We have an exciting new development in the way Drake will post and share University policies. Drake will soon have a new and enhanced online Policy Library. The new site will make it much easier to find University policies and to ensure that we all have access to the most current version of our policies. You will find below additional information about the Policy Library and its implementation.

What is the Policy Library? 

The Policy Library will house the most current version of these policies in one location. Policies in the Policy Library are the current official statements of University policy across Drake University. The University policies included in the Policy Library have broad impact and their applicability is not limited to a single institutional unit. These university-level policies have been approved by the University President and/or the Board of Trustees when applicable.

How will the Policy Library Work?

Rather than restating policies in multiple locations, our websites, manuals, or documents should provide links or references to the policies in the Policy Library to avoid redundant, inconsistent, or outdated policy statements. Statements of University policy not published or linked through the Policy Library will no longer be official as they may not reflect recent changes. In addition, by connecting to a static web address rather than an Adobe PDF document, we will reduce the risk of outdated policies or dysfunctional links if a PDF document has been changed.

Part of the process will also involve reviewing and updating current policies for formatting and content to make sure they reflect current University statements.  Policy owners should contact Andrea McDonough to set up a schedule for regular policy review.  In addition, all future revisions or adoptions of policy will be implemented according to the Policy Development, Approval and Communication policy so that the policy can be included in the Policy Library.

What about current policies?

The University has communicated with the owners of existing policies to discuss what policies will be moved into the Policy Library. We are in the process of importing (not changing) all University policies into the Policy Library, which will be the only location to find the policy. Rather than posting this policy in various locations, manual, or webpages, all references to your policy will direct the user to the Policy Library.

The policy will still belong to the same office, but it will now be stored and shared through the Policy Library to ensure that we are using the most current version of the policy. Any edits or changes you choose to make will be posted through the Policy Library. The University is simply changing the location of the policies, but is not revising the policies themselves.

What will happen to the current university-wide policies webpage?

When the new Policy Library goes live in April, the former university-wide policies webpage will go dormant to avoid confusion.

Why is the Policy Library necessary?

Currently, University policies are posted in multiple locations. With the current method of sharing and publishing policies, the reality is that outdated versions of the policies continue to exist even after revisions or updates have been made. This causes confusion among our students, prospective students, faculty, staff, and others when we can’t easily decide where the current policy resides. In addition, with the current method of connecting to PDF documents it is common to encounter a dysfunctional link if the PDF document has changed – connecting to a static web address will eliminate that problem.

What will the Policy Library look like?

Drake University policies are organized in eight broad categories, and each has subcategories that will help you find the proper policy. Policies also may be cross-linked if they affect more than one constituent group or subject-matter on campus. Eventually there will be a search function as well.

• Academics
• Administration & Operations
• Financial
• Human Resources
• Information & Technology
• Safety, Health & Security
• Student Life
• Governance

What about our College or Unit policies?

The Policy Library contains University policies only. Colleges, departments, and other University units may have additional policies specific to them and for which they are responsible for maintenance and communication. Academic, student, departmental or unit policies must not conflict with University policies; however, they may be more restrictive. Unit policies are adopted in accordance with unit procedures by a dean, director, or chair, as applicable.

Will the Policy Library include guidelines or procedures?

Consistent with the Policy Development, Approval and Communication policy, policies in the Policy Library do not include guidance such as process, procedures, practice, and supplemental information. However, links are provided from policies to such guidance. Guidance may tend to be revised more frequently than policies, and is sometimes considered to be more discretionary than policies.

How does the Policy Library impact the new Policy Development, Approval and Communication policy?

When policies are revised or new policies are created, they will be posted for comment in the Policy Library, consistent with the Policy Development, Approval and Communication policy. In addition, the Policy Library will include a Policy Development Plan to help guide the process.

Whom can I contact with questions?

Venessa Macro, Andrea McDonough, and Katie Overberg serve as the Policy Administrators for Drake University.

Comments about current policies or initial questions about the process for adopting a policy should be directed to:

Andrea McDonough
Senior Administrative Services Specialist
307 Old Main
2507 University Ave
Des Moines, IA 50311-4516
andrea.mcdonough@drake.edu
515-271-3710

Questions about approval of policies should be directed to:

Venessa Macro
Chief Administration Officer
Old Main
2507 University Ave
Des Moines, IA 50311-4516
venessa.macro@drake.edu
515-271-3962

Katie Overberg
Title IX Coordinator/Equity and Inclusion Policy Specialist
Old Main
2507 University Ave
Des Moines, IA 50311-4516
kathryn.overberg@drake.edu
515-271-2982

—Venessa Macro, Andrea McDonough, Katie Overberg