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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