200.1 Montana Technological University Formulation and Issuance of University Policies

Montana Technological University’s (University) policies exist to provide a clear framework of transparent governing principles applicable throughout the campus. All university policies are consistent with relevant federal and state laws, rules and regulations, and the Board of Regents Policies and Procedures.

200.1 Montana Technological University Formulation and Issuance of University Policies

Subject:

Section 200 - Governance and Organization

Number:

200.1

Effective date:

February 1, 2024

Review date:

February 1, 2027

Responsible Party:

Vice Chancellor of Administration and Finance

Historical versions: Link if applicable.

 

 Introduction and Purpose:

Montana Technological University’s (University) policies provide a clear framework of transparent governing principles applicable throughout the campus. All university policies are consistent with relevant federal and state laws, rules and regulations, current Collective Bargaining Agreements, negotiated Memorandums of Understanding, and the Board of Regents Policies and Procedures.

Authority:

The Vice Chancellor of Administration and Finance is responsible for maintaining a master list of University Policies and for managing communications related to University Policies.

University Policy:

Policies establish a framework for what will or will not be done at the University and reflect the rules governing the implementation of campus processes. Only the policies listed on the University Policies Website as of December 31, 2024 or approved via this policy will be applicable/enforced campus-wide. These University Policies apply across departments and for multiple audiences. Departments and/or Colleges may also have policies specific to their areas, but because of their department-specific focus, these are not University Policies. Department and/or College policies may not contravene University Policies. When in doubt, the Executive Team will determine if a policy is a University Policy and, therefore, must follow 200.1 Formulation and Issuance of University Policies.

A University Policy:

• Is a governing principle that permits, requires, or restricts actions;
• Is durable, changing infrequently and setting a course for the foreseeable future;
• Is broad enough to permit discretionary action in the resolution of day-to-day situations, yet specific enough to provide clear guidance;
• Is compliant and assures compliance with applicable laws and regulations, enhances the University’s mission, promotes operational efficiencies, and/or reduces institutional risk.

Proposed new policies or amendments to current policies can come from the Board of Regents or any current employee or student at any time. The primary sponsor of the new policy or the amendment is the owner of the policy until approval or dismissal.

University Policies will be formally numbered and assigned to a member of the Executive Team as follows:

200. Governance and Organization (Chancellor)

300. Academic Affairs (Executive Vice Chancellor for Academic Affairs)

400. Research and Public Service (Vice Chancellor for Research)

500. Student Affairs (Vice Provost for Student Affairs)

700. Personnel (Vice Chancellor for Administration and Finance)

800. Compensation (Vice Chancellor for Administration and Finance)

900. Financial Affairs (Vice Chancellor for Administration and Finance)

1000. Physical Plant (Vice Chancellor for Administration and Finance)

1200. Athletics (Director of Athletics)

1300. Information Technology (Executive Vice Chancellor for Academic Affairs)

1900. Miscellaneous (Chancellor will assign individually to an Executive Team member))

University Policies must be reviewed no later than three years from their effective date. The Chief of Staff will prompt the designated Executive Team member to review policies before expiration. At the time of review, the designated Executive Member may renew for up to three years, make minor or routine changes, or suggest amendments that must abide by Montana Technological University Policy 200.1.

The Chancellor may adopt an interim policy without dissemination and review if necessary. The policy shall remain an interim policy until formally approved after going through the established University Policy and Procedures Instructions (UPPI) document. Interim policies will automatically expire six months after adoption if not reviewed and approved as outlined in this policy.

Minor or routine changes to policy or changes mandated by state or federal law or the Board of Regents may be made by the Chief of Staff with guidance from the designated Executive Team member. Minor or routine changes include items such as updating a title, reference, law, regulation, or organizational name listed in a policy, changes required by law or regulation, or correction of typographical errors.  

Policy Collection and Archiving:

All institutional policies and amendments to policies, upon ratification by the Chancellor, will be collected and archived by the Chief of Staff. A copy of all university policies shall be kept electronically on the University Policy Website.

Procedures:

Procedures reflect current operational processes for completing tasks. Procedures contain details that include specific steps, process examples, forms to use, and contact information for assistance. Procedures and processes govern daily practice and are more subject to change. Official procedures will often be linked to policies.

The University Policy and Procedures Instructions (UPPI) document contains all of the established procedures for creating new policies and amending current policies. The UPPI is maintained by the Executive Team and published on the University Policy Website. Any changes to the UPPI will be presented at the next scheduled Leadership Team Meeting as an information item, and again at the following Leadership Team Meeting as an Action Item, before being finalized and published.

 Internal control considerations, if applicable:

How to ensure adequate safeguarding of assets, e.g. segregation of duties, misuse or fraud, etc.

 Les P. Cook                                                                                                                        January 25, 2024

Adopted by: (Chancellor)                                                                                                    Date

 

Formulation and Issuance of University Policy and Procedures Instructions (UPPI):

Whether you are submitting a new or revising a current policy, the University Policy and Procedure Instructions must be followed.

1. Utilize the Standard Policy Format.
2. Utilize the Formal Numbering System.
3. Reference current/previous versions if applicable, retain all versions in archive.
4. Meet with the designated Executive Team member for a discussion about the proposed new or amended policy. The purpose of this meeting is to notify and share information, not to gain approval.
5. The Executive Team member will then submit the proposed new or amended policy to the Chief of Staff, who will include it as a Discussion Item at the next Executive Team meeting.
6. The Executive Team will discuss and share feedback with the owner.
7. The Owner may then revise, revoke, or send an unchanged version back to the Chief of Staff, who will place it on the agenda as an Information Item for the next scheduled Leadership Team meeting. Each member of the Leadership Team will share with key members of their various constituencies, including Faculty Senate, Staff Senate, and ASMT, to gather additional feedback and share it with the owner.
   1. Policies directly pertaining to students must go through the ASMT process before being brought back to the Leadership Team for a recommendation.
   2. Policies originating from the Faculty Staff Handbook or directly involving academic issues must be carried in writing, either by a faculty member, the Faculty Senate, or the administration, to the Faculty Senate and followed by a discussion in a faculty meeting. A recommendation will require an affirmative vote at a general faculty meeting before being brought back to the Leadership Team for action.
   3. Policies originating from the Faculty Staff Handbook that have a direct impact on university staff members must also be brought to the Staff Senate for a recommendation.
8. The Owner shall incorporate edits based on the shared governance input and provide the Chief of Staff with the updated proposal.
9. If the Owner has not already had the proposed policy analyzed by the Budget Director and Vice Chancellor of Administration and Finance, the Chief of Staff will work with the Budget Office to provide a Fiscal Note if applicable.
10. If the Owner has not already had the proposed policy approved by Legal, the Chief of Staff will have the Legal Department at the University of Montana review and work with the owner until it is deemed legal.
11. Upon approval by Legal, the Chief of Staff will place the proposed policy on the next scheduled Leadership Team agenda as an Action Item.
12. The Leadership Team will 1) recommend, 2) recommend with amendments, or 3) recommend not to approve the proposal, to the Executive Team.
13. The Chief of Staff will place the policy on the next scheduled Executive Team Meeting agenda. The Executive Team will 1) recommend, 2) recommend with amendments, or 3) recommend not to approve the proposal to the Chancellor.
14. The Chancellor will approve or reject. If the proposal is rejected, the Chancellor will give feedback to the Owner as to why.
15. If the proposal is approved, the Chief of Staff will publish to the University Policy website, share back with the Leadership Team, and share it in the Weekly Update.
16. Members of the Leadership Team will share the updated/new policy with their own constituencies.