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Policy
Purpose: 

To establish the framework for policy development, approval and distribution at the University of Kansas Medical Center.

Applies to: 

To all units that develop and promulgate policy at the University of Kansas Medical Center.

Campus: 
Medical Center, Kansas City
Wichita
Salina
Policy Statement: 

It is anticipated that all policies reside in the KUMC Policy Library.

Criteria for Establishment of Policy:
Units may initiate the development of policies when warranted in order to (a) implement Board of Regents or accrediting body policy; (b) achieve compliance with laws, rules, or regulations; or (c) appropriately address institutional interests and promote efficiency and effectiveness.

Campuses, schools, academic departments and programs, and non-academic units may develop policies to govern their operations in response to their unique needs so long as they do not conflict with policies of superordinate bodies. Units may not develop policies that are inconsistent with, or less restrictive than, policies of a superordinate body.

See the policy hierarchy chart below.

Campus-specific or unit-specific policies may be developed and adopted whether or not a superordinate policy exists, except where a Board of Regents or university-wide policy specifically prohibits units from establishing policies that differ from the corresponding superordinate policy.

University-wide policies:
University-wide policies mandate or prohibit specific actions of faculty, staff, and/or students, as well as the actions of affiliated corporations or individuals who visit campus or otherwise use university resources or services.

The chancellor has final authority to establish university-wide policies. University-wide policies apply to all campuses and locations that report to campuses in the KU system.

Campus-specific  policies:
Campus-specific policies mandate or prohibit specific actions of faculty, staff, and/or students on a specific campus, as well as the actions of affiliated corporations or individuals who visit that campus or otherwise use its resources or services.

The executive vice chancellor, or designee, has final authority to establish campus-specific policies. Depending on the nature of the policy, the chancellor's approval may be sought.

Unit-specific policies:
Unit-specific policies mandate or prohibit specific actions by members of the unit including faculty, staff, and/or students.

Due to the vast topics and groups associated with unit-specific policies, the appropriate final authority to establish unit-specific policies will be determined by the policy owner and the relevant vice chancellor and Dean during the development process.

Policy hierarchy:

Diagram showing kumc policy hierarchy

Policies of subordinate bodies must not be inconsistent with, or less restrictive than, the policies developed by superordinate bodies.

The Board of Regents promulgates administrative regulations and sets umbrella policies and procedures that apply to all colleges and universities within their system. The Board's regulations are found in the Kansas Administrative Regulations and the Board's policies are made available via the Board of Regents Policy Manual.

Responsibilities:
Policy owners must consult with representatives from target stakeholder groups and functional experts during the development phase of both new and significantly revised policies. Policy owners are responsible for all activities and communications relevant during the implementation of a new or substantially revised policy. Policy owners must periodically review and monitor their policies and procedures for accuracy, efficiency, and effectiveness in accordance with the designated review cycle. Policy owners are responsible for communicating with relevant stakeholders when policies are created, revised, or retired; they are also responsible for policy interpretation, with support from appropriate stakeholders and functional experts. Policy owners must also ensure that all monitoring,enforcement, and compliance activities are appropriate for the level of risk managed.

The Policy Program consults with the policy owner during the process of policy development and shepherds policies through the approval process.The Policy Program ensures that the final approver of the policy is aware of its development and, when appropriate, can assist in seeking advice and input from governance groups and committees at KUMC with policy review authority, as well as the Office of the General Counsel. The Policy Program is available to assist units in determining the appropriate stakeholder groups, functional experts, and other contacts to be consulted during the creation or revision process (click the following to view the policy development and approval process for the Lawrence and the KUMC campuses.) The Policy Program is responsible for maintenance and oversight of the KUMC Policy Library, the official repository for KUMC policy.

Contact: 

KUMC Policy Program
Policy Program-KUMC@kumc.edu
913-588-5079

Approved by: 
Executive Vice Chancellor
Approved on: 
Monday, November 9, 2015
Effective on: 
Monday, November 9, 2015
Review Cycle: 
Annual (As Needed)
Definitions: 
  • Policy: mandates what one must do or what one is prohibited from doing.
  • Guideline: outlines best practices that individuals are encouraged to comply with, also an index-type document that outlines other policies or laws in place for a particular topic/issue.
  • Procedure: operational process necessary to implement institutional policy or carry out specific institutional functions, which provides details of who performs specific steps, including when and how they should be performed.
  • Policy Owner: the unit or other entity with primary subject matter responsibility for interpretation, enforcement, review, and compliance with the policy.
Keywords: 
policy, development, approval, procedure
Review, Approval & Change History: 

11/09/2015: Approved by KUMC Office of General Counsel, Research Advisory Council, Faculty Assembly Research Committee, Faculty Assembly Steering Committee, Executive Vice Chancellor

Operational Categories: 
Communications

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