Procedures for Adopting Policies
Because policies define the essential aspects of how the university functions, a clearly outlined process is needed to ensure broad involvement and consultation in developing and revising policies. The following process shall govern the creation and revision of all policies that have a broad impact to the university.
Procedures for establishing new policies:
- A committee chairperson or administrator who identifies the need for a policy will develop a draft of the policy using the Template for Policies (see right-hand column). Note: Particular attention should be paid to the naming of the responsible person assigned to the policy, as this person will be tasked with promulgation and maintenance of the policy as described below.
- The committee person or administrator will distribute a draft of the policy within his/her functional area for initial review.
- The committee person or administrator will submit the policy to the appropriate member of the President’s Cabinet. This Cabinet member will present the policy to the Cabinet as a whole for consideration.
- Cabinet members will circulate the document within their areas, as they deem appropriate.
- The Cabinet will determine which, if any, constituent groups (e.g., the President’s Executive Council, the Dean’s Council or the Student Government Association), either for comment or for information purposes.
- After all appropriate reviews, the final version of the policy will be submitted to the President for approval. Approved policies will be posted on the relevant unit’s webpage, with a link on the policy webpage.
- The person responsible for each policy will announce the policy to all relevant parties in the manner deemed most suitable for each audience. He/she will also be responsible for disseminating any related information, such as trainings, and for re-circulating the policy on a regular basis as deemed necessary. Note: Particular attention should be given to communication methods chosen for policies that impact students, in order to ensure that multiple media (e.g., the weekly “Important Announcements” e-newsletter, posters, and/or forums) are utilized.
Procedures for revising existing policies:
- The responsible person assigned to each existing policy must review that policy periodically to ensure that it remains relevant.
- For routine changes, such as new contact information or position titles, he/she will obtain approval from his/her supervisor only.
- For substantial changes, he/she will submit the policy revisions to the appropriate member of the President’s Cabinet. The revised document must identify the proposed changes, as well as the original language. If the changes are so substantial as to make this impractical, the revised document can be submitted in conjunction with the original document.
- The final version of the policy will be submitted to the President for approval. Approved policies will be promulgated in the same manner described above.
- Any changes to a policy will be retained by the responsible person assigned to the policy for at least six years after it is superseded. Either a section may be added to the end of policy for these amendments, or the outdated versions of the policy can be retained under separate cover.