Policy procedures
The steps required prior to issuing or reissuing a university policy
"Policy owner" is the department or unit responsible for a particular policy. Policy owner's role is to initiate process by alerting Policy Development and Communication (PDC) when new or revised policy is sought, and to generate content for said policy. PDC will provide editorial services throughout the process, with an eye to ensuring that all policy is easily understood by all employees. PDC will also shepherd the policy through applicable required review (e.g., General Counsel, Compliance, advisory committees, etc.) in a timely fashion.
Be aware that if there is regulatory or other policy issue deadline that must be met, PDC requires your working draft no later than 2 weeks prior to that deadline date.
Step 1
- Why the policy or revision is necessary
- Who was consulted in drafting the policy (departments, names/titles)
- Who the policy will impact (e.g., students, staff, faculty, contractors, visitors, etc.)
- Plan for publicizing/communicating the policy (who needs to know, and how will you alert them)
- Name of department
- URL of department (website)
- Departmental (not personal) email contact
- Departmental (not personal) phone contact
Policy owner emails a working draft of policy to PDC, along with the following supplementary information:
Working draft should be written as simply, briefly and clearly as possible, with subheads clearly indicated, and with a minimum of footnotes and "legalese." URLs for any additional references or related policy should be included, and the following contact information provided for the policy owner:
Step 2
PDC review will ensure consistency of format and determine: whose signatures will be required in order to implement; if other parties are affected; and if any further input is needed.
Step 3
Once PDC determines that the policy preparation is complete, PDC will forward final draft, and relevant accompanying background material, to General Counsel for final legal review/signature; PDC will manage the process of any further edits and reviews until policy is signed.
Step 4
General Counsel will forward original signed policy to PDC (PDC is the official repository of university policy documentation); PDC will issue policy, post on official policy website, and coordinate/ensure communication of new or updated policies as appropriate to impacted parties.
Contact information
Policy Development and Communication (PDC)
Diane Schrader, manager
dschrade@usc.edu
(213) 821-8116
