2.1 All policies will be inventoried on the University's Compliance website (listed as "Compliance Inventory") under the area specified by the policy. The system will remain paperless and University employees will be notified via email when polices are issued, revised or eliminated. Supervisors will be expected to meet with their employees when such notification is issued and ensure that all employees are made aware of changes. Employees will annually be required to acknowledge that they have viewed the website, specific policies, and any new or revised policies.
2.2 Policies will adhere to the prescribed format with "1.0 PURPOSE," "2.0 POLICY," "3.0 AUTHORIZATION," and "4.0 ATTACHMENTS." All policies will contain a Policy Name, Date Approved, Date to be Reviewed, Date Revised, Approved By, Reviewed By, and Revision Number.
2.3 All policies must be approved in writing by the President of the University, his designee, or the Board of Trustees. The official, signed, copy of each policy will be retained in an area designated by the Compliance Coordinator. All subsequent revisions must be similarly approved and approved versions of the policies will also be retained in the same location.
2.4 All policies will be reviewed within +/- three month of the specified Date to be Reviewed.
2.5 Any employee can suggest that a policy be reviewed, revised or eliminated by initiating a request through their supervisor or to the Compliance Coordinator. Once reviewed, the Compliance Coordinator will communicate back to the employee any conclusions regarding the policy revision.
2.6 Whenever a policy is revised, all changes in language and any additions to the policy will be highlighted in gray; language deletions will simply be noted by the department responsible for the policy. At the end of each fiscal year, the Compliance Committee will publish a "wrap-up" listing all policy changes, additions, and deletions that were approved during the prior twelve months.
2.7 All polices that appear on the University's official Compliance website will be considered "current"; polices that are eliminated or revised will be identified as such in the permanent file. In the event the website is down and an employee has a concern, the employee can contact the Compliance Coordinator and review a hard-copy of any current policy.
2.8 Any issues with interpretation will be communicated directly to the Compliance Coordinator.