I. Policy Requirements
II. Policy Drafting Conventions
A. "Above-the-Line" Information
Guidelines for adding pertinent policy information on page 1 are enumerated below.
1. Title of the Policy
Policy titles should be descriptive and informative without being verbose.
The default approver is the President.
If the policy is mandated or formally approved by the Board of Trustees, the Board of Trustees is the approve.
If a policy is an academic policies, the President and the Academic Senate are listed as approvers.
List the date the policy was Issued, Last Revised, and Last Reviewed. Use full date format (e.g. December 15, 2019). If the policy is new, do not include any historical dates, as these will be added once the policy is finally approved and published on the policy website.
4. Related Policies
List, with active hyperlinks, all policies that relate to the policy being developed or revised. (E.g., the Conflict of Interest Policy for Staff and Faculty would list the following related policies: Conflict of Interest Policy for Trustees, Gifts from Contractors/Vendors Policy, and Conflict of Commitment Policy for Faculty).
5. Additional References
List all related procedures, guidance documents, or other other pertinent information. (E.g., for the Travel Policy, hyperlinks to the expense reimbursement form and to the related procurement policies are listed).
6. Responsible Official
List the individual with primary responsibility for oversight of the policy. (E.g., the Responsible Official for the Non-Retaliation Policy is the Chief Ethics and Compliance Officer, for the Confidentiality of Records Policy is the Chief Human Resources Officer, and for the New Program Policy is the Provost.)
B. Body and Text of Policy
1. Drafting the Policy
Use Word format or a Google Document to draft the policy. Use section titles that are descript, and order the flow of information logically for the reader. Use traditional outline format. Include definitions for commonly used terms, and use subsections for sections that have multiple related requirements or pertinent information. For example:
I. Policy Statement
(Summarize the requirements to be detailed in the remainder of the policy. This allows users to know that they are looking at the right policy. In the event that a user is in the wrong policy for their needs, relevant links should direct them to the correct location.)
(Aside from defining relevant terms, the definitions section may need to briefly describe various committees or groups. If there are no relevant definitions, this section can be omitted. Definitions should be concise and direct, and should be indented and alphabetically labeled.)
A. Conflict of Interest
C. Financial Interest
III. Conflict Situations
A. Financial Conflicts
B. Externally-Funded Research
C. Employment Conflicts
IV. Disclosure of Potential Conflicts
(Other policy sections should continue with the next Roman numeral. If a portion of the policy is very long, consider possible ways to break the section up into smaller sub-sections. All sections and sub-sections should contain a descriptive title to order the flow of information.)
III. Submitting the Draft Policy
Forward the draft policy electronically to the Chief Ethics and Compliance Officer (CUA-COMPLIANCE@CUA.EDU) so that it can be forwarded to the Policy Committee for consideration per the University policy process.
IV. Approval and Publication
Once a policy has been reviewed by the Policy Committee (and the Board and/or the Academic Senate if applicable) and is approved by the cognizant division head and the President, the Chief Ethics and Compliance Officer will publishe the policy to the policy website.