1.8 University Policy and Procedures Manual

1.8 University Policy and Procedures Manual
1.8.1 Purpose and Scope
1.8.2 Policies and Their Formulation
1.8.3 Responsibility
1.8.4 Organization of the Policy Manual
1.8.5 General Revision Policy
1.8.6 Other Official University Policy Documents

1.8 University Policy and Procedures Manual

1.8.1 Purpose and Scope

The Policy Manual has been prepared to provide Chaminade University with a written record of approved and current operational and administrative policies and procedures.  The Policy Manual functions primarily to guide and assist members of the University community in performing their assigned tasks and to provide a uniform set of policies for reference.  Thus, the policies in the Policy Manual have wide application; they affect academic and administrative areas, various classes of employees, and the activities of the University as they relate to students, alums, the community, and the general public.

The Policy Manual includes only those policies that rise to a level of general interest and applicability and affect more than one office or department of the University.  Matters that pertain only to the internal procedures of a given department or office are not considered within the scope of the Policy Manual and have therefore been omitted.

1.8.2 Policies and Their Formulation

In the Policy Manual, policies and procedures are written expressions of management philosophy and direction as well as the steps necessary to implement this philosophy.  Policies in the Policy Manual are intended to provide guidance and assistance to administrators and other members of the Chaminade community in the conduct of University affairs.

The President, as chief executive officer of the University, may issue policy statements on various matters either in the name of the President or after review by the Hui Haku Senior Leadership Council.  Such statements must be consistent with policies adopted by the Board of Regents and may not exceed the limits established by the Board.  Other administrators establish policies/procedures to guide the affairs of their particular areas of responsibility, which conform to the policies of the President, Board of Regents and the limits of responsibilities established by the President.

An appeal process may be included in any policy.  The ordinary appeal process entails appealing to the next higher level of authority up to the Divisional Head that is responsible for the matter being appealed.

1.8.3 Responsibility

1.      The President possesses the authority to approve all policies and procedures before they are released for general distribution.  If a specific policy requires approval by the Board of Regents, the President shall submit the recommended policy to the Board for its approval.

2.      Overall responsibility for the preparation of the University Policy Manual is assigned to the Vice President of Human Resources and Legal Affairs, with the exception of Volume IV.  Administrators should identify those policies and procedures arising from within their division that are in need of revision or restatement.  They should also recommend new policy statements and procedures, participate in the development of those policies and procedures and assure adherence to approved policies and procedures within their areas of organizational responsibility.  Proposed and/or revised policies should be presented to the appropriate divisional head for approval or subsequent presentation to the President.  For those policies that have inter-divisional effects, care should be taken to coordinate policy development with the other divisions, which will be affected.  The meetings of the Hui Haku Senior Leadership Council are helpful for this purpose.3.      Guidelines for the distribution of new and revised policies and procedures to administrators and for the assignment and maintenance of the University Policy Manual are as follows:The Library shall maintain the hard copy of the University Policy Manual and shall update the Policy Manual as required to reflect the addition of new and revised materials.  The official and current version of the Policy Manual resides on the University Portal in the Administration Directory.

1.8.4 Organization of the Policy Manual

     Volume I                     Governance and Administration

     Volume II                   Campus Community Policies

     Volume III                  University-Wide Employment Policies

     Volume IV                  Faculty Personnel Policies (Faculty Handbook)

     Volume V                   Personnel Policies for Administration and Staff (Staff Handbook)

1.8.5 General Revision Policy

Volumes II, III, V are revised as appropriate by the administration of the University through the approval of the President and where appropriate or legally required by the Board of Regents on the recommendation of the President.

Academic policies are recommended by the appropriate committees or councils and are reviewed by the Provost for presentation and approval by the President or through the President by the Board of Regents as appropriate.

Volume I, Sections 1.3 and Subsection 1.6.2 follows the amendment process of the respective Constitutions and Bylaws with oversight by the President and Board of Regents.  The rest of Volume I follows the procedures in paragraph one, above.

Volume IV, the Faculty Personnel Policies, follow the amendment provisions found in Volume IV, Section 4.16.

The Board of Regents reserves the rights laid out in Volume IV, Subsections 4.16.4 through 4.16.6 with respect to the entire Policy Manual of the University.

1.8.6 Other Official University Policy Documents

In addition to the Chaminade University Policy Manual, the following documents contain official policies of the University:

• General Catalog
• Student Handbook
• Residence Life Handbook
• Student Athletes Handbook

In case of conflict, the Policy Manual will be considered the official policy of the University.  Please notify the Vice President of Human Resources and Legal Affairs of any discrepancies or changes made in the documents above