1. Purpose. The purpose of this directive is to provide a uniform method of approving, publishing and compiling policies and procedures in the interest of promoting lawful, equitable and efficient administration and governance of Eastern New Mexico University-Roswell (ENMU-Roswell). It is not the intent of this directive to change the governance or administrative structure of ENMU-Roswell.
2. Policy. All ENMU-Roswell policies and procedures (or regulations by any other name):
A. Must be approved pursuant to the procedures set forth below; and
B. Must be published and compiled pursuant to the procedures set forth below.
The foregoing purposes and policies are implemented by the following:
3. Shortened References.
A. Document. All policies, procedures or other regulations submitted for approval are referred to herein as a "document." A document may be a fully developed policy and procedure draft, an outline, or any other clear, written indication of the substance of, or need for, a proposed policy and/or procedure.
B. Approval Path. The required consideration, review and approval of, any particular document by any of the various administrative and/or governance councils, committees or other groups are referred to herein as the "Approval Path."
4. Administration. The Director of Human Resources administers these policies and procedures with oversight by the Provost.
5. Initiating a Document. A document is initiated by delivery in person, through campus mail or through electronic mail to the Office of the Director of Human Resources, with a memorandum containing the following information:
A. The administrative unit/officer initiating the document.
B. The person or persons responsible for drafting the document.
C. A copy of, or other appropriate reference to, any policy or procedure the document is purported to amend, modify or replace in whole or in part.
D. A succinct statement of the reasons for the initiating the document (unless such reasons are clearly evident in the text of the document).
E. Any other information that is deemed necessary or helpful for initiating the approval process for the document.
6. Initiation by Regents. If a document is initiated through the action or recommendation of the Board of Regents, the Provost is deemed as the initiating unit/officer of the document.
7. Notification of Provost's Cabinet. Upon initial receipt of a document, the Director of Human Resources notifies the Provost's Cabinet in writing of receipt of the document, including a brief statement concerning the content of the document.
8. Approval Path Determination. The Provost makes a determination regarding the Approval Path the document takes and/or any other manner in which the document needs to proceed.
9. Rewriting, Research, Review. If it is determined that additional rewriting, research or review is needed, the Director of Human Resources must, as part of a written preliminary recommendation:
A. Make a general, concise statement of what is needed.
B. Provide assistance to the initiating administrative unit/officer in providing what is needed.
10. Monitoring the Approval Path. The Director of Human Resources monitors the process of the document through the Approval Path and advises the administrative unit/officer that initiated the document of progress of the document. The Director of Human Resources provides periodic reports of the progress of each monitored document to the Provost's Cabinet.
The Administrative Council is the approval body for documents to be included in the Policies and Procedures Manual.
11. Consent Agenda. If the Provost determines that a document is uncontroversial to the extent that public debate of the document may not be necessary, the document may be designated for the "Consent Agenda" of the Administrative Council. Upon such designation:
A. The initiating administrative unit/officer, and any other affected administrative units or constituencies, must be advised in writing that the document will be presented to the Administrative Council on the Consent Agenda for vote without debate.
B. The administrative units/officers so notified must be provided a reasonable time to protest, in writing, placement of the document on the Consent Agenda.
C. If the Provost determines that any such protest makes a reasonable case for debate, the document is removed from the Consent Agenda and is scheduled for debate; but
D. If there is no written protest, or the Provost does not deem the reasons given for debate sufficient, the document may remain on the Consent Agenda and be presented to the Administrative Council for a vote without debate.
12. Registry. Upon approval of a document, it is forwarded without delay to the Director of Human Resources for possible placement in the P & P Manual. All ENMU-Roswell policies and procedures are maintained in either the P & P Manual or listed as a separate document in the Registry (1.3) chapter of the P & P Manual. Any document not on record in the P & P Manual or listed in the Registry after October 1, 2000, runs the risk of not being considered a bona fide ENMU-Roswell policy or procedure.
13. Distribution and Publication. Upon final approval of the document for placement in the P & P Manual, the Director of Human Resources is to ensure that the approved document is promptly distributed via campus wide electronic mail, and published as appropriate. Publication may include a compilation, manual, handbook, catalog or other departmental publication, based upon direction of the Provost.
14. Compilation. Those approved documents deemed to have sufficiently wide application to the institution are compiled in a book entitled ENMU-Roswell Policies and Procedures Manual.
15. Emergencies. The Provost may determine that, due to exigent circumstances, it is in the best interests of the ENMU-Roswell to approve a document without full use of approval procedures. Such documents may be approved, subject to review and revision pursuant to full approval procedures. Any such document must contain the following statement:
This document is approved pursuant to section15 of the directive for Approval, Distribution and Compilation of Policies and Procedures, and shall be subject to review and revision pursuant to full ENMU-Roswell administrative and governance procedures for approval of such documents.