PPM 23-008-1 Policy Dissemination (Procedure) on www.olc.edu

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                                                                              23-008-1    2/24/89

                          POLICY DISSEMINATION (PROCEDURE)

1.   The secretary of Piya Wiconi Okolakiciye will provide the presidentís Office and the 
     Chairperson of Piya Wiconi Okolakiciye with copies of all charges passed on to the 
     standing committees one week after each Piya Wiconi Okolakiciye meeting.

2.   A Master file will be maintained by the President. It shall be a reflection of existing 
     policy and procedure items in the manual. 

     a.   Standing Policies. The Master File will contain all current policy and procedure 
          items in force at any given time. Any additions, revisions or modifications are to 
          be entered according to the code.

     b.   Vacant Code Number. Vacant Code Numbers are those that are not in use, and 
          reserved within the manual. The Master File will permit an on-going log of 
          assigned code numbers so as to avoid dual assignments.
     c.   Proposed Policies and Procedures.  Code Numbers are not to be assigned until 
          a proposal clears all required channels for approval. The Master File is to include 
          all pending policy and procedure items.

3.   A routing slip will accompany all charges, recording each step through the policy 
     approval process.

4.   Upon Board approval, the Presidentís secretary will disseminate copies of all approved 
     policies and procedures to the following: Chairperson, Board of Trustees; Chairperson, 
     Piya Wiconi Okolakiciye; Presidentís Master File; all holders of Policy Manuals; Oglala 
     Lakota College Archives and the editor of the Tabloka Oko Wanji. This will be done one 
     week after Board approval.

Description of Copies.

1.   Presidentís Master File. See above number 2.

2.   Board Chairpersonís copy. The Piya Wiconi Okolakiciye Chairperson shall be 
     responsible for maintaining a current copy of the manual for his/her reference and for the 
     enlightment of Board of Trustees members.

3.   Piya Wiconi Okolakiciye Chairperson. The Piya Wiconi Okolakiciye Chairperson shall be 
     responsible for maintaining a current copy of the manual for his/her use as well as other 
     members of the Okolakiciye.

4.   Archives Copy. The Archivist will maintain a current copy of the manual. In September of 
     each year, the archivist will supervise the production of a microfiche copy of the manual. 
     Any staff member who needs a microfiche copy for personal use may request one from 
     the Archives.

Recording Changes.

Each administrative component listed above is responsible for maintaining the 
respective manual category. Any changes are to be duly recorded when a change 
occurs. This is to be accomplished in the following ways:

1.   Each item has a section at the end of the copy to show if a cross-reference identification 
     data has been used. At the top of each page are boxes, which contain the code number 
     and date of issue. When a policy or procedure is revised the old item is to be listed in the 
     lower set of boxes along with the old issue date.

2.   An ďupdate sheetĒ is to precede each component of the Policy and Procedure manual. 
     An example of this form appears as an exhibit (see Exhibit 23-008). All information 
     regarding revisions, changes and modifications should appear on this sheet.

3.   The Presidentís Master File will also maintain the update sheet for all manual 
     components. Periodic reviews should be scheduled to ensure all updates conform with 
     the most recent policy and procedure items.

4.   Replaced policy and procedure items should be discarded. One copy of the discarded 
     item should be placed in the Presidentís Master File for future reference.
     Issued: 10/1/78

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