Developing and Managing Educational Institution Policies

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    20-May-2015
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    Education

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Delivered in half-day workshop for a K-12 international school.

Transcript of Developing and Managing Educational Institution Policies

  • 1. Profile of Training Lead March 20142 13 years of working experiences in training and education. 10 years in consulting. 8 years in writing. Advisor at six companies. Reviewer Panel at three international journals. Have consulted 30+ companies. Have written 300+ manuscripts, articles and pieces in IT space.

2. 1st Session: Understanding Policy 3. Importance of Policy March 20144 Dictate a companys standards and establish its image to the public Outline on how organization conduct their activities Define organization code of conduct Give direction to survive and excel Describe organization rules and regulations 4. Objectives of Policy March 20145 Provide guidelines to employees and management Direct behaviors and solve ethical questions Is a key to employee compliance Outline acceptable behaviors and actions (while procedures describe and define process flows) Policy handbook outlines necessary steps if an employee breaks the rules 5. Few Factors to Consider March 20146 Craft aligned with organization's goals Help employees to aid organizations overall mission Use simple, direct language to adequately convey the company's policies Structure policies to legally protect organization interests Write only policies that conform to local teaching practices Policies for major business processes are inevitable Do not write one set of policies for one department and another for a different department 6. Few Factors to Consider (contd) March 20147 Establish supervision and enforcement of these company policies Write company policies that put in place a clearly defined chain of command Name each authority holder and the extent of his or her authority Explain clearly how this authority is to work and how each employee is to avail himself or herself of it should the need arise 7. Policy Specifications March 20148 Organizational vs Functional/Entity Policy Acquire standardized policy template Include employee behavior, but not limited to: Dress codes Attendance Leave Working hours Holiday allowances To-the-point sentence structure 8. Policy Specifications (contd) March 20149 Include statements that show our commitment to applicable local, national and international laws: New hire Equal employment opportunity Exempt and non-exempt employees Compensation package Social Security Insurance Tax 9. Policy Specifications (contd) March 201410 Discuss mandated benefits such as social security; worker's compensation; unemployment; leave; training and development Outline company policies, such as time-keeping, pay schedule, confidential information, use of mail, phone and e-mail privileges, probation period, performance reviews, and standards of conduct Offer information on benefits, such as holidays, vacation, retirement plans, insurance, leaves of absence Instead of telling employees what they can't do, emphasize what they're expected to do 10. Common Structure of a Policy March 201411 Title: Name it in a meaningful way. Remember our organization will have many policies. Each title needs to clearly define to reader what the policy addresses. Example: Customer Complaints - Documenting Effective Date: Usually the month and year the policy takes effect is sufficient. If it's critical, also enter the day. Example: April 2013 Last Updated: Only applies if this is an update to an existing policy Example: July 2013 Policy Scope: A generic statement including to whom the policy applies. Example: This policy applies to all employees with customer contact. 11. Common Structure of a Policy (contd) March 201412 Reason for Policy: Self-explanatory, isnt it? Example: This policy is required in order to standardize documentation of customer complaints and to ensure proper resolution. Policy Content: Give specifics of the policy. This includes what needs to be done, not how to accomplish it. Example: Each customer complaint, whether verbal or written, shall be brought to the attention of Customer Care Department. Procedure: Give specific instructions on how the policy is to be carried out or accomplished. 12. Common Structure of a Policy (contd) March 201413 Appendixes Attach or link any forms to which Policy and Procedure refer to. Written By: Individual responsible for writing Policy and Procedure. Approved By: Name of Stakeholders Policy Owner: Individual responsible for content of Policy and Procedure. Policy Contact: Include name, telephone number, and email address of department that is the primary contact for questions and assistance. 13. How to Craft and Roll Them Out March 201414 Assess past or present policies Gather latest data, new, or revise policies to be formulated and distributed Consult with Legal and Audit departments as necessary Finalize and publish the policy Communicate to department, functions or entities 14. How to Craft and Roll Them Out (contd) March 201415 Then implementing them If training is required, just DO IT Monitor and evaluate the implementation are mandatory Make changes as necessary Always keep our eyes on the external environment 15. Best Practice for Approval Process March 201416 CEO work with HR execs to craft policies and procedures (organizational policies) OR HR execs work with functional directors/ managers to craft policies and procedures (functional policies) Upon approval then: Combine together within procedure into organization policy manuals (HR) Sign-off (CEO, HR, Functional) Monitor, evaluate, review and update regularly (HR) Keep signed copies of employees' review and acceptance (HR) 16. Accommodating Change Request March 201417 Functional allowed for request for changes Accept or Reject (HR and CEO approval) If yes then revise it (HR) Circulate to Functional and or all employees (HR) Attain and keep the sign-off (HR) 17. 2nd Session: Workshop Delivery: Forum Group Discussion and Group Presentation 18. Identifying Critical Path Based on activities gone through within existing policies and procedures 19. Recommended Action Update or Keep it that way? 20. Existing vs Future Improving or Enhancing Them? 21. Reviewing Existing Policies Selecting a Number of Existing Policies with Highest Priority 22. Defining Ideal Process Aligning with Organizational Goals and Objectives 23. Developing Action Plans Coordinating with All Participants 24. Setting the Timeline Proposing the Schedule and Reaching the Agreement 25. Final Presentation Having One or Two Participants Conducting 26. March 201427