110-04 SHCS Policy and Procedure Development

Category: 
Administration
Subject: 
SHCS Policy and Procedure Development
Policy Number: 
110-04
Effective Date: 
February, 2015
Next Review Date: 
January, 2018
Responsible Manager(s): 
Administrative Services Director
Purpose: 

Provide an established standardization for the development, management and maintenance of Student Health and Counseling Services (SHCS) Policies and Procedures. 

Policy: 

SHCS program policies and procedures are developed to provide clear directives for SHCS employees.  New SHCS program policies and procedures are developed and proposed by management as necessity warrants, e.g., new laws/standards of practice.  All new and existing SHCS Administrative Policies and Procedures are reviewed and approved by the SHCS Executive Committee and documented in the Executive Committee Minutes.  All SHCS Department Manuals are approved by the Program Director.

  1. The Administrative Services Director is responsible for the maintenance and review of SHCS Administrative Policies and Procedures in the electronic SHCS Reference System, https://reference.shcs.ucdavis.edu 
  2. Department managers are responsible for the maintenance and updates of department specific procedural guidelines relevant to their areas. The official, current hard copy manuals are located in their respective departments.
Procedure: 
  1. SHCS Administrative Policies and Procedures
    1. New policies are created on a standard template available in the electronic SHCS Reference System.
    2. New policies are introduced as necessary and revisions to existing policies may be introduced at any time.
    3. The Executive Committee assigns a Responsible Manager(s) for every policy and procedure. Responsibility is determined by the area or department referred to in the policy. 
    4. The Responsible Manager is generally the author of the policy and is responsible for the timely review and/or revision of all policies and procedures assigned to them. Policy review includes collaboration with lead staff within the department(s) affected.
    5. Policies are reviewed every one, two or three years as appropriate per category/subject and approved by the Executive Committee. The electronic SHCS Reference System notifies Responsible Managers via email at 3 intervals; 2 months, 1 month and 2 weeks prior to the policy's next scheduled review date.
  2. SCHC Department Manuals
    1. Departments within SHCS maintain individual manuals containing procedural guidelines specific to their department.
    2. Current procedural guidelines are reviewed and/or revised by department managers as necessary. Department managers, as necessary, develop new procedural guidelines.
    3. The Program Director reviews department manuals as necessary, but minimally every three years.
    4. Department manuals are reviewed and signed off by the specific SHCS Department Head, the Responsible Director, the Medical Director (if required), the Administrative Services Director and the Executive Director aka Program Director.
Originated: 
April, 1998
Supersedes: 
January, 2012