The Standard Practice Guide (SPG) website offers the university community convenient access to general University of Michigan policies and organization charts. All of the policies and organization charts on this site are formally approved following the process outlined in this document, and are displayed in a consistent format so they are easy to access and understand. This document describes how SPGs and organization charts are currently approved, changed, or deleted.
Though the Office of University Audits does not own the SPG, the office is responsible for coordinating publication and distribution of the SPGs and organization charts in final form and for ongoing maintenance of this website. To maintain the integrity of the Standard Practice Guide policies and organization charts, University Audits has exclusive access to add, change, or delete content to the Standard Practice Guide website.
Formal Approval of New or Modified SPGs or Organization Charts
Only an executive officer of the university or his or her designee can approve a new or modified policy or organization chart. The SPGs and organization charts are considered to be formally approved when an executive officer or his or her designee signs the policy or organization chart, which is then submitted to the Office of University Audits for posting on the SPG website. The signed, paper copies of the SPG or organization chart, which are permanently retained by University Audits as documentation of issuance and formal approval, should be sent via campus mail to: University Audits, Third Floor Wolverine Tower, 1286
The issuing unit should also send an electronic copy, in Word format, to firstname.lastname@example.org.
Changing an Existing SPG
To make modifications to an existing policy, the executive officer with responsibility for the policy, or his or her designee, should request a copy of the existing policy by contacting University Audits. Once the SPG has been reviewed, edited, and formally approved, the revised SPG is sent to University Audits. University Audits will work with the revising unit if any modifications are required. After University Audits receives the signed hard copy, the revised SPG is uploaded to the Standard Practice Guide website.
Creating a New SPG
Departments or units that are creating a new SPG should contact University Audits once the policy development process has begun to obtain a number for the new SPG. These units may also contact University Audits for information on content of existing SPGs and guidance on formatting the new section.
When the new SPG has been developed and is formally approved, a draft of the new SPG should be emailed to University Audits in Word format. University Audits will work with the issuing unit if any modifications are required. After the signed hard copy is received, the new SPG is uploaded to the Standard Practice Guide website.
Announcing a Modified or New SPG
It is contingent upon the department that modifies an existing policy or creates a new policy to advise the university community of these developments via email, an article in the University Record, or other means if so desired.
Review of SPG Sections
Each policy includes an ‘Issue’ and ‘Revised’ date and remains in effect even when the revised date is past. In general, units are encouraged to review their policies every five years.
In addition to the SPGs, this website includes detailed organization charts for the university. Each fall, the Office of University of Audits coordinates the update of the charts. Paper copies of the charts for each executive officer’s area are sent via campus mail so that units can make the required updates. Once the edits are reviewed and formally approved by the appropriate executive officer or his or her designee, the charts are returned to University Audits and updates are then made to the SPG website.
- Copies of previous versions of policies may be requested from the Office of University Audits.
- Changes in key positions and organizational structure can be made upon request, and with proper authorization, at any time to the Organization Charts.
- An SPG on policy development is being created and will be posted on this website when it’s finalized.