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Index > Operations Policies > Policy on Administrative Policies

Policy on Administrative Policies

Purpose

A written policy creates the parameters for decisions and provides a baseline against which actions can be examined. Rhode Island School of Design (“RISD”) has initiated a comprehensive review of all existing administrative or operational policies and procedures in order to collect and organize a complete and living policy archive.It also will establish the process for consistent policy design and ongoing review, and the approval chain necessary to grant reconsideration of existing policies, authorization of new policies, and possibly the elimination of certain existing policies which are no longer relevant.

The effort will encompass designation of a Policy Coordinator, creation of a Policy Advisory Group (“PAG”), and utilization of a digital archive for publication/archiving of institutional administrative policies, procedures, and related documents and forms.

Academic policies will be addressed separately through Academic Affairs and the appropriate faculty committee.

Scope

This policy applies to all RISD administrative policies that are drafted and adopted after the effective date of this document, and to preexisting institutional administrative policies as they are revised after that date.

Policy Statement

The purpose of this document is to provide a structure for the creation, review, approval, and distribution of institutional administrative policies for RISD, thereby establishing a cogent framework for administrative governance of the institution.

RISD expects all institutional policies to be formulated in accordance with the standards and format set forth herein.Policies presented in the standard template will assist RISD in accomplishing its mission, maintaining accountability, and providing a clear context for how the college makes decisions and transacts business.The current, official version of all policies will be maintained and managed in the digital library.

Definitions

Policy Advisory Group (PAG): A group consisting of four standing members – the Policy Coordinator, the Assistant General Counsel, the Director of Employment and Employee Development, and the Director of Risk and Compliance – and four members representing a cross-section of the RISD community appointed by the Cabinet for terms of two years each. The PAG will meet quarterly to review and comment on outstanding policy proposals and recommend draft policies for advancement to the appropriate approval office or officer.

Procedures are statements that provide for orderly implementation of established policies through specific, prescribed actions and are typically more detailed than a policy statement.Policies may be supplemented by institution-wide or departmental procedures or guidelines that describe related policy implementation practices.These supplemental procedures may be referenced in and/or linked from the particular policy as appropriate.

Policy

RISD will ensure that all policies are fully vetted and approved at the appropriate levels prior to publication to the campus and will collect its approved policies and procedures into a unified and perpetually current digital repository. All official policies of RISD will reside in this archive, along with the continuous history of their development and approval. This will assure all stakeholders that each published policy is the most recent version to have been adopted by the institution, which will improve awareness of current policies, increase transparency in the institution’s relations with its stakeholders, and provide management and visibility into areas of risk and compliance.

In addition to the Administration’s responsibilities to oversee policies, stakeholders are empowered to bring forward proposals for the development of new policies, as well as proposing revisions to existing policies and helping to raise awareness of policies and procedures within their functional area(s).

There are many existing policies that predate these policy guidelines, and, therefore, they have not been structured under this format.They will remain as institutional policies and will be included in the digital archives, but will be reviewed prior to any re-approval. The digital repository will enable linkage to the latest approved version of all existing RISD policies from sites on which they previously were located, including https://policies.risd.edu/, https://hrrisd.wordpress.com/, https://info.risd.edu, and any other sites curated by RISD.

Procedures

The following process is intended to be efficient and user-friendly in order to facilitate the creation, review, approval, implementation, maintenance, and communication of policies to the campus community:

  1. The Policy Coordinator, under the direction of the Office of the General Counsel, will be designated to oversee an orderly and accurate system of proposing, developing, promulgating, and maintaining policies. It is the responsibility of the Policy Coordinator to manage the standard document creation process and to assist all stakeholders on campus to understand and utilize not only the process, but the resulting institutional policies.
  2. The PAG will be appointed as described above and will meet quarterly to review outstanding policy projects and proposals.
  3. One policy template will be adopted to standardize the promulgation and communication of policies.
  4. Standardization of the management, review, and acknowledgement processes across all divisions and departments will hold employees accountable for awareness and compliance.
  5. The members of the President’s Cabinet will be the ultimate approvers for policy adoption and revisions thereby assuring that policies have been reviewed and considered prior to enactment.
  6. Posting of college-wide policies will be done through the official online policy archive. The PAG, with the assistance of the Policy Coordinator, will identify all of the places in institutional communications where a policy reference appears and will ensure their standardization with the official online policy archive. Web pages must link to the official RISD policy archive instead of posting policy text. Print versions may be included in student/faculty/staff handbooks and other publications as appropriate, but must include a disclaimer that the official RISD policy archive should always be consulted for the latest, official version.
  7. At the beginning of each academic year, a list of policies scheduled to be reviewed or developed in that year will be published on the policy website and communicated to the campus community.
  8. Nothing in these guidelines limits the authority of the college to issue, amend, or retire a policy.

Steps for Creating or Revising Policy

A. A stakeholder (hereinafter referred to as the “sponsor”) may propose a new policy for consideration/development, or a current policy in need of revision/retirement.

All proposals for new, revised, or retired policies must be submitted to the responsible VP for authorization to proceed. Prior to undertaking development or revision, a Policy Needs Assessment Form outlining the reason for creation or revision of any policy will be submitted to the Policy Coordinator for initial assessment, including a preliminary review of laws and regulations relevant to the policy, a general outline of the substantive provisions of the proposed policy, and formatting according to the policy template. The Policy Coordinator may seek expert advice through consultation with RISD’s General Counsel, Human Resources professionals, the Director of Risk, Emergency Management, and RISD Property Holdings, business officers, and others as appropriate. The sponsor will also be responsible for ensuring that proposed new or revised policies and procedures adhere to all applicable laws and regulations, do not conflict with other policies and for developing support and training options, if appropriate, for constituencies directly affected by the policy(ies) to ensure that they will achieve their objectives.

B. Once this process is initiated, the Policy Coordinator will contact the sponsor to begin formulating the policy document. As the document moves forward through the process, it will be catalogued into the digital policy archive, and all revisions and approvals also will be recorded therein as part of the permanent record.

C. After thorough review and completion of all necessary edits, the new policy will be circulated to all relevant approvers by the Policy Coordinator for acceptance via the online policy management software.

D. The next step in this process is final review and approval by the President’s Cabinet.

Updating an Existing Policy

In general, policies will be reviewed every two years or on an as-needed basis by the Cabinet. Examples of the need to review a policy are changes to relevant local, state, or federal law(s), changes in institutional structures or needs, and changes in web addresses or position titles related to a specific policy. Review and/or revisions to a policy will be published on the policy archive site to show changes in the document as well as a chronological listing of the revision history and authorizations.

Special circumstances may cause retirement of a policy or consolidation of individual policies into a new policy. The Policy Coordinator will work with the responsible areas and the PAC to craft a new policy as appropriate and/or will issue an announcement of the withdrawal. Retired or withdrawn policies will be stored as inactive but remain accessible for historical reference within the digital policy archive.

Exceptions to Institutional Policies

While all institutional policies are expected to be followed by all employees and faculty as applicable, an exception may be granted, in extremely rare circumstances for good cause shown, such as unusual facts or circumstances that make adherence to the policy impossible or impracticable.All exceptions must be requested and granted or denied in writing.Exception requests should be submitted to the Policy Coordinator for escalation to the policy owner, PAG, responsible vice president, and General Counsel, who will consider the request.The Policy Coordinator will maintain a record of any exception for precedential and audit purposes.No exception will be granted that may violate federal, state or local laws or regulations including governmental rules relating to grants and contracts.

Revision history

This policy was approved as of: 11/18/2018

This policy was last reviewed/modified on: 8/6/2020

Next scheduled review: 11/18/2021

Responsibilities

Issuing Office

Office of the President

Responsible Officer

General Counsel

Individuals/offices required for review and changes

Chair, Audit Committee of the Board of Trustees
Cabinet
Senior Vice President for Finance and Administration
Office of the General Counsel