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SUNY Policies and Procedures

SUNY University-wide Policies & Procedures library contains University-wide policies, procedures and related forms.  Content is the responsibility of the department listed as "Responsible Office" on the first page of each policy and procedure.

How to create and maintain the SUNY University-wide Policies & Procedures:

Indicate Your Document Number
If you are requesting a new policy or procedure, please be advised that you will be assigned a number for this document.  In the future, please refer to this number when making an inquiry about your document.

Supply the Previous Electronic Version of this Document
If you have a previous electronic version of the policy or procedure, use this to indicate your changes.  Please be advised that the existing format for policies and procedures including the header information will be used.  Therefore, we will not be able to include a custom header.  You must supply any changes to the Category, Responsible Office, Effective Date and Who/What this item applies to.  The choices for these fields are listed in the form supplied to you.

Because we need to accurately track the changes requested of our office, we regret to inform you that paper copies of changes will not be accepted.

Please follow the directions below for obtaining an electronic copy of the policy or procedure:

1. Internet Access:
   1. Open a Web Browser (Internet Explorer or Firefox, etc)
   2. Go to http://www.suny.edu/sunypp, search for the policy or procedure that needs to be modified and open the document up.
   3. Click on the document and it will open in Microsoft Word on your computer.
   4. Save this file locally (to your computer).

 

1. Request an electronic copy from Web Shared Services, if you’re experiencing any issues while trying to obtain an electronic copy from the internet.  Please send this request to Webrequest@sysadm.suny.edu and include the document number and policy name.
   
   

Highlight or Track your Changes in that Same Document
Changes are to be submitted with markings of what, exactly, was changed.
This is preferably done using track changes in Microsoft Word.
If you are not able to use track changes for whatever reason, we ask that you clearly highlight (using a different highlight color or font color) exactly what you have changed.
Please note that the word document is not copied into our system.
We only ask that you use a program such as Word to clearly mark what has been changed.

1. Track Changes
   1. Open the document up within Microsoft Word and turn the "track changes" option on
   2. Choose "Tool" and the "Track Changes"
   3. Start to change the document and save this document when completed

Confirm that Document Has Passed all Editorial & Legal Reviews
You must also confirm that this policy or procedure has already passed legal counsel approval and all final changes from your functional office have been made.

Please remember that your functional office is responsible for the content.

Our office can facilitate the phrasing, formatting and mechanics.

We cannot confirm if the content is legal or correct.  That must be your responsibility.


We cannot upload new policies or procedures unless or until they have passed all legal and editorial review on your side.

Templates for New Policies and New Procedures:

Policy Template: Policy Template

Procedure Template: Procedure Template 

Appendices and Forms
Appendices and forms must be clearly marked as such.

Appendices and forms will be numbered as follows: ####.1, ####.2, etc…
(Where the #### represents the actual main document number, e.g., "1500")

Appendices should be supplied as separate Microsoft Word documents.  Please do not compile them all into one document.  They will be uploaded as distinct documents. Therefore, please supply them as such.

Confirm that the Changes Requested Have Been Made as Per Your Request
Once your requested changes have been made, you will be alerted via email so that you may verify that the changes have been made in accordance with your request.