ESTABLISHING POLICIES, PROCEDURES AND DIRECTIVES

When establishing a policy, procedure, and directive, the following terms will be utilized:

Terms and Conditions:

Division/Office Designee ? each division/office shall have a representative to ensure the policy manual is distributed accordingly

A Policy of the department affects all employees or a group of employees that may be utilized by all divisions/offices.

A Procedure instructs how to implement and/or comply with state directive, executive order, or departmental policy.

A Directive is made by the Appointing Authority to direct or guide segments of the department toward an action or goal.

TEMPLATES/FORMATTING

The policy, procedure and directive template can be found at the following website: http://www.ohiodnr.com/hr/policies/default.htm .

The following format should be followed when creating new policies, procedures or directives:

• Use Microsoft Word "Arial” font, size 12
• Replace the title on the template with the appropriate title, using the word “policy” or “procedure” at the end of the title; Directives contain a “To,” “From,” and “Subject” notation in the title area
• The tables below the title contain the effective date, purpose, authority, reference, and resource information
• Begin typing the actual policy where the template denotes “directive text”
• Do not use special formatting, such as tabs, spaces, etc, as this text will be converted to html text; if necessary, use tables
• Forward the completed document via email to the Office of Human Resources, Policy Coordinator at policy.coordinator@dnr.state.oh.us who will coordinate the departmental review process.

When making changes to an existing policy, procedure or directive, please track those changes in Microsoft Word, before your submission to the policy coordinator.  The “tracking” option in Microsoft Word can be found under the tools menu, in which you would select “highlight changes.”  If you do not have a current copy of the document in Microsoft Word, please contact the Policy Coordinator at policy.coordinator@dnr.state.oh.us.

DEPARTMENTAL REVIEW PROCESS

Prior to a policy being reviewed or implemented, the following process shall be followed:

• Upon receiving the draft policy, the Policy Coordinator insures proper format.
• The Policy Coordinator forwards the policy via e-mail to the Personnel Administrator, Labor Relations Administrator, and the OHR Chief for initial review.
• Once in the formal review process, the Policy Coordinator routes the policy to the division/office Chiefs, personnel contacts, chief legal counsel, Deputy Directors,  Assistant Director, OCSEA chapter president, OCSEA assembly president and the FOP representative. Comments are returned to the Policy Coordinator within two weeks of receipt via e-mail.
• The Policy Coordinator will summarize the comments and forward to the resource person for review and consideration. The resource person revises the policy and/or responds to the comments.
• The resource person will submit the final draft policy to the Policy Coordinator via e-mail.
• Once all comments have been addressed, the policy is forwarded to the Director for final approval.  After Director approval, the policy coordinator will add the effective date and place the policy on the Office of Human Resources website located at http://www.ohiodnr.com/hr/policies/default.htm.

DISTRIBUTION PROCESS

It is imperative that all employees are aware of all established policies, procedures, and directives. It is each division/office Chief’s responsibility to ensure the division/office designee adheres to this distribution process.  Once newly created or updated policies, procedures, and directives are approved, each division/office designee will be e-mailed.  These documents will also be available on the ODNR Website http://www.ohiodnr.com/hr/policies/default.htm

Each division/office designee is responsible for appointment types: FTP, PTP, ETI, ETR , Intermittent, and Temporary.

1. Ensuring full-time, part-time, and temporary employees receive notification of new and/or updated policies, procedures and directives.  Notification can be either hard copies or instructions on how to access the information on-line.
2. Ensuring newly hired employees receive a hard copy or are instructed on how to view the policies, procedures and directives on-line within 30 days of their start date.  Note:  Selected policies require an initial after acknowledgement of that particular policy.  Click here to view the New Employee Acknowledgement form.
3. Ensuring hard copies are placed in the division/office policy manual
4. Ensuring hard copies are distributed to employees without computer access

IMPLEMENTATION

The employees supervisor shall implement, monitor and ensure adherence to new and/or updated policies, procedures, and directives.

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