Policy process is guided by these principles:
- The policy formulation process is well defined, understandable, transparent, and easy to navigate.
- The process sets out and follows a timeline for each policy.
- Stakeholder input and feedback are broadly sought, valued, and used.
- Policy ownership lies with the policy owner.
- The Compliance Office and policy owners are responsible for reviewing, updating, and decommissioning policies on a regular basis.
Criteria to Determine if a Policy May Be Needed
Issues can emerge as a result of federal, state, or local legislation or regulation; incidents or trends
that emerge within or outside of the university; a shift in university values or priorities; or a host
of other sources. Issues that rise to the level that need to be addressed through the university
policy process share a number of characteristics that include and are not limited to:
- Support the university’s mission, vision, and values.
- Apply broadly across the institution.
- Endure across time and administrations; change infrequently and set the course for the foreseeable future.
- Establish the university’s position across a range of matters.
- Support equity and integrity in practices across the institution.
- Promote quality and, operational efficiency, reduce bureaucracy, and provide guidance for managing the institution.
- Ensure compliance with applicable laws and regulations.
- Must be consistent with current bylaws, rules, and regulations.
- Manage institutional risks.
Hierarchy of Policy Prioritization and Procedure
Policy will be considered, evaluated, or revised according to the following priority and precedence:
- Federal and State regulation, and court rulings
- Board of Regents policies
- University policies
- Division, college, and school policies
- Department, program, and office policies
The policy process takes place in the following order:
- A policy request and/or best practice draft will be submitted to and reviewed by the Policy Steering Committee (PSC) and associated Policy Administrator Owner and/or Policy Steward for review, creation, or deletion and will be given due consideration.
- Once a request has been made to create or revise a policy, the Policy Steering Committee will identify an appropriate Policy Owner (s), and the Policy Owner (s) may assign a Policy Steward. The Compliance Office and PSC may work with Faculty Senate, Staff Associations, and Student Associations, where needed for review.
- The policy owner approves the progression of the draft of the new/revised policy.
- The policy is put up for public review for a minimum of 14 days and up to 30 days.
- The Policy Owner (s) and Policy Steward (s) will review public comments, making revisions where applicable, in coordination with the Compliance Office and the Policy Steering Committee.
- General Counsel(s) will perform legal review throughout the policy process.
- Policy goes to appropriate voting councils according to the flow chart (Academic, University, Board of Trustees, etc.).
- The Board of Trustees will be given the proposed policy at least two weeks before their scheduled meeting for review and approval.
- The Board of Trustees is presented with the new or revised policy for approval.
- Once approved, the new or updated policy is placed in the official Policy Library, and a notification email is sent to campus.