F. Procedures

1. 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
   approval.
   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
   edits.
   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
   wording, etc.);
   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
   Manager.
   iii. As comments and questions are received, they will be shared with the RO and
   review group.
   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
   attend.
   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
   date.
   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
   exceptions:
   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
   Subcommittee.
   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 History

Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed
Donna W. Meeks Responsible Officer	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 University Counsel	February 10, 2011
Presidential Approval
John R. Broderick President	February 21, 2011

Policy Revision Dates

December 1, 1988; October 9, 2008; February 21, 2011