Policy Review Process

Initiate

1. A need for new or modified policy A policy is a statement of management philosophy and direction which changes infrequently and is established to provide guidance and assistance to the University community in the conduct of University affairs. is identified by a Policy Owner (PO) The appropriate university administrative or academic department or responsible authority that covers the subject matter of the policy..
2. The PO obtains approval from the Division Vice President (or designee) who becomes accountable as the Policy Sponsor (PS) The Policy Sponsor is the senior officer of the administrative or academic unit that will be the Policy Owner of a proposed policy submitted to the Policy Program for development, review and/or recommendation to the President’s Cabinet for review. . VP briefs President Cabinet on potential pending policy.
3. The PO completes an Assessment Form and initial Development Plan template, and works with the PS, as needed, to select participants for the Policy Working Group (PWG) A working group appointed by the Policy Owner who are identified in the proposed policy development process and based on the impacted stakeholders.. ( PS has final approval for the PWG.)
4. The PO identifies the Subject Matter Experts (SMEs) Subject Matter Experts (SME) are faculty or staff that with a particular expertise in the pending policy subject matter. SME are selected by the Policy Working Group or can self-identify to participate in PWG policy drafting and/or post-drafting group sessions to identify key concerns. A SME, at his or her option, may or may not participate as a member of the PWG and assist in the drafting of the policy. for consultation on policy content.
5. The Proposed Policy Assessment Form and Development Plan are submitted to the Policy Program (PP) Oversees the development, review, approval, and archival processes for policies and procedures..

Develop, Plan, and Approve

6. The University Policy Advisory Committee (UPAC) Committee authorized by the President to oversee the Policy Program. Reviews proposed policies, substantive policy modifications and policy challenges, makes recommendation to the President’s Cabinet for review and approval, as applicable. reviews the Assessment Form and initial Development Plan, and PWG/SMEs. If acceptable, recommends to Cabinet for approval to proceed.
7. The PP notifies the PO that they can process and update the Policy Review site.
8. Policy Development/Revisions: Working with the PWG/SMEs, the PO coordinates the draft of the new policy or edits to existing policy or draft.
9. PO submits draft to the General Counsel (GC) for review with a copy to the PS. GC provides legal comments to PWG.
10. Working with the PWG/SMEs, the PO incorporates changes and submits to the UPAC for review.
11. PO submits policy review package to UPAC for review.
12. UPAC will approve for recommendation to the Cabinet, reject, or return to PO for modification.
13. Cabinet Review: Cabinet approves policy for posting.
14. Public Policy Comment Period: PP posts to review site for a thirty-day university comment period.
15. Comment Period Review: PO and the PWG review comments and provides summary along with updated policy draft as appropriate to the UPAC, and posts to the Policy Program site.
16. UPAC will approve for recommendation to the Cabinet, reject, or return to PO for modification.

Implement

17. The proposed policy is approved by Cabinet.
18. Once the policy is approved by Cabinet, PO begins implementation.
19. PO reaffirms Stakeholders Stakeholders are university community members who are affected by the university policy being developed. that will support and participate in the implementation/rollout which includes:
    • Finalizing Communication Plan
    • Developing Training and Forms, as needed
    • Work with the appropriate compliance lead to develop and implement any compliance metrics to ensure compliance with the new policy
20. PP will be responsible to post the new policy in the Policy Library and identify future review dates, as warranted.

Evaluate

21. PO, with support from applicable Compliance Lead, will monitor policy compliance.
22. PO will evaluate the implementation and effectiveness of the new policy three to six months after policy implementation. If necessary, seek modifications in accordance with Policy on Policy Procedures.
23. All new policies will be reviewed in accordance with PP review schedule.
24. Upon review and evaluation of policies, PO will submit to the UPAC any request for substantive changes or to decommission.
25. PP will be responsible to make minor edits and updates and archive decommissioned policies, as needed.