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Administered by the Blog Committee, Policy Matters posts are written by members on a variety of topics. From think pieces to how-to's, editorials to news round-ups, there is something for every policy administrator. Interested in contributing a post? Let us know by emailing admin@acupa.org.

 

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Organizing a Policy Catalog

Posted By Jessica Teets CCEP, Purdue University, Monday, October 26, 2020
Updated: Monday, September 27, 2021

How a Numbering Scheme Works Behind the Scenes

The views expressed in this post are solely those of the author and do not represent the views of ACUPA or Purdue University.

Does your institution number its policies? Do you sometimes wonder why? I had the opportunity early on in my policy administrator role to get rid of our policy numbers. Upon further examination, I chose not to. Here’s why.

Purdue University’s catalog contains approximately 120 policies and standards. This number may seem big or small, depending on your perspective. Either way, the number is large enough to me to warrant an effective numbering scheme.

Our policy numbers have three components: volume (Roman numeral), chapter (letter), and number. For example, our policy on policies is number V.C.1. Volume five, chapter C in that volume, and the first policy in that chapter. If you’re curious to know more, visit our policy website for a full description of the numbering scheme. I have heard the criticism that nobody should be expected to remember a policy’s number, and, indeed, I definitely do not know the numbers of individual policies. However, I do use the numbers in two very important ways.

First, I use the number in the name of the page that the policy is posted to on our website. So, the URL for our policy on policies ends with vc1. The URL becomes a static address that can be updated with new versions of the policy whenever it needs to be changed. This means that any other page or website that is linking to that policy will always have a functioning link. If the policy is withdrawn or superseded, we remove the text of the policy and put a note referring visitors to the policy archive and/or to the new policy, so the link is still useful—no 404 error codes.

The second way that I use policy numbers is tracking. On occasion, policy titles change. We add a word, take a word away, or completely rename it for one reason or another. The number of the policy does not change, so I can still find it on my master policy list in the same place, and I can note the previous title for reference. My master policy list tracks the dates of every version of a policy and whether that policy superseded or was superseded by another policy. For this purpose, it is much simpler to refer to policies by their numbers, rather than titles. The second part of policy tracking is finding prior versions of a policy in our archives. I just search by the policy number, and all the incarnations of that policy come back in the search results.

If you are on the fence about numbering your policies, I strongly encourage you to do so. It has made several aspects of my job easier over the years.

Tags:  Jessica Teets  numbering  organizational theory  Policy Administration  policy library 

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Defining Career Success

Posted By Jessica Teets CCEP, Purdue University, Monday, February 3, 2020
Updated: Monday, September 27, 2021

What success says about you

The views expressed in this post are solely those of the author and do not represent the views of ACUPA or Purdue University.

At the end of your career, when you look back on it, what must have been present for you to feel as though you were successful? This is a job interview question I have asked various candidates over the years. I think the answer can be very telling of the person’s values and work ethic.

A common theme among the answers I hear is a feeling that they have made a difference. In my experience working in higher education for a dozen or so years, this theme tends to be common among anyone who works at a college or university—from faculty and administrators to groundskeepers and food service workers. It takes the efforts of everyone working on a campus to help our students succeed. Some jobs may have more direct contact with students, but other jobs, like policy administrators, work behind the scenes to keep the infrastructure in place. In doing so, we contribute to student success as well.

I’ll be honest, when I first applied for a job at Purdue University, I wanted to work here because I saw it as a stable employer with good benefits. I was looking to get away from both a job and an employer that were headed in a direction I did not want to go. The job I took at Purdue was more in line with my career goals, so I took a cut in pay to do work that was better suited to me. Shortly after I started at Purdue, the Great Recession hit, and my theory of employer stability was tested. Nevertheless, the benefits have remained good and I found an added benefit of working somewhere that values many of the same things I value: continuous learning, integrity, and honesty.

I still have a while to go before I get to the end of my career, but if I were asked the question about what will make me feel successful, I think I would say having good relationships with colleagues and coworkers. I cannot do my job without encouraging others to work with me. And I don’t want to be the person that everyone dreads hearing from. So, I have to invest in building relationships that sustain me each time I come knocking with a request to draft, review, or communicate something. When I am met with a smile and leave with a thank you, I know I have done something right.

Tags:  Jessica Teets  success  values 

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Betting on College Sports

Posted By Jessica Teets CCEP, Purdue University, Monday, November 18, 2019
Updated: Monday, September 27, 2021

Is it Legal in Your State, Too?

The views expressed in this post are solely those of the author and do not represent the views of ACUPA or Purdue University.

As of September 1, it is legal to place bets on sports, including NCAA Division I sports, in Indiana, where I live. Billboards, TV ads, and online ads entice gamblers to join in the fun at a casino or to place a bet on a smartphone app. This flurry of excitement for sports betting comes as a result of the U.S. Supreme Court’s decision last year to strike down a federal law from 1992 that banned states from legalizing sports betting. Only four states—Delaware, Montana, Nevada, and Oregon—that already had legal betting on their books were exempt from the Professional and Amateur Sports Protection Act of 1992.

Indiana is not alone. Since the ruling, 15 states have legalized sports betting in some form or another (for a total of 19 states). The Action Network provides a tracker for all 50 states, if you are curious to see where each state stands on the issue.

What does this have to do with higher education policy? Well, Purdue University has NCAA Division I sports teams. And while the NCAA already prohibits student-athletes, athletics department staff, and conference office staff from engaging in sports betting, our board of trustees saw the potential for conflicts of interest if members of our university community who are not covered by the NCAA’s rule decided to use inside information for personal gain or to influence a game. This concern was shared by members of our faculty senate. So, Purdue’s board resolved to prohibit all faculty, staff, students, and independent contractors of the university from placing, accepting, or soliciting sports bets on any Purdue team, student-athlete, coach, statistical occurrence, contest, or event.

My job, in anticipation of the board’s resolution, was to research and draft a policy that could pass as soon as the board took action. In September, my University Policy Committee (UPC) saw a confidential draft of the policy and was asked to comment on it. The committee members weren’t too surprised by the draft, because the day before I sent it out, a press release went out that was picked up by local, state, and, eventually, national news. That draft was also shared with our Executive Policy Review Group (EPRG) in September. As soon as the board passed its resolution on October 10, I updated a few things in the policy, with help from legal counsel, and sent the draft back out to the UPC—this time asking committee members to share with their colleagues. They had only two days to send back comments to me so the EPRG could vote on it electronically and I could make it effective on October 18, the Friday before the next football game. It was a whirlwind month and a half, but it all seems to have worked out, and the focus now is on education.

The most common question we have received is how the policy will be enforced. Are we going to have undercover employees hang out at casinos looking for offenders? Are we going to expel a student for placing a five-dollar bet? The answer is that we will enforce it as we do any other policy that speaks to our values, ethics, and integrity, by weighing the facts and making decisions on a case-by-case basis.

Have you had to address this issue at your institution? If so, what choices did you make about the scope and breadth of the policy? If you’re curious to see what Purdue did, feel free to view the policy online.

Tags:  athletics  gambling  Jessica Teets  policy development  wagering 

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