Procedure: Policy Development and Approval

After establishing a need for a new institution-wide or local policy or substantial revision of current institution-wide or local policy, the policy initiator together with subject matter expert(s) (if necessary), members from the responsible unit, and policy coordinator shall draft the new or revised policy. The policy initiator will submit the policy to the Policy and Procedure Committee (PPC) for review.

Associated policy: Establishing and Creating University Policies and Procedures

Responsible Unit: Office of Accreditation and Strategic Planning

Created:

12/04/2017

Executive Lead:

CHRO

Revised:

 

Effective:

01/29/2018

NOTE: The following process and procedure is established for institution-wide and local policies only. Development and approval of Board of Trustees policy follows a process and procedure that does not include vetting and/or decisions from the University Policy and Procedure Committee (PPC).

Process:                

After establishing a need for a new institution-wide or local policy or substantial revision of current institution-wide or local policy, the policy initiator together with subject matter expert(s) (if necessary), members from the responsible unit, and policy coordinator shall draft the new or revised policy. The policy initiator will submit the policy to the Policy and Procedure Committee (PPC) for review.

After review and input from PPC, the policy is returned to the policy initiator for acceptance. When a policy is considered to be either controversial or would benefit from external review, the PPC may make available for input. Any comments received are advisory in nature and will not obligate the PPC or policy initiator to make changes to the policy under consideration.

After considering all comments, the PPC, in conjunction with the policy initiator, will finalize the draft policy.

For institution-wide policy, the policy coordinator will send the final draft to the President’s Advisory Council for review and approval. The policy initiator and/or the policy coordinator will incorporate any revisions from the President’s Advisory Council into the policy and provide a revised final draft to the President’s Advisory Council for approval and to the PPC as notification.

For local policy, the policy coordinator will send the final draft to the PPC for review and approval. The policy initiator and/or the policy coordinator will incorporate any revisions from PPC and provide a revised final draft to the PPC for approval.

The nature of some institution-wide and some local policy requires approval by the Board of Trustees. In those instances, the policy coordinator will send the final draft to the Executive Committee of the Board of Trustees for review. The policy initiator and/or the policy coordinator will incorporate any revisions from the Executive Committee of the Board and provide a revised final draft to the Board of Trustees for approval and to the PPC as notification.

Upon approval, the policy coordinator will add the policy to or replace the appropriate existing policy on the University policy site; store the approved, dated policy in a master file; and maintain records created during the policy establishment and creation or substantial revision phase for four years. The responsible unit will establish procedures for the new policy, communicate the new policy to the University community and begin any training or other necessary steps for implementation, and monitor compliance and facilitate remedies for noncompliance as directed by the policy. 

Procedure:            

  1. Policy initiator completes Policy Justification form (this must be done in collaboration with the policy coordinator) and submit to PPC.
  2. Based on Policy Justification form, PPC notifies policy initiator whether or not to proceed.
  3. If decision is to proceed, policy initiator, subject matter expert(s) (if necessary), members from the responsible unit, and policy coordinator shall draft the new or revised policy using the approved Policy Template form.
  4. Policy initiator submits draft new or revised policy to PPC for review and input.
  5. PPC has 10 business working days to respond with revisions relative to, but not limited to, format, readability, scope, alignment with mission, and/or compliance with existing law.
  6. The policy initiator may accept revisions or respond back to PPC with a rebuttal.
  7. When draft policy is accepted by both policy initiator and PPC, the draft policy may be provided to others external to the PPC, responsible unit, and subject matter expert(s) to garner input and gauge acceptance. This step would only occur with potentially controversial policies as decided by vote of the PPC. Any comments received are advisory in nature and will not obligate the PPC or policy initiator to make changes to the policy under consideration.
  8. The PPC and policy initiator meet to consider any comments and finalize the draft policy.
  9. The final draft policy is submitted to the appropriate body for review and approval:
    1. Board of Trustees policy is submitted to Executive Committee of the Board of Trustees
    2. Institution-wide policy is submitted to President’s Advisory Council
    3. Local policy is submitted to PPC
  10. Within 30 calendar days, the approving body either approves the policy or provides the policy initiator with revisions. If revisions are provided, the policy initiator will work with the policy coordinator to incorporate such revisions and a revised final draft is sent back to the appropriate approving body which has 15 calendar days to approve or make additional revisions.
  11. Upon approval, the policy coordinator will add the policy to, or replace the appropriate existing policy on, the University policy site; store the approved, dated policy in a master file; and maintain records created during the policy establishment and creation or substantial revision phase for four years.
  12. The responsible unit establishes procedures for the new policy, communicates the new policy to the University community and begins any training or other necessary steps for implementation, and monitors compliance and facilitates remedies for noncompliance as directed by the policy. (See Procedure Development and Approval document.)

 

Appendices:

Policy Development and Approval Procedure diagram