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DEVELOPING AND MAINTAINING A TITLE III POLICY AND PROCEDURES MANUAL HBCU TITLE III ASSOCIATION TECHNICAL ASSISTANCE WORKSHOP JUNE 24, 2014
Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes
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Overview
Creating a Policy and Procedures Manual is dependent upon the personality and culture of the respective university. However, common to all universities, the manual should serve as a guide for consistently and effectively communicating the guidelines and regulations that govern the HBCU and HBGI Programs, as well as the respective university processes.
Today’s session will focus on the purpose and benefits of creating a manual; provide the dynamics of compiling and updating a manual; and share tips on disseminating it among activity directors and support staff.
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Why a Policy and Procedures Manual
Purpose:
•Communicate federal, state and
university policy.
•Communicate federal and university
procedures.
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Benefits:
•Provide a quick-reference guide for
addressing policy.
•Aid in maintaining internal controls.
•Set standards and guidelines for
effective
management.
•Ensure consistency in how business is
conducted.
Why Policy and Procedures Manual
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Benefits:• Orient new Title III directors and employees about their purpose, job standards and expectations. •Set a positive direction for the program. •Help avoid conflict and the potential for misunderstanding.
Why Policy and Procedures Manual
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What is good policy?
Good Policy:
•Is in alignment with Title III and
University
regulations.
•Reflects university’s mission, goals,
and values.
•Is not opinion, but based on fact.
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Who Should be Involved?
•Title III Administration
•Finance and Business
Procurement
Accounts Payable
Grants and Contracts Accounting
•Provost Office or Academic Affairs
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Steps to Develop Policy and Procedures
Identify issues:
•Review/identify concerns. Ask “Do we
have a policy about…? Then, “Do we
need a policy about…?”
•Collect information that will help
draft the policy.
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Steps to Develop Policy and Procedures
Draft Policy:
•Make it as clear as possible. Use plain
language,
be brief and to the point .
•Be certain it is in agreement with
federal and
university regulations.
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Steps to Develop Policy and Procedures
Implement:
•Communicate policy to all Title III
Activity Directors and Support Staff.
•Enforce.
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What is in NSU’s Policy and Procedures Manual
•Table of Contents
•Organizational Chart
•Title III Legislation
•NSU Title III Personnel
•Telephone Numbers of Title III
Personnel and Administrators(i.e. Dir. of
Procurement, Accounts Payable Grants Office, HR etc..)
•NSU Title III Office Roles and
Expectations
•Responsibilities of NSU Title III
Activity Directors
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What is in NSU’s Policy and Procedures Manual
FISCAL MANAGEMENT
•Personnel
Hiring of Personnel
Reports of Time and Effort of Employees
•Faculty Compensation
Salary Rates for Academic Year
Salary Rates for Periods Outside the
Academic Year
•Reports of Release Time of University
Employees
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What is in NSU’s Policy and Procedures Manual
•Travel
•Workshop Evaluation
•Programmatic Changes and Budget
Revisions
•Entertainment Expenses
•Procurement Policies
•Monitoring by the Title III Office
•Recordkeeping and Retention
•Annual Performance Report
•Obligation of Funds During the Grant Period
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Review and evaluate:
•Review regularly for policy/procedure
relevance.
•Does everyone understand the
policy/procedure as written?
•Is it working?
•Update as new policy/procedure is approved
or a change occurs.
•Provide all policy and procedures manual
holders with
updates.
Steps to Maintain Policy and Procedures
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Ti
•Designate one person responsible for
keeping the manual current.
•Use a three-ring binder.
•Devote one page per policy.
•Read and know the information in your Title III Policy and Procedures Manual.
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Methods of Disseminating Policy and Procedures Manual
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Reference Source
http://www1.agric.gov.ab.ca/$department/deptdocs.nsf/all/rsv9182
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