Policy Development Policy

I. Effective Date

July 22, 2025

II. Last Revision Date

N/A

III. Responsible Party

Office of General Counsel

IV. Scope

All departments, employees and students.

V. Purpose

The Policy addresses the process for developing issuing, revising, and maintaining all Marymount University policies.

VI. Policy Statement

Marymount University formally approves, issues, and maintains official university policies in a consistent format and in a central policy library. Individuals and departments engaged in developing and maintaining university policies must follow the requirements outlined in this Policy. This Policy ensures that the university community has access to well-developed, easy-to-understand policies and procedures that are aligned with the University’s mission, values, and goals while enhancing operational effectiveness and efficiency.

VII. Definitions

Policy:

A Policy is a statement of management philosophy and direction, established to provide guidance and assistance to the university community in the conduct of university affairs. A Policy is a governing principle that typically mandates or constrains actions, has institution-wide application, changes infrequently and sets a course for the foreseeable future, helps ensure compliance with applicable laws and regulations, reduces institutional risk, and is approved at the executive levels of the university (president, provost, vice presidents) or Board of Trustees. The term Policy does not include Board of Trustees’ policies, Academic Regulations, and the Faculty Handbook. 

Procedure: 

A Procedure is a guideline or series of interrelated steps taken to help implement the Policy. A Procedure is written in a format that is easy to follow, must be reviewed and updated as necessary to ensure agreement with the most recent revision of the applicable Policy.  A Procedure does not require formal approval by the executive levels of the university (president, provost, vice presidents). 

Responsible Party: 

A Responsible Party is the office(s) designated to develop and administer a Policy, communicate with and train the university community on its requirements, and execute its timely updating and revisions. 

VIII. Policy

A. Policy Creation or Revision

1. 1. Any individual or department may recommend the need for a new or revised Policy by notifying the appropriate Vice President, whose jurisdiction covers the subject matter of the Policy, or the President.
   2. The appropriate Vice President or the President must agree that the new or revised Policy is needed.
   3. The appropriate Vice President or the President will designate the Responsible Party and the Responsible Party will be responsible for:
      1. Developing the Policy using the policy template;
      2. Identifying and consulting with appropriate university community members that the Policy affects; and
      3. Confirming that the Policy is aligned with the University’s mission, values, and goals.
   4. The Responsible Party will submit the draft Policy to the appropriate Vice President for policy review and approval. 

B. Policy Review and Approval

1. 1. 1. The appropriate Vice President will submit the draft Policy to the President and the other Vice Presidents for their review and discussion.
         1. The President and other Vice Presidents will have the opportunity to review the draft Policy and provide any feedback on the draft Policy to the appropriate Vice President. 
         2. The appropriate Vice President will review all feedback and determine whether additional revisions will be made to the draft Policy.
      2. A draft Policy becomes an official Policy of the University when it is approved at the Cabinet level by the President and the other Vice Presidents.  

C.  Periodic Policy Review

1. 1. Each Vice President will periodically review the policies under his/her jurisdiction to ensure that they are current and in compliance with new or revised applicable requirements, and best practices.

D.  Policy Format

1. 1. A standard Policy format ensures clarity and consistency. To maintain standardization, all Policies will contain all the elements below:       
      I.        Effective Date
      II.      Last Revision Date
      III.    Responsible Party
      IV.     Scope
      V.       Purpose
      VI.      Policy Statement
      VII.    Policy

E.  Location of Policies

1. 1. An official University Policy Library web page will be maintained by the Vice President of Marketing and Communications with the most current approved version of all Policies. The Policy Library will be maintained in a standard electronic format. The documents in the Policy Library will constitute the official electronic repository for institution-wide Policies for the University.
   2. To maintain the integrity of the policies, individual departmental web sites may not contain separate copies or versions of University Policies. Instead, departmental web sites that reference University Policies must use hyperlinks to the documents in the Policy Library. Departments may maintain related Procedures, forms and guidance documents, or other internal departmental policies and procedures on their web sites, provided the related documents and other internal departmental policies and procedures are not identified as official University Policies, and do not conflict with official University Policies.

F. Structure and Organization

1. 1. The Policy Library web page will list all Policies by name and category and will provide links to related Procedures, as applicable. Policies will also be maintained in a searchable manner.