Policy FAQ

1. What is a Policy v. Regulation?

Policies are a detailed system of guidelines that implement state and federal law and Board of Governors (“BOG”) and FAMU Board of Trustees (“BOT”) regulations; assist with institutional compliance of laws and regulations; promote operational and management efficiencies; implement the various programs, services, facilities, and activities of FAMU; and/or enhance FAMU’s mission.
Policies are adopted by the FAMU BOT or the University President under the specific executive authorities granted by the FAMU BOT. FAMU has two types of policies, which are FAMU BOT and University policies.
Regulations are statements of broad and general applicability, and are university-wide laws adopted by the FAMU BOT under specific authority of the BOG. Regulations are required to be enacted in certain areas or are chosen to govern certain rights or interests of University constituents or those outside of the University community and must be consistent with state and federal law.

2. What’s the difference between University Policies v. BOT Policies?

Board of Trustees Policies (“BOT Policies”) are policies that implement state and federal law or BOG regulations, and require FAMU BOT approval. BOT Policies become effective upon adoption by the FAMU BOT in a noticed open meeting.

3. What’s the difference between policy and procedure?

Policies are meant to enhance the University’s mission, set behavioral expectations across the University, improve coordinated compliance with applicable laws and regulations, promote operational efficiency, and reduce institutional risk. These written directives provide the operational framework within which the institution functions.
Standard Operating Procedures (“SOPs”) are department specific procedures that are approved by the appropriate vice president, dean that apply University-wide.
Internal Operating Procedures (Internal Guidelines, Procedures or Protocols) (“IOPs”) are area specific procedures with limited application that are approved by the appropriate vice president, director, chief, dean, chair, or unit head, and do not apply University-wide.
SOPs and IOPs affect activities under the authority of only one Vice President, addressing matters within the operational authority of the administrative or academic unit. SOPs and IOPs may have detailed instructions, definitions, and/or forms that facilitate policy compliance. IOPs must not create or contain policy.

4. What are the roles/ responsibilities of the Policy Owner/ Responsible Office?

The Policy Owner/ responsible office is accountable for policy development, including drafting and stakeholder engagement and is responsible for policy implementation, communication and review. The Policy Owner/ responsible office must also forward any BOT policies to the Board liaison for the BOT’s approval. Once policies are approved, the Policy Owner/responsible office is tasked with periodically reviewing policies for accuracy.

5. What are the roles/ responsibilities of the Office of University Policy?

The OUP is responsible for guiding and assisting University policy owners in the development and revision of policies. It coordinates obtaining signatures, posting policies with the Department of Information Technology and certifies the regulation with the BOG. In addition, the OUP manages the policy repository and trains the University community on the policy development process. The OUP also oversees the University’s Policy Advisory Committee.

6. How long does it take to create a new policy or regulation?

It depends on a number of factors; however, the average time to develop a new or revise an existing policy is approximately two (2)- six (6) months. Contact OUP for additional information.

7. How often must policies be reviewed?

University Policies are reviewed no less than every three (3) years and no more than every five (5) years and sooner if there is a change in BOG regulations, federal or state laws, or business processes.

8. Where do I find University Regulations/ Policies?

On the University website on the right margin, “At a glance,” you will find the official library of University policies, related information and resources and contact information to assist with the policy development and approval process. Policies reproduced on other websites or in print might not represent the most current version.
http://www.famu.edu/about-famu/policies-and-regulations
Regulations and Notices
In addition to being published on the OUP webpage, new or revised policies are published in the OUP newsletters and Flyers found in the Daily Venom and directly with the responsible office and stakeholders.

9. Who approves University regulations, policies and procedures?

The approval process depends on which document is being drafted.
Regulations are approved by the University BOT in accordance with the Regulation Development Procedure for State University Boards of Trustees, as approved by Florida BOG.
BOT must vote on BOT policies and approve them in an open meeting.
University policies must be approved by the University President and become effective upon the President's signature.
Creating New Policies

10. What resources are available for policy development?

Policy on Policies (UP-01-01)
Templates for Regulations, Policies, SOPs/IOPs
Policy Checklist, Policy/Hierarchy Chart
State Policy Resources (e.g. Florida Statutes, Board of Governors Regulations, etc.)
FAQs

For optimal clarity and consistency, we require that departments utilize approved templates available on the Office of University Policy's website.
New language should be clearly indicated by underlining, while deleted language should be stricken to facilitate easy identification of changes, utilizing track changes in Microsoft Word rather than manually.

Templates
Manuals