Oklahoma State University Center for Health Sciences
OSU-CHS Centernet

OSU CHS Policies

Procedures

  1. University Policy

OSU CHS established the Policy Committee (PC) to align operations, set behavioral expectations across the university, and communicate roles and responsibilities. University policies are written and published documents that govern the management of OSU CHS affairs. University policies are thoroughly reviewed and recommended by the PC and approved by the OSU CHS Executive Committee (EC).

University policy has the following attributes:

  • promotes consistency, transparency, and effectiveness of OSU CHS actions in pursuit of our stated mission, goals and objectives and/or mitigates or manage institutional risk.
  • applies across the university, supporting the broad institutional interests and impacting a substantial number of individuals; thus it transcends the instructions or procedures adopted in any one office, unit or division.
  • originates from the authority of the Board of Regents’ policies and procedures for Oklahoma A&M Colleges, and from the authority given by the Regents to OSU CHS to implement those policies and to manage the institution.
  • complies with all federal and state laws, rules, and regulations while reflecting academic values of shared governance, academic freedom and intellectual integrity.

The procedures and definitions in this document are governed by the Formulation and Issuance of University Policies policy.

  1. Mission and Scope of Authority of the Policy Committee

The PC reviews policies proposed by the university’s departments or offices and makes recommendations to the EC for adoption as university policy. The PC is authorized to recommend that an issue brought forth is indeed appropriately resolved through a university policy or to recommend that a particular issue should be better resolved through a presidential statement on behalf of the university; be resolved through a procedure or instruction set forth by the President, Provost, Vice President or Officer of the university; or be referred to the faculty for consideration as a matter of Faculty Senate bylaws. The PC therefore does not make or enforce policy; it facilitates the review of policies proposed by an officer of the university.
Every proposed policy must designate a policy owner, who should be at an administrative level. The policy owner is responsible, in the case the policy is approved by the EC, for the implementation of, and campus compliance with, that policy.
A PC review of a proposed policy need not also review accompanying procedures to that policy before recommending the policy to the EC. The PC may address in the course of its deliberations questions and concerns about procedures for implementation and compliance to the proposer. The PC may ask policy proposers to submit written procedures for implementation and compliance plan with the policy.

  1. Charge of the Policy Committee
    1. to ensure proposed policies address a campus need or mandate; fall within the authority of the EC; and are aligned with institutional mission, goals, and priorities;
    2. to review subsequent policy drafts to ensure statements of policy and, when appropriate, associated statements of procedure and/or associated implementation and compliance plans, are concise, consistent in format and scope, and easy to understand;
    3. to codify university policies once adopted or revised, by serving as the curator of an online directory of policies;
    4. to request, on a periodic basis, that policy owners review longstanding policies and submit to the PC proposed updates.
  1. Functioning of the University Policy Committee

The Policy Committee (PC) meets once a month throughout the calendar year. For each meeting, the chair shall distribute all new policies to be considered at the meeting and an agenda prior to the meeting. Any proposer of a policy shall be invited to attend or send a representative to participate in the discussion of that proposed policy.

At each meeting, the PC shall:

    1. consider new policy proposals which have been submitted and recommend revisions to the proposer.
    2. consider revised policy proposals for vetting to the campus.
    3. recommend for EC approval revised policy proposals that have been agreed to by the policy owner and a majority of PC members voting.
    4. identify any policies which have been in place for 10 years or more, or which have been rendered outdated by changes of federal law, state law, or Board of Regents policy, or other university bylaw or policy, and recommend the policy owner consider any necessary updates.

  1. Composition of the Policy Committee

The EC appoints the members of the PC. Once appointed, a member may continue to serve on the committee until the EC appoints a different individual to represent the respective administrative division. Membership on the PC shall generally include a representative of the following departments of the university as standing members. All members shall also nominate for EC approval a standing alternate who may attend any meeting but shall participate in deliberations and votes only in the absence of the committee member. Each member has one vote, and alternates shall vote only if the designated member is not present.

  • Research
  • Safety
  • Compliance
  • Student Affairs
  • Clinic
  • Finance
  • Health Information Technology
  • Human Resources
  • Faculty Senate
  • Other members as determined to be necessary and appropriate by the EC

Ex-officio members on the PC shall include:

  • General Counsel or designee
  • OSU Medical Center

A quorum for the PC is fifty percent of the members. If a meeting has a quorum, a majority vote of those present is required to pass a motion.

  1. Policy Development Resources

The PC provides Policy Owner Resources on its website (XXXX) to assist in policy development. The Policy Development Checklist is designed to assist the policy owner in determining the University’s need for the proposed policy, whether the risk or value is sufficient to warrant the dedication of resources needed for policy development and management, and whether the purpose and goal of the proposed policy may be accomplished in a different way. During the development process, policy owners may contact the Policy Committee Chair ¬†for guidance with the checklist or other support.
The office responsible for the policy is to draft the full document, consulting with identified stakeholders and assisted by Legal Counsel, if appropriate. The fully-drafted policy is reviewed by the PC. The policy is revised as needed, submitted to the PC for final review and recommendation to the EC.

Note on Expedited Process.

Under special circumstances, policy owners may request an expedited process by contacting the Policy Committee Chair. Special circumstances may include a change in federal or state law, a significant and immediate financial opportunity, or a major institutional risk.

Electronic Links in Policies

Policies often contain links to online resources. Sometimes the links can become unusable due to website address changes and other factors. When modifications to policies are limited to updating links, the policy is not required to be routed through the formal policy approval process. Updated links on policies can be submitted to the Policy Committee Chair.

Minor Changes to an Existing Policy

Minor changes may be made to a policy without the policy going through the entire Policy Committee policy review process if the change: 1) is not substantive; and 2) does not modify the intent, meaning or focus of the policy. The decision as to whether those criteria are met will be made by the PC. If a proposed change is determined to meet both criteria, the revision will go through an expedited process of review by the PC. If a proposed change requires review by Legal Counsel, the policy owner will be notified to complete that prior to the review by the PC.

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