Introduction: This procedure outlines the process by which proposals for new policies and procedures, or revision or repeal of established policies and procedures, shall be developed, submitted and considered for potential adoption.
In order to be eligible for adoption by the COD, all policies and procedures must be drafted in accordance with the standard Policy & Procedure Template. Policies and procedures that do not adhere to this template cannot be considered.
The PPOC will review policy drafts and provide support and feedback to policy sponsors as needed to ensure that policies and procedures are concise, easy to understand and capable of being implemented prior to forwarding them to the Dean’s Advisory Council for consideration.
With prior approval of the Dean for Administration & Finance, the PPOC will also reserve the right to assemble subcommittees and/or working groups, and consult outside experts at any point in the development process, to make certain that proposed policies and procedures adequately address cross-organizational impacts, are consistent with pertinent local, state and regulatory law, and are in accordance with state and regional accreditation requirements.
Unless otherwise specified, new and/or amended policies (and/or repeal of established policies) that have been approved shall take effect on the first day of the month immediately following their approval.
Once adopted, the Policy and Procedures Oversight Committee (PPOC) will routinely confer with policy owners to review and update established policies and procedures as needed at a frequency established at the time of policy adoption. The purpose of this review is intended to ensure that policies and procedures remain relevant and aligned with the COD vision, mission and goals.
Prerequisites: Receipt of formal, written approval of the initial proposal for a new policy or approval to revise an established policy or procedure from the Policy and Procedures Oversight Committee (PPOC).
Procedure: The Policy and Procedures Oversight Committee (PPOC) is responsible for supporting the development of all approved policy proposals, and maintaining open lines of communication between policy sponsors and stakeholders. Although the PPOC is responsible for leading this process, the authors of the initial proposal must engage fully. In addition, depending on the complexity of the policy initiative, with prior approval of the Dean for Administration and Finance, the PPOC may establish subcommittees and/or working groups, and/or seek counsel from outside experts, to facilitate creation of draft policies that adequately address cross-organization impacts and stakeholder concerns. Ultimately, however, the decision to approve and implement any given policy or procedure is contingent upon an affirmative recommendation of the Dean’s Advisory Council and approval by the Dean of the College of Dentistry.
Step 1: The Policy and Procedures Oversight Committee (PPOC) notifies the individuals who submitted a new policy proposal (or recommendation for revision) of its approval.
Step 2: The PPOC establishes a self-directed policy working group that shall be responsible for creating the policy draft. At a minimum, the “policy working group” shall consist of the proposal sponsor(s). In order to acquire needed expertise, additional members may be added at any point during the policy development process at the discretion of the working group.
Step 3: The PPOC hosts an initial meeting of the working group, which includes an introduction of the Policy Template. At this meeting, the working group members appoint a “chair” who shall be responsible for leading its activities. A member of the PPOC is also designated to serve as a liaison to the working group.
Step 4: The working group submits the completed Policy Template to the PPOC. Upon receipt, the PPOC reviews the draft policy document for clarity and consistency. (Note: The PPOC may return templates to working groups for further development if they are deemed incomplete by a majority vote of its members.)
Step 5: If the policy draft meets with the approval of the PPOC, it shall be forwarded to the Dean for Administration and Finance. The Dean for Administration and Finance may a) approve the policy on behalf of the Dean’s Advisory Council, b) return the policy with comments to the PPOC for further development, or c) forward the policy to the Dean’s Advisory Council for consideration at their next meeting.
Step 6: The Dean’s Advisory Council reviews the draft policy and may a) recommend approval of the policy “as is” by forwarding it to the Dean for signature, or b) direct the proposal to the Faculty Board.
Step 7: At its discretion, the Faculty Board may a) approve the policy “as is” by forwarding it to the Dean for signature, or b) forward the policy to the Faculty Assembly with the request that it be added as an agenda item to be discussed at their next meeting.
Step 8:The Faculty Assembly shall submit minutes pertaining to the discussion of the policy to the Dean’s Advisory Council, which will resume the policy development process starting with Step 6.
Step 9: Once policies and their related procedures are signed by the Dean, they will take effect on the date they are communicated across College by the chair of the PPOC. The PPOC Chair shall also maintain copies of all approved policies and their related procedures and post them to the COD’s Web site at that time.
Procedure-Specific Forms
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Policy & Procedure Template
Policy Reference
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1.1.1: Policy on Policies
Related Procedures
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1.1.1(a): Policy Proposal Submission Process
Revision History
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Revision Date
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