Policy Development and Approval Process

Policy process is guided by these principles:

1. The policy formulation process is well defined, understandable, transparent, and easy to navigate.
2. The process sets out and follows a timeline for each policy.
3. Stakeholder input and feedback are broadly sought, valued, and used.
4. Policy ownership lies with the policy owner.
5. Policy owners are responsible for reviewing, updating, and decommissioning policies on a regular basis through the Policy Approval Process.

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:

1. Support the University’s mission, vision, and values.
2. Apply broadly across the University.
3. Endure across time and administrations; change infrequently and set the course for the foreseeable future.
4. Establish the University’s position across a range of matters.
5. Support equity and integrity in practices across the University.
6. Promote quality and, operational efficiency, reduce bureaucracy, and provide guidance for managing the University.
7. Ensure compliance with applicable laws and regulations.
8. Must be consistent with current bylaws, rules, and regulations.
9. Manage University risks.

Hierarchy of Policy Prioritization and Procedure

Policy will be considered, evaluated, or revised according to the following priority and precedence:

1. Federal and State regulation, and court rulings
2. Board of Higher Education policies
3. University policies
4. Division, college, and school policies
5. Department, program, and office policies

Policy Process

The policy process takes place in the following order:

1. 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.
2. 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 Office of General Counsel and PSC may work with Faculty Senate, Staff Associations, and Student Associations, where needed for review.
3. The policy owner approves the progression of the draft of the new/revised policy.
4. The policy is put up for public review for a minimum of 14 days and up to 30 days.
5. The Policy Owner (s) and Policy Steward (s) will review public comments, making revisions where applicable, in coordination with the Office of General Counsel and the Policy Steering Committee.
6. General Counsel(s) will perform legal review throughout the policy process.
7. Policy goes to appropriate voting councils according to the flow chart (Academic, University, Board of Trustees, etc.).
8. The Board of Trustees will be given the proposed policy at least two weeks before their scheduled meeting for review and approval.
9. The Board of Trustees is presented with the new or revised policy for approval.
10. Once approved, the new or updated policy is placed in the official Policy Library, and a notification email is sent to campus.