DEVELOPING AND MAINTAINING A TITLE III POLICY AND PROCEDURES MANUAL HBCU TITLE III ASSOCIATION TECHNICAL ASSISTANCE WORKSHOP JUNE 24, 2014 Mrs. Cheryl D. Nottingham & Ms. Kendra R. Grimes 1

Overview  Creating a Policy and Procedures Manual is dependent upon the personality and culture of the respective university. However, common to all universities, the manual should serve as a guide for consistently and effectively communicating the guidelines and regulations that govern the HBCU and HBGI Programs, as well as the respective university processes.  Today’s session will focus on the purpose and benefits of creating a manual; provide the dynamics of compiling and updating a manual; and share tips on disseminating it among activity directors and support staff. 2

Why a Policy and Procedures Manual Purpose: Communicate federal, state and university policy. Communicate federal and university procedures. 3

Benefits: Provide a quick-reference guide for addressing policy. Aid in maintaining internal controls. Set standards and guidelines for effective management. Ensure consistency in how business is conducted. Why Policy and Procedures Manual 4

Benefits: Orient new Title III directors and employees about their purpose, job standards and expectations. Set a positive direction for the program. Help avoid conflict and the potential for misunderstanding. Why Policy and Procedures Manual 5

What is good policy? Good Policy: Is in alignment with Title III and University regulations. Reflects university’s mission, goals, and values. Is not opinion, but based on fact. 6

Who Should be Involved? Title III Administration Finance and Business  Procurement  Accounts Payable  Grants and Contracts Accounting Provost Office or Academic Affairs 7

Steps to Develop Policy and Procedures Identify issues: Review/identify concerns. Ask “Do we have a policy about…? Then, “Do we need a policy about…?” Collect information that will help draft the policy. 8

Steps to Develop Policy and Procedures Draft Policy: Make it as clear as possible. Use plain language, be brief and to the point. Be certain it is in agreement with federal and university regulations. 9

Steps to Develop Policy and Procedures Implement: Communicate policy to all Title III Activity Directors and Support Staff. Enforce. 10

What is in NSU’s Policy and Procedures Manual Table of Contents Organizational Chart Title III Legislation NSU Title III Personnel Telephone Numbers of Title III Personnel and Administrators( i.e. Dir. of Procurement, Accounts Payable Grants Office, HR etc..) NSU Title III Office Roles and Expectations Responsibilities of NSU Title III Activity Directors 11

What is in NSU’s Policy and Procedures Manual FISCAL MANAGEMENT Personnel  Hiring of Personnel  Reports of Time and Effort of Employees Faculty Compensation  Salary Rates for Academic Year  Salary Rates for Periods Outside the Academic Year Reports of Release Time of University Employees 12

What is in NSU’s Policy and Procedures Manual Travel Workshop Evaluation Programmatic Changes and Budget Revisions Entertainment Expenses Procurement Policies Monitoring by the Title III Office Recordkeeping and Retention Annual Performance Report Obligation of Funds During the Grant Period 13

Review and evaluate: Review regularly for policy/procedure relevance. Does everyone understand the policy/procedure as written? Is it working? Update as new policy/procedure is approved or a change occurs. Provide all policy and procedures manual holders with updates. Steps to Maintain Policy and Procedures 14

Ti Designate one person responsible for keeping the manual current. Use a three-ring binder. Devote one page per policy. Read and know the information in your Title III Policy and Procedures Manual. 15

Methods of Disseminating Policy and Procedures Manual Electronic (i.e. website, ) CD Paper 16

Reference Source 17