Please comment on this discussion (A policy and procedure document typically includes key elements like an introduction, scope, policy statement, procedures, responsibilities, and compliance information. The introduction explains the policy's purpose, while the scope defines its applicability. The policy statement outlines the core rules and expected behavior, and the procedures detail the steps for implementation. Responsibilities clarify who is accountable, and compliance information outlines consequences for violations.

Information that should generally be excluded from policies and procedures includes:

1. Personally Identifiable Information of specific individuals:

Why excluded: Policies are meant to provide general guidelines for action and behavior, not to reveal sensitive information about individuals. Including specific names, contact details, or other personal data could violate privacy and lead to security risks or legal liabilities.

Example: Don't include employee names or medical information in a general health and safety policy.

2. Information irrelevant to the policy's purpose:

Why excluded: Including unnecessary details can clutter the policy, make it difficult to understand, and dilute its effectiveness.

Example: If the policy is about online conduct, you don't need to include extensive details about the company's financial structure.

3. Information subject to frequent change:

Why excluded: Policies should be relatively stable. Specific details that change frequently are better suited for other types of documentation, like standard operating procedures, forms, or appendices, to avoid the need for constant policy revisions.

Example: Don't include a list of current contacts in the policy; instead, provide a link to a separate contact list or directory.

4. Sensitive or confidential information:

Why excluded: Policies are typically disseminated widely. Including information that needs to be kept confidential could compromise security or competitive advantage.

Example: Don't include details about ongoing investigations or disciplinary actions.

5. Overly detailed, step-by-step instructions:

Why excluded: Policies should provide the overarching principles and guidelines. Detailed steps are better suited for procedures or work instructions.

Example: A dress code policy should outline the general dress standards, but not provide an exhaustive list of acceptable garments.

In summary, policies should be clear, concise, and focused on essential principles and rules. They should avoid unnecessary details, personally identifiable information, confidential data, or information that changes frequently.

Recommended Revisions

1. Update the Policy Date and Review Cycle

Current: Last revised in 2010.

Why: Keeps the policy legally and procedurally current.

2. Clarify Coverage and Definitions

Suggestion: Define what qualifies as "healthcare/research" and "non-healthcare/non-research" roles.

Why: Helps hiring departments apply the correct screening requirements consistently.

3. Incorporate Compliance with Current Laws

Add references to applicable federal/state/local laws.

Include a statement that background checks will be conducted in a manner compliant with all applicable nondiscrimination and privacy laws.

Why: Ensures legal compliance and protects the university.

4. Add Candidate Consent Requirements

Include: A clear statement that written consent is required from the candidate before initiating background checks.

Why: Required under laws like the Fair Credit Reporting Act.

5. Address Privacy and Data Handling

Add: How background check results are stored, who can access them, and how long they're retained.

Why: Demonstrates responsible data handling and increases trust.

6. Reference Check Language

Current: "Strongly recommended"

Suggested: Consider making reference checks mandatory or more explicitly tied to job risk or level.

Why: Strengthens due diligence, especially for supervisory or high-risk roles.

7. Use Gender-Neutral and Inclusive Language

Replace "he/she" if used elsewhere in the full document with "they" or job titles.

Why: Aligns with modern HR inclusivity standards.)