Creating Policies, Rules, or Regulations (PRRs) in the NCCU PRR app is a fairly easy process. Typically, Web Services receives this content via a ticket from Legal Affairs. Note: We cannot add, update, or delete any policies without explicit approval from Legal Affairs. If you receive a ticket from a different area requesting a change to a PRR, please reach out to Legal Affairs for review and approval.
The page available at the following URL displays the list of PRRs. It is sorted by number:
https://www.nccu.edu/policies/list
The left side of the page displays search filters. We can search by Keywords, Document Type, or Category Type. The list displays only published versions of the PRR.
How to Add Policies
The first step is to log in to the website. Click on the link to log in: https://www.nccu.edu/user/login
Enter your NCCU.edu username and password. Note: These credentials are different than your regular NCCU SSO login. If you have forgotten your password, you can request a password reset using the following (replace “USERNAME”): https://www.nccu.edu/user/password?name=USERNAME. If you do not know your username or need an account created, please reach out to Kat Farley or put in a Web Services Help Desk ticket.
Once logged in, follow the steps below.
To add PRR in the app, click on the link “Add PRR."
If you click on the link, the following page will open: https://www.nccu.edu/policies/add.
Enter the title of the PRR from the document provided.
Select the type of the document (Policy, Regulation, or Rule). This should be listed in the document provided with abbreviations such as POL (Policy), REG (Regulation), or RULE (Rule).
Choose the Functional Category of the Policy. The numbering of the policies corresponds to the functional category and the sub category you choose. Sometimes policies from the document don't provide the information for the functional category and subcategory, so you need to select categories according to the number given.
The numbers for the functional categories are as follows:
- '01' => 'Governance & Administration',
- '10' => 'Academic Affairs',
- '20' => 'Institutional Advancement',
- '30' => 'Business and Finance',
- '40' => 'Student Affairs',
- '50' => 'Research and Sponsored Programs',
- '60' => 'Athletics',
- '70' => 'Information Technology',
- '80' => 'Human Resources'
The corresponding subcategories for Functional Category number are as follows:
Subcategories for Functional Category '01':
- '01' => 'Board of Trustees',
- '02' => 'Board of Trustees of the NCCU Foundation',
- '03' => 'Delegation of Authority',
- '04' => 'Governance - General',
- '05' => 'Honorary Degrees, Awards & Distinction',
Subcategories for Functional Category '10':
- '01' => 'Degree eligibility for undergraduate and graduate students',
- '02' => 'Undergraduate and graduate admissions to the University',
- '03' => 'Scholarships and other forms of financial aid excluding graduate assistantships and fellowships',
- '04' => 'Academic registration and records',
- '05' => 'Academic standards and curricula matters for undergraduate and graduate students',
- '06' => 'Faculty appointments, reappointments, promotion, tenure, leaves of absence, phased retirement, and retirement/re-employment agreements',
- '07' => 'Faculty ranks and titles',
- '08' => 'International programs',
- '09' => 'Distance education and learning technologies',
- '10' => 'Libraries',
- '11' => 'Graduate assistantships and fellowships',
- '12' => 'Personnel procedures relating to postdoctoral scholar appointments',
- '13' => 'Appointment of graduate faculty, including ranks and titles',
- '14' => 'Graduate students and services',
- '15' => 'State residency appeals',
- '16' => 'Student grievances',
Subcategories for Functional Category '30':
- '01' => 'Campus Enterprises',
- '02' => 'Budget Office',
- '03' => 'Campus Safety',
- '04' => 'Comptroller\'s Office',
- '05' => 'Facilities Management',
- '06' => 'Purchasing',
- '07' => 'Environmental Health & Safety',
Subcategories for Functional Category '40':
- '01' => 'Campus Recreation',
- '02' => 'Career Services',
- '03' => 'Dean of Students',
- '04' => 'LGBTA Resource Center',
- '05' => 'Media and Marketing',
- '06' => 'Men\'s Achievement Center',
- '07' => 'New Student Services',
- '08' => 'Residential Life',
- '09' => 'Spiritual Development and Dialogue',
- '10' => 'Student Disability Services',
- '11' => 'Student Engagement and Leadership',
- '12' => 'Student Health and Counseling Services',
- '13' => 'Student Conduct and Community Standards',
- '14' => 'Transportation',
- '15' => 'Women\'s Center',
Subcategories for Functional Category '50':
- '01' => 'Research Compliance and Technology Transfer',
- '02' => 'Animal Resources Complex',
- '03' => 'Sponsored Research',
- '04' => 'BBRI',
- '05' => 'BRITE',
Subcategories for Functional Category '80':
- '01' => 'HR Administration',
- '02' => 'Benefits Programs & Plans',
- '03' => 'Classification and Compensation',
- '04' => 'Equal Employment Opportunity',
- '05' => 'Employee Relations',
- '06' => 'Employment',
- '07' => 'Policy, Regulation, Rule',
- '08' => 'Salary Administration',
- '09' => 'Training and Development',
Thus, if a policy document is submitted with the number 30.01.10, it should have a Functional Category of "Business and Finance" and a sub-category of "Campus Enterprises."
After selecting the functional category and sub category, you can select the responsible office (listed in document provided).
Enter the history of the PRR (this content is within the document provided).
Enter Related Links (listed at top of document provided). Note: Make sure you put all links in a bulleted list. Remove extra spacing.
Enter Contact Information (again, this should be listed in the document provided).
Enter the PRR Description. The PRR "description" is the actual policy text. Copy all of the policy content from the document into this field. Note: You may need to adjust formatting sometimes to create a consistent look.
The "Create a New Revision Checkbox" will always be selected. It will create revisions whenever we make any changes to the policies.
Revision Log Message: Be sure to enter a log message with the changes you made to the policies so we can track the changes and we can revert if we need to go back to the previous version anytime.
The current status field displays the status of the policies, whether it is Draft, Editing, Testing, Final Review, or Published.
"Save as" allows you to adjust the workflow status. If you create a policy and it is not ready yet, but you want to preview it, then you can save it as a Draft. In the Editing state, we will do grammar checks on it, and if we find misspellings, we will fix them. In Testing, we will check the broken links on the page and fix them if we find any. In the Final review, we will check the page layout and everything together and publish the policies.
Once a policy has been updated or added and you are ready for it to start the publication workflow, assign to "Editing." It will then be moved through the different stages by the responsible parties of those stages.
The workflow was initially designed to be used by both teams: Legal Affairs and Web Services. At present, Legal Affairs does not choose to enter their own content, so this workflow is primarily managed by Web Services.
All unpublished policies will be listed on the following page (https://www.nccu.edu/policies/development/list). You can access it by clicking the “Unpublished Policies” link.
There are two ways to edit unpublished policies. You can click on the edit button on the right side of the row or you can click on the policy link. If you click on the policy link, it will preview the unpublished policy, where you will have links such as View, Edit, Revision, and Latest Version. You can click on Edit to edit policies.
The Revision link displays all previous versions. We can revert it if needed.
Notifications will be sent out with status change.