarizes
the policy and its intent. |
| Definitions |
Optional section which identifies terms that are used prominently in a policy or procedure.
Each such term is given a brief description in this section and appears with initial capitalization throughout the APP to denote that it is a specifically defined term. |
| Statement |
The complete policy statement
outlined as appropriate. Length varies depending on scope and
complexity of policy subject. Policy statements should be clear,
concise and complete. Where practical, ancillary material not
strictly integral to statement being made should be reserved
to an attachment or appendix or omitted altogether. |
| Appendices
or Attachments |
Separate statements, tables, or
forms referred to in the policy statement. |
Procedures are formatted much like policies, except that their purpose
is to provide implementing guidelines, usually based upon a parent policy.
Procedures can be stand-alone in those cases where there are existing
UCOP or other policies or where situations unique to the UCLA campus
require implementing guidelines only. All procedures contain Responsibility/Action
Tables which describe the action to be taken, and by whom, in order to
implement the procedures.
How to Create a New Policy or Procedure
The need for a new policy or procedure generally arises from requirements
imposed on the campus by the legislature or by the University Office
of the President. They may also be the result of a perceived need by
a department to provide guidance or control in a specific area which
will be applicable to all campus entities.
A department that wishes to sponsor a new policy or procedure should
consult with other affected campus departments and staff to develop
a well-rounded policy or procedure draft proposal following the guidelines
noted above and using the APP Templates
for format and presentation, if possible. The RDO should submit this draft proposal
to the Administrative Policies Coordinator (APC), preferably as an electronic
file in Microsoft Word. Standard text (Txt) and Rich Text Format (RTF) are acceptable file format alternatives.
The APC will coordinate with the RDO in developing the draft and determining
the level of review that will be needed. Upon completion of the review,
the APC will forward a final version to the appropriate Issuing Officer
for approval and signature. The policy or procedure will then be published
on the APPM Web site.
How to Revise an Existing Policy or Procedure
Essentially, the same steps for creating a policy or procedure are applicable
to revising an existing one, except that the review required is usually
simpler. The Responsible Department generally initiates the revision,
although the APC may recommend a review
for possible revision to ensure that all of the published APP’s
accurately reflect the campus policies and/or procedures currently in
practice.
The department representative can contact the Administrative
Policies Coordinator for an electronic Word file of the APP being
revised. The document will already be formatted, so changes can be made,
saved and a copy of the file sent back to the APC. Changes should be
highlighted by using the Word Tool, Track Changes, Highlight Changes
feature, which will strike through deletions and underline additions.
Or, if this feature is not available, edits should be made in bold font
with brackets around them.
| How
to Rescind an APP |
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An APP that has outlived its usefulness or
been superseded by another campus or UCOP policy or guidelines with no
need for a replacement APP may be identified for rescission. Prior to
making the decision to rescind, the Responsible Department Officer must:
- coordinate with any other administrative unit that has a stake in
the policy;
- determine the need for broader campus input on the decision to rescind;
- prepare a short explanation of the reason for the rescission to be published on the Web along with the notice of rescission;
- identify any superseding or other relevant policies or procedures
to which the campus should be directed (and URL addresses where such
exist) once the subject policy or procedure is rescinded; and
- inform the Office of the Administrative Vice Chancellor of the intent
to rescind and provide the superseding policy information noted above.
The authority to rescind a policy or procedure rests with the Issuing
Officer who has administrative responsibility over the department that
has been identified as the Responsible Department. To effect the rescission
the Issuing Officer signs the rescission document as prepared by the
Administrative Policies Coordinator and it is published on the APPM
Web site along with any referrals to superseding or other relevant policies
or procedures.
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