University of Antique

College of Teacher Education

GRADUATE STUDIES
Sibalom, Antique

Course Title: ED M 101 - Theories and Principles of Educational Management

Course Facilitator: Ninfa D. Conorado, PhD
Reporter: Paul Genesis H. Diana

I. Introduction

Some of the by-products of planning are the operating plans, policies, procedures and rules. It
is also a form of communication of an organization or management to its clients or employees.
The objective of this report is to define Operating plans, Policies, Procedures and Rules. This
report also aims to explain their uses and importance in management and in education.

II. Discussion
Operating Plans, Policies, Procedures and Rules

A. OPERATING PLANS

Operating plans are the means through which strategic plans alter the destiny of the
firm. It involves organizational efficiency (doing the right things). It focus more on the firm than
the external environment. It tends to be drawn for a shorter period.

It is generally more specific as to who will do each task, and when it is to be done.
Many agencies have developed strategic plans, which often identify key objectives to be met
over a specific time period, such as a year.

B. POLICIES

Policies are guides to thinking in decision making. They reflect and interpret objectives
and guide decisions to achieve the objectives. They establish framework for planning
programs. They establish limits or boundaries to plans whereas planning premises provide the
operational background.

Policies are high-level guidelines that define the culture of an organization by shaping
decisions and providing a framework for daily activities.

Policies themselves are plans. They are also the result of planning and decision making.

Advantages of Policies

1. They save time by serving as precedents.

2. They aid in coordination.
3. They provide stability in the organization.
4. They help the manager to delegate authority without undue fear.
5. They serve as guides to thinking and action and thereby facilitate quick and accurate
decisions.
6. They provide a more refined and flexible approach to recurring problems.
7. They translate objectives into a workable form.
8. More decisions can be taken at lower levels of hierarchy.
9. Policies can speed up decision-making by providing a blanket framework. They
summarize the past experiences.
10. Policies are one of the important means for building predictable behavioral patterns in
an organization. They ensure that the planned operations are not deviated
unnecessarily.
Guidelines for Effective Policies

 Written in clear and simple language.

 Include a clear statement of the reason for the policy.
 Reflect objectives and plans.
 Consistent and Flexible
 Controlled
 Be approved by the Board of Directors, and include the date of approval on each
policy.
 Conform to all applicable laws (some policies may need legal review.

Types of Policies

1. Originated Policies: Originated policies are formulated by top level management, by

reference to the objectives of the organization and their
achievement. The purpose of these policies is to guide the actions
of their subordinates. Sometimes, these policies are formulated in
active consultation with managers at lower levels.

2. Implied Policies: Implied policies are those evolved by themselves when a series of
decisions are made by managers over a period of time. These
policies exist in an unwritten form. They are not consciously
formulated but emerge from recurring managerial decisions.

3. Appealed Policies: Appealed policies are formulated at the higher managerial level in
response to appeals made by lower managerial levels. These
policies may also exist in the form of precedents and serve as
guides for decisions in future.

4. Externally Imposed Policies: Externally imposed policies are those policies which are
influenced by the policies of the Government and other public
agencies, trade unions, trade associations, etc.

C. PROCEDURES

Procedures are "the specific methods employed to express policies in action in day-to-
day operations of the organization". It is extremely important that policies and procedures are
consistent with each other. If a procedure contradicts a policy, neither the policy nor the
procedure is valid. It is often suggested that procedures should be separate from policies,
rather than included within policies, because procedures should be flexible and more easily
changed than policies.

Procedures enumerate lower-level processes and provide steps your employees need
to take to adhere to your policies or complete a process. Together, they can guide an
organization to success through legal and regulatory compliance.

It is recommended that several people (with different levels of knowledge) review and
critique new procedures to ensure clarity. Written procedures should provide enough
information so that additional verbal instructions are not necessary.
 Good Procedure

 Be clearly written
 Conform to the requirements of any applicable policies and all relevant laws
 Be posted or distributed as specified in the relevant policy or procedure, and as
common sense dictates
 Be reviewed and revised as needed to meet the agency's changing needs and
conditions (again, ensure that any changes maintain consistency with policy or other
requirements)
 Refer to positions rather than to specific staff members by name, so that they don't
have to be changed with each personnel change.
 Procedures are tied to policies.
 Procedures are developed with the customer/user in mind. Well developed and
thought out procedures provide benefits to the procedure user.
 The procedures are understandable. Procedures should be written so that what needs
to be done can be easily followed by all users.
 Contain enough information so that a staff person knows what to do

Policy vs Procedures: Some Key Differences

When it comes to creating, updating and implementing your policies and procedures,
there are some key differences.

Policies:
 Change infrequently
 State who, what when or why
 Are broad and general

Procedures:
 Continuously change and improve
 State what, how, when or who
 Offer a detailed description of activities

When it comes to creating your policies and procedures, it’s important to understand
what each pertains to and what the goal of each is. Your company policy on meetings should
not contain a specific script to follow, just as your procedure for inventory shouldn’t only
contain “count the objects”. It’s also important to understand how often each should be
updated.

For example, in a public school there may be a policy that a fire drill should be held
once a month; this is a broad statement, and will be unlikely to change. The fire drill
procedure states where each classroom should go in the case of a fire drill, noting specific
routes and offering alternatives; as the drills are run, it is likely that the procedure will change
and improve.

D. RULES

A rule is a specific course of action or conduct that must be followed; it is the simplest
type of plan. Ideally, each rule fits a strategic plan. In practice, however, many rules are not
related to organizational strategy. When rules are violated, corrective action should be taken.

Examples of rules:
 Any employee engaged in an accident while in a company vehicle must report
that accident immediately to his or her supervisor.
SUMMARY:

Operating plans provide the details of how strategic plans will be accomplished or
implemented. They deal with a shorter time span than strategic plans. Policies set some parameters
for decision-making but leave room for flexibility. They show the “why” behind an action. Procedures,
on the other hand, explain the “how.” They provide step-by-step instructions for specific routine tasks.
They may even include a checklist or process steps to follow. It provides customary method of
handling future activities. Lastly, a Rule sets a specific course of action or conduct and is the simplest
type of plan.

References:

Fundamentals of Management, Andrew J. Dubrin

Pages: 92-93

http://nraomtr.blogspot.com/2011/12/strategies-policies-and-
planning.html#:~:text=Policies%20are%20guides%20to%20thinking,premises%20provide%20the%20operational%
20background.

https://www.wcsap.org/advocacy/program-management/new-directors/policies-procedures-plans-practices

https://www.smartsheet.com/company-policies-procedures

www.BusinessDictionary.com

https://policy.ucsc.edu/resources/images/GuidetoWritingPolicy.pdf

https://www.amarilloedc.com/blog/whats-the-difference-between-policies-procedures

https://compliancebridge.com/policy-vs-procedures/