- New Policies
a. University Policy Impact Statement
When the need for a new policy is identified, a University Policy Impact Statement is
prepared by the proponent of the new policy and is submitted to the Policy Manager,
who forwards it to the Executive Policy Review Committee (EPRC) for their review and
b. Policy Formulation Committee
If the University Policy Impact Statement is approved, the EPRC designates the
Responsible Oversight Executive, who then assigns a Responsible Officer to the
proposed policy. The EPRC also suggests members of a Policy Formulation Committee
(PFC), but may also designate one individual to draft the policy in lieu of a PFC. The
Policy Manager forwards the approved Policy Impact Statement to the Responsible
Officer, who invites individuals identified on the Policy Impact Statement to participate
on the Policy Formulation Committee and manages the drafting process. Policy #1001 - Development, Approval and Maintenance of University Policy 4
c. Legal Review
After completion of the draft policy, the RO submits the draft policy to the Policy
Manager, who forwards it to University Counsel for review and comment. The draft
policy is then returned to the Policy Manager along with any comments and suggested
d. Pre‐Review Editing Process
A review group consisting of the PRC's Editing Subcommittee, the policy's RO,
representative(s) on the PRC from the area whose policy is being reviewed, and any
other member of the PRC who expresses interest in participating will be formed.
The review group will conduct an initial review of the policy to:
Determine if the policy is deficient in any element required in the Policy Template
(improper format, contains vague or contradictory policy statements, poorly
referenced procedures that do not provide for compliance with the policy, confusing
Determine if the policy is consistent in terms of style, standard language, hyperlinks,
format, etc., with policies already reviewed; and,
Correct any grammatical or typing errors.
This group will work with the RO, as necessary, to modify any elements of the policy
that need further clarification, research, etc., and will consult with University Counsel on
an as‐needed basis.
e. Comments Period
The Policy Manager will facilitate a 30‐day comment period, which allows for feedback
from affected University community members.
i. The draft policy will be posted on the University's Policies and Procedures website
and a campus‐wide email will be sent notifying the University community that the
policy is scheduled for review and inviting questions or comments.
ii. Respondents will be asked to send their comments or questions to the Policy
iii. As comments and questions are received, they will be shared with the RO and
iv. The review group and RO will make modifications to the policy based on the
feedback as deemed appropriate.
f. PRC Review
After successful completion of the comment period and pre‐review editing process, the
draft policy is forwarded to the RO for approval of the PFC (when applicable) and
authorized by the Responsible Officer's signature. The RO sends the signed policy to the
Policy Manager who will schedule the date of the PRC meeting at which the new policy
will be reviewed.
The Policy Manager will work with the RO in order to establish a mutually agreeable
date, and the RO will attend and participate in discussions. The RO, at his or herPolicy #1001 - Development, Approval and Maintenance of University Policy 5
discretion, may bring additional staff members to the PRC meeting and involve them in
the review process.
The PRC is responsible for reviewing the draft policy for proper template completion
and ensuring that the draft policy is clear and understandable. Following review and
approval by the PRC, the Editing Subcommittee will make final edits to the policy in
consultation with the RO.
g. EPRC Review
The Policy Manager will send the final draft policy to the EPRC, with a copy to the
President. The President's Office will schedule review by the EPRC at a regularly
scheduled meeting of the President's Cabinet and will invite the Policy Manager to
As the result of its review, the EPRC may:
Approve the policy as drafted;
Send the policy back to the PRC to consider EPRC recommendations or concerns; or
Make changes to the policy.
If the EPRC makes changes to the policy, the Policy Manager will work with the ROE to
incorporate the changes into the final version of the policy.
h. Final Approvals
Once the final draft is complete, the Policy Manager will obtain the signatures of the
ROE, University Counsel, and President. The date the policy is signed by the President
will be the execution date.
After the policy is executed by the President, the Policy Manager completes the policy
history section of the policy that includes the execution date, revision history and next
scheduled review due date, which will be no longer than five years from the execution
The Policy Manager posts the University policy to the University Policies and Procedures
website and sends a campus‐wide email notifying the University Committee of the new
policy. The Policy Manager is responsible for maintaining all original policy documents
for archiving purposes. All University policies will be reviewed no later than five years
from the execution date or the last review date.
2. Revised Policies
The process for review of revised policies is the same as above, with the following
a. A new University Policy Impact Statement is not required for policies that are being
revised as part of the scheduled five‐year review process.Policy #1001 - Development, Approval and Maintenance of University Policy 6
b. If revisions are proposed outside of the five‐year review process, a University Policy
Impact Statement is required only if the suggested revisions are deemed substantial, as
determined by the RO in consultation with the Policy Manager and Editing
c. The comment period for proposed policy revisions will be 15 days.
3. Interim Policies
On occasion, and at his or her sole discretion, the President may adopt interim University
policies and waive or temporarily alter any policy in order to meet legal or operational
requirements as needs arise, without utilizing the procedures outlined in this policy. Interim
policies will have an expiration date of one year in order to provide time for full
consideration in accordance with this policy.
4. Editorial Changes to Policies
There are times when the titles of University employees and departments may change. In
these instances, the Policy Manager is authorized to update these titles in any University
policy that references them without following the formal review process.
The authority to interpret any University policy rests with the President.
G. Responsible Officer
Policy Review Committee (PRC), Chair
H. Related Information
University Policy Template
University Policy Impact Statement
|Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed|
|Donna W. Meeks
|January 12, 2011|
|Policy Review Committee (PRC) Approval to Proceed|
|Donna W. Meeks
Policy Review Committee (PRC), Chair
|November 30, 2010|
|Executive Policy Review Committee (EPRC) Approval to Proceed|
|Robert L. Fenning
Responsible Oversight Executive
|February 9, 2011|
|University Counsel Approval to Proceed|
|James P. Wright
|February 10, 2011|
|John R. Broderick
|February 21, 2011|
Policy Revision Dates
December 1, 1988; October 9, 2008; February 21, 2011