loDISTRIBUTION: B

NEXT REVIEW DATE: July, 1996

POSITION RESPONSIBLE FOR REVIEW: Deputy to the AVP

 

PURPOSE: To establish a policy and procedures for issuing FMS Services Bulletins

BACKGROUND: FMS publishes such documents as its Quick Reference Guide that define the services, responsibilities and policies that guide the activities of its functional organizations. Each year, some of this information, particularly that involving individuals and their responsibilities, changes before the published document is scheduled to be revised and reissued. Frequently, too, the campus community needs more detailed information about aspects of FMS policies, responsibilities, or activities, particularly again when changes occur before the scheduled revision of a published document. FMS may communicate this information by issuing dated, serial numbered Services Bulletins, without waiting for the scheduled revision of a standard publication.

POLICY: It is FMS policy to announce, in a timely, organized way, each policy, procedure, responsibility, or planning decision or change that has new and significant consequences for all, or a clearly definable portion, of the campus community.

PROCEDURES:

1. Directors who initiate or change a policy, procedure, responsibility or plan that affects the organizations they lead, with a significant effect on the entire campus community, or on a clearly definable portion of the campus, draft documents describing the change and/or its intended result. The director drafting the document gives careful consideration to the amount of information, and to the amount of time, available to the audience for whom the communication is intended. Examples of such events or changes are as follows:

1.1. A new appointment to a position listed in the FMS Quick Reference Guide.

1.2. New cost recovery rates per hour for crafts workers and professional staff services.

2. The director presents the proposed draft to the deputy to review and edit its format and writing style, and to assign the number that comes next in sequence in the current service bulletin index to the final version of each services bulletin.

3. The director and the deputy consider the kind of information, the timing of the event compared to its announcement, and the people or organizations affected by the subject event, to determine the distribution of the proposed bulletin.

4. The deputy confers with the director about any reviews that may have been conducted on the substance of the bulletin, and makes proposals to the director about additional consideration of the content, if appropriate, prior to publishing the bulletin. The director undertakes any further appropriate steps. Thereafter, the director signs the final version and gives it to the deputy.

5. The deputy shall arrange for copying and distribution of the final version of the services bulletin. The costs of copying, addressing, and distribution go to center for the group that initiated the change or is conducting the event leading to the need for the bulletin. For example:

5.1. The group with a new director pays the costs for a services bulletin regarding his or her appointment.

5.2. Business Operations pays the costs of a services bulletin regarding new hourly rates for crafts and professional staff services.

RESPONSIBILITIES:

1. The director of the group that originates the need for a service bulletin is responsible for preparing and reviewing the draft with all appropriate people, and for signing the final version.

2. The deputy is responsible for reviewing and editing the draft, for consulting with the director who is preparing the draft, for maintaining, and assigning numbers to the final versions, from an index of current services bulletins, for copying, addressing and distributing services bulletins once they are signed, and for charging the resulting expenses to the proper center.

 

REFERENCES:

1. FMS Directive No. 624, Service Interruption Notices

CANCELLATIONS: None

 

SIGNATURE:

 

 

Oscar H. Mayer

Deputy to the AVP

ATTACHMENTS: None