Staff Learning and Development Program

Leadership Development Program 2003
Policy Access: Campus Needs and Best Practices Project

Policy Maker Concerns Regarding Standardized Template
Policy Maker Concerns Regarding Dissemination
Policy Maker Suggestions Regarding Training

Policy Maker Concerns Regarding Standardized Template

Among the concerns expressed by Policy Makers were the following:

• Some Policy Makers expressed concern that they get final approval of policy after it is rewritten and reformatted into new template, since editing by OPAC without a thorough knowledge of the intent of the writer may change the meaning of some parts.
  
• Some people expressed their desire to keep forms on their local sites because of frequent updates. However, if the central site allows for easy access and updating, forms could be included with policy.
  
• One Policy Maker suggested including guiding principles or ethics about why policy is there to begin with. Other Policy Makers thought that including reason for policy was sufficient.
  
• Some Policy Makers wanted consequences included to increase accountability. One concern expressed about inclusion of consequences is that it implies that people will not comply. Other Policy Makers cautioned to include information regarding consequences only if compliance will be enforced. Also, if there are consequences, there must be policy training, a warning should be issued if policy is violated, and revocation of authority as a final consequence.
  
• Some Policy Makers want the cost to implement policy included. Others disagreed and pointed out that people might see cost and decide outright not to comply (e.g., in the case of ergonometric workstation requirements).
  
• Another recommendation was to include the unit responsible for paying for any services or costs specified in policies (central campus or department).
  
• Some people wanted exception process posted but not exception procedures. One person suggested that requests for exception should be in writing. One Policy Maker stressed that there is no exception to policy. Policy is a requirement based on law. Exceptions can be provided for procedures.
  
• Several Policy Makers requested that the current delegation of authority web site be updated.
  
• Several people requested that the actual writers be posted, not just Policy Interpreter.
  
• One Policy Maker recommended identification of cost savings to faculty for policy that affects faculty. If an AA's time performing support tasks for faculty can be reduced, faculty gain more overall support in other areas.
  
• One office designates departmental deputies, much like Safety Coordinators, who serve as department liaisons. Their experience is that when individuals serve as deputies, they take a vested interest in policy compliance. This may be a model for training individuals in departments about policy and for increasing departmental accountability.
  
• Some Policy Makers expressed concerns about the resources to convert existing policy into a standardized template format. Most agreed that policies don't change that much. Procedures and forms change more often. One recommendation is to clarify what support will be provided by the Policy Access and Coordination Office to assist Policy Makers with the task of converting policy to the standardized template.
  
• Some Policy Makers expressed a desire to see an improved policy feedback process.
  
• Identify control units that impose higher standards of compliance than the general campus policy mandates. Particularly important for research and health services area.
  

 

Policy Maker Concerns Regarding Dissemination

• Several people said they were willing to have their policy posted on the central site, but they are going to continue to post it on their own site.
  
• Bimonthly notification of policy updates. Even if new and updated policy was sent out every time it was created or modified on campus, it probably would not be issued more often than bi-monthly.
  
• Use the new self-subscription feature of CalMail which is already developed but not yet in production.
  
• Several Policy Makers suggested using the SISC job families to link positions with associated policies. Perhaps job families could be used to push policy to starting employees.
  
• A few Policy Makers said notification of policy should be linked to access and roles. When an employee first logs on to the campus network, they should receive a notification about policies that affect their area. Don't give people access rights till users complete related policy training.
  
• One Policy Maker recommended that everybody receive deans and directors memos.
  
• Several people said managers should see all policy changes. Require subscription to appropriate listservs for policy dissemination.
  
• Some people want some policy in both hard copy and online, particularly high risk policies.
  
• Continue to use general publications, such as Berkeley Computing and Communications, Research Advocate, and the Berkeleyan to advertise policy.
  
• Several people recommended comprehensive policy training for high level administrators such as deans and directors. Also MSO and BOI training.
  
• Investigate possibility of decentralized deputies like safety coordinators for departmental level policy expertise. Certify someone for interpretation of policy. Certify ORU Managers in policy expertise.
  
• When applications are developed like e-Travel, incorporate references to policy where appropriate.
  
• Some people said anyone in a supervisorial position should be trained in policy.
  
• People need to be educated to know that policy is not permanent and that they are responsible for keeping abreast of policy updates in their area of responsibility.
  
• Some people recommended more online training like the sexual harassment training module.
  
• Some people suggested a policy bulletin board.
  
• Some people suggested a sort of policy discussion board.
  
• Some people suggested that Berkeley implement a portal system which would automatically push policy to users based on their roles.
  
• Identify importance and timeliness of policy, and push it accordingly. Example: prior to Election Day, push out policy for administrative leave for voting for all employees.

Policy Maker Suggestions Regarding Training

• Following are suggestions of target groups for policy training:
  • High level administrators
    
  • MSO, BOI, ORU
    
  • Include policy training in new employee orientation
• Offer online policy training (example: sexual harassment module)
• Certify someone in policy interpretation at the departmental level, a.k.a. "departmental policy resources"
• FAQ for specific policy areas
• FAQ for specific policy site.
  

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