Eastern Oregon University > EOU Policies > Policy Management Training

Policy Management Training

Any new submission of a new or amended policy follows the Policy on University Policies when it’s submitted for consideration. Below is an introduction to the new policy form and its workflow to help you better understand the process.

There are two types of policies and their separate workflows.

Standard Policy Workflow

This is the standard policy review/approval practice based on the diagram above. Any submitted policy forms would go to the General Counsel for review, then to the Policy Coordinating Committee (PCC), Shared Governance, and the President’s Cabinet / President for full approval.

Interim Policy Workflow

This is the interim policy review/approval practice based on the diagram above. Any submitted policy forms would go to the General Counsel for review, then to the President’s Cabinet / President for full approval. Once it’s approved on an interim basis, the policy moves back to the PCC, which will follow the standard policy workflow in the first diagram listed above.

General Counsel

The General Counsel will be the first to receive the policy form submission. Their duties will be to review the policy, follow the policy formatting, assign it a policy number (if required), and either send it back for corrections to the original submitter or move it to the Policy Coordinating Committee for review.

Policy Coordinating Committee (PCC)

The Policy Coordinating Committee (PCC) will then decide which Shared Governance committee will need to take action on the proposed policy or if a particular shared governance committee needs an email notification to share the proposed policy as an information item in their next agenda.

Shared Governance

The shared governance chairs for each academic year will receive an email notification when a proposed policy is in their queue and needs to be added to their next meeting agenda. In October of each new academic year, the Shared Governance Coordinator will report to the IT Information Systems unit, and the specific chairs are to ensure the policy management workflow continues to work correctly. Hence, each chair is responsible for ensuring your committee is involved with the policy approval process.

There are two types of notifications for shared governance chairs.

  • The first is a “notification” to share the proposed policy with your committee. No action is required; it’s only meant to be an informational item for your committee agenda. You will only receive this email notification once in the workflow process.
  • The second and most common notification is the “call to action” notification. This email informs the shared governance chair that a policy approval needs to be included in their next two meeting agendas. This email notification will be sent weekly to the shared governance chair until the committee can take action to ensure the policy can move forward.

President’s Cabinet / President

The final stop for any proposed policy (whether submitted as a standard or interim policy) will be the President’s Cabinet and then the President. The President’s assistant and the President will receive an email notification asking them to place this proposed policy on the next cabinet agenda for discussion/review. When the cabinet meeting occurs, the President will open the form, insert the cabinet’s final vote, and then add their own approval.

If the Standard/Interim Policy is approved, an email notification will be sent to the submitter, the supervisor, and the General Counsel. A service request will be created to request an infoline to inform the EOU community about the new policy, and a service request will be made to the webmaster to upload the approved policy to the EOU Policy website.