Controller's Unit Policy Program

Printable Version

Process Map

Submitting Request

Any individual who identifies a need for a new or revised policy, should submit a POLICY REQUEST (link at top of Policy Program website).

• Enter First & Last Name
• Enter Email Address
• Select Type of Request
  • Policy Change: Including need for new policy, full or minor revision of current policy or simple a edit to current policy (see guideline for Process Categories).
  • Policy Inquiry: When unclear how to apply a current policy, please check Frequently Asked Questions (FAQs) on the Policy Program website or contact the Policy Steward listed on the policy (see guideline for Policy Interpretations).
  • ​​​​FAQ Clarification or Inquiry: Including need for further information about or revision to a current FAQ or a possible new FAQ.
  • Other Clarification or Inquiry: Including questions about the policy program, website, policy manual, definitions and other resources.
• Provide Detail
  • Reason for change, clarification, inquiry or other specific need.
  • Include policy number/title if possible.
• Click on “Submit” Button

processing Request

The Fiscal Policy Officer will monitor and manage all Policy Requests.

• Receiving: When a policy request is submitted, an automated email is sent to fiscal.policy@oregonstate.edu. The Fiscal Policy Officer opens the form to review information and process as necessary.
• ​​​​Responding: Fiscal Policy Officer evaluates the request and responds appropriately.
  • The Submitter is sent an email to confirm receipt of request and action(s) to be taken.
  • The Policy Steward/Delegate is contacted to gather more information, evaluate need and determine action(s).
• Documenting: Fiscal Policy Officer updates Metrics file.
  • Enter date received for specific policy to INTAKE column on METRICS tab.
  • Enter request info to new row on REQUESTS tab (columns A-F).
  • Update Action, Date Resolved & Days to Completion on REQUESTS tab (columns G-I).
  • Update MONTHLY REPORT as of the end of each month – To be reported to Controller and Leadership Team.

coordinating actions

The Fiscal Policy Officer will work with the Policy Steward/Delegate to resolve and respond to any recommendations or inquiries, identify individuals/units that will be affected and determine any financial or operational impact.

• New Policy: Notify Controller and Leadership Team (keep informed throughout process), identify Policy Steward, develop policy, engage stakeholders and policy committee, approve final policy, post to policy manual and communicate to university.
• Full Revision of Current Policy: Notify Controller and Leadership Team (keep informed throughout process), work with Policy Steward to update policy, engage stakeholders and policy committee, approve final policy, post to policy manual and communicate to university.
• Minor Revision of Current Policy: Update policy, post to policy manual, notify Controller and Leadership Team and communicate to university.
• Edit to Current Policy: Update policy, post to policy manual and communicate to university.
• Policy Inquiry: When unclear how to apply a current policy, please check Frequently Asked Questions (FAQs) on the Policy Program website or contact the Policy Steward listed on the policy (see guideline for Policy Interpretations).
• FAQ Clarification or Inquiry: Including need for further information about or revision to a current FAQ or a possible new FAQ.
• Other Clarification or Inquiry: Including questions about the policy program, website, policy manual, definitions and other resources.

considerations

• Are there any regulations or legislation that relate to, govern or require the policy?

• Are there any related policies that may interact or conflict with the policy?
• Are there any risks mitigated, affected or created by the policy?
• Does the policy accurately state current practice?
• Can this policy be integrated with or addressed by another policy?
• Is terminology, links and references current and accurate?
• Is it clear to whom the policy applies?
• Internal administrative procedures of units that own or have responsibilities defined by the policy should generally not be part of the policy document. However, policy may include standard process guidelines required by all users.
• Consult the Office of University Compliance for any new or revised fiscal policy or rule with potential policy conflicts, and the Office of General Counsel for any new or revised fiscal policy or rule with potential legal issues.