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A Comprehensive Repository October 22, 2014 Amy E. Smith, The University of Kansas
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The University of Kansas Two main campuses + 7 other sites 28,000+ students 5,342 employees, of which 1,847 are faculty $360+ M total research expenditures Policy Library created in 2008 Policy Office established in 2010
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Overview What does comprehensive mean?How did we get there?How do we maintain?What are the pitfalls?
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Pointers to Board of Regents policies University-wideCampus-specific Unit-specific What does Comprehensive Mean?
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In Our Policy Library 50 contributing units 800 policies and policy- related documents
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Role of the KU Policy Office Consults with policy owner Shepherds policies Maintains the Policy Library Acts as policy resource
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No one knew where to find policies Numerous solutions in place Policies were decentralized How did we get there?
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Solution = Coordination Develop policy repository Mandate from leadership Unit willing to act as model Develop a system
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Mandate from Leadership Support from the top Provost announcement Baseline participation Verbal mandate…
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Unit willing to act as model Familiar with the technology Interested in transparency Envisioned a policy library as helpful Potential benefits became clear
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Moving Beyond First Unit Proactively reached out Went to them Learned about their world and their needs Provided great service
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Development of a System Controlled access Publishing Revising Archiving
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How do we maintain? SystemTools People Process
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User-friendly Ensures consistency Change when outgrow Roadmap Predicable and flexible Confidence
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Within the office Up the chain Constituents People For policy makers For contributors For Policy Library visitors
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What are the pitfalls? Mission creep Role confusion Workload/workflow Tangled web of policies
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Key Points: Secure support from leadership Develop the system Find a champion Be prepared Be helpful
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Questions? ? ? ? ?
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