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Tompkins County
Department of County Administration is responsible for coordinating and
tracking additions or revisions to the Administrative Manual according to the
processes outlined below (Sections A and B). The responsible department will ensure that relevant
policies and procedures are introduced, reviewed or updated according to
the following criteria:
1. The need for a new policy and/or procedure has been
identified;
2. A change in federal, state, or local law has affected
existing policy/procedure;
3. A change due to labor contract negotiations has
affected existing policy/procedure;
4. The policy/procedure has not been reviewed within the
past three years. (Refer to the “next scheduled review date” included in
the heading of the policy/procedure description.)
5. The policy/procedure in question no longer reflects
actual practice, or inadequately addresses changed conditions.
A member of the
Legislature or County staff can initiate requests for additions, updates,
or modifications to the Administrative Manual. However, all requests must
be submitted via the Administrative Manual Change Request Form and
submitted to the Department of County Administration for determining “responsible department”
designation, processing, and tracking.
Legislative approval is
required for new policies or modifications to existing policies.
Legislative approval is not required for new or revised procedures, but
these need to be presented to the appropriate Legislative Standing
(Program) Committee and the committee responsible for policy review for
their information.
To ensure consistency
and accuracy, it is best to prepare all updates to the Administrative
Manual according to Administrative Manual Style Guidelines.
Definitions:
Impact Review - Conducted by designated
department/division personnel for assessing the impact of the new or
revised policy/procedure on day-to-day operations, critical
timelines/deadlines, or existing financial or human resources.
Content Review - Conducted by the appropriate
Legislative Standing Committee(s) for assessing the relevancy and
appropriateness of the new or revised policy, and ensuring that the wording
is clear and consistent with other related policies or procedures.
Policy - A Legislative statement of
intention to guide political, management, financial, or administrative
decisions and achieve rational outcome(s). Legislative approval is required
for new policies or modifications to existing policies.
Procedure - A prescibed set of steps,
actions, or activities generally needed to obtain consistent results. New
or revised procedures do not require Legislative approval, but final
procedures need to be presented for their information to the appropriate
Legislative Standing Committee and the legislative standing committee
responsible for policy review.
Procedural Review - Conducted by the legislative
standing committee responsible for policy review for confirming
consistency, completeness, and clarity in the language and intent of the
new or revised policy, and ensuring that process steps have been followed
sufficiently as outlined in Policy 01-04.
Responsible Department - The department or division
within the County organizational structure responsible for preparing the
appropriate language for new or updated policies or procedures, and for
routinely reviewing policies or procedures according to the criteria
outlined in the General Information section of Policy 01-04.
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Tompkins
County Administrative Policy Manual