Terms and Definitions

Approval Authority: senior administrator or governing body whose approval is required to adopt or revise a university-wide policy. Approval Authorities may include the President, Executive Vice President, relevant Vice President, or other designated administrator determined by the scope and impact of the policy.

Bylaws: rules and regulations enacted by a board, organization, unit, or department to provide a framework for its operation and management.

Guidelines: Non-binding recommendations published with the intent of encouraging faculty, staff, or students to take a particular course of action.

Handbook: A reference document (sometimes called a "Manual") that provides information about how to implement, interpret, and comply with a policy.

Major revisions: update that affects a policy’s intent, scope or procedures and must go through significant steps for review and approval. Examples of changes that would lead to designation as a “major” revision are:

• Modifying or adding to the initial policy intent, objectives, or requirements.
• Changing ownership of the policy.
• Changing implementation procedures that will require significant adjustment for community members outside the Responsible Office to comply with the policy.
• Reflecting a significant change to related Federal, State, or local law.

If it is determined to be a major revision, the revision must go through the same process as a new policy.

Minor revisions: update that does not affect a policy’s intent, scope, or procedures. Examples of changes that may lead to designation as a “minor” revision are:

• Adding definitions or clarifications to increase understanding of the terms of the policy.
• Replacing or editing outdated hyperlinks, names, or titles.
• Rearranging information for clarity or organization.
• Making corrections such as punctuation or spelling.
• Adding Frequently Asked Questions.
• Changing implementation procedures that will not require significant adjustment for community members outside of the Responsible Office to comply with the policy.

MSU Board of Trustees Policies: established policies enacted to ensure the principles stated in the preamble of the Board of Trustees (BOT) bylaws are effective and to fulfill the mission of the university. The BOT policies set forth the Board's position on issues that are vital to the university. Although Board policy is reprinted and interpreted in several official university publications, the statements of these policies herein, in the event of any conflict or questions, are authoritative and controlling. They may be amended only by formal Board of Trustees action. The Board delegates to the president the authority to implement and interpret these policies and, to do so, authorizes him or her to promulgate further university policies that are consistent with the policies of the Board of Trustees.

MSU Policy Library Advisory Committee: standing university committee whose role is to:

• Advise the MSU community about policy development and implementation.
• Assist as needed in designating the Responsible Office for approved policies.
• Support the policy development process.
• Aid in determining the Approval Authority to adopt and revise university policies.

The Committee is chaired by the Office of Audit, Risk and Compliance (OARC) Institutional Ethics and Compliance Assistant Director and includes representatives from various university units and departments. The President, Executive Vice President, or relevant Vice President may designate one or more stakeholders to participate in the Committee’s work, including MSU employees and student representatives. The Committee conducts its work in consultation with other offices, as appropriate.

Office of Audit, Risk and Compliance (OARC) Policy Coordinator: an administrator in MSU’s OARC office whose responsibilities include: assisting the MSU Policy Library Advisory Committee, working with the Committee to review policies, addressing questions from the University community regarding policy development and implementation, archiving retired policies, maintaining the University Policies website, and otherwise assisting with managing the development and review of university policies.

Policy: written statement of standards that governs the actions of members of the university community (e.g., employees, students, volunteers, vendors, and visitors, as applicable).

Policy statement: concise statement on the purpose of the policy. This section may include a values statement and/or describe any legal or regulatory requirements the policy addresses.

Policy template: standard format that all university-wide policies must follow. It includes a policy title; policy statement and scope of the policy; any applicable definitions and exclusions; any applicable procedures; information on violations and enforcement; names of responsible offices and roles; the approval authority; the last and next review date; policy history and any related information and attachments.

Procedures: the actions that outline and explain how a policy is to be implemented and the steps necessary to comply with the policy.

Responsible Executive: university leader who is accountable for a specific policy. Responsible Executive may include the President, Executive Vice President, relevant Vice President, or other designated administrator to whom authority has been delegated. The Responsible Executive will designate a Responsible Officer for each specified policy.

Responsible Office: university department, unit, college, or office accountable for specific policy (including implementation, accuracy, routine review, and revision).

Responsible Officer: person from the responsible office who is responsible for developing, advising or updating a specific policy for a department, unit, college, or office and person to whom specific policy questions may be directed.

Unit-level policy: policy that applies only to a specific unit within the university (e.g., college, department, office). Unit level policies are developed, updated, and administered by the issuing unit. Unit-level policies must be consistent with relevant laws and regulations, as well as bylaws, ordinances, and policies established by the Board of Trustees and university-wide policies.

University-wide policy: policy that has broad applicability and must be followed throughout the University. University-wide policies promote the university’s mission and commitment to diversity, equity, and inclusion (DEI); enhance operational effectiveness; communicate official expectations relating to conduct, rights, and obligations; or mandate actions or constraints. University-wide policies must be consistent with relevant laws and regulations, as well as bylaws, ordinances, and policies established by the Board of Trustees.