Policy Statement and Purpose
This policy establishes a structured framework for policy creation and management.
The University is committed to developing and maintaining clear, effective policies that support its mission and operations. All university policies shall be developed and managed through a process that ensures broad stakeholder input and alignment with institutional goals. Policies shall be drafted using standardized templates, reviewed by the Policy Evaluation Committee in consultation with appropriate university stakeholders, approved by the Chancellor, and accessible to the university community. Regular review of existing policies will be conducted to ensure ongoing relevance and effectiveness.
Adherence to this policy is crucial for effective university governance. Non-compliance with this policy may result in delays in policy approval, implementation challenges, and/or unenforceability.
The Policy Evaluation Committee (PEC), with oversight from university leadership, supports the implementation and ongoing management of this policy framework and may recommend corrective actions as appropriate. The university facilitates a regular policy review cycle, including tri-annual and off-cycle updates as needed.
Scope
This policy applies to university-wide policies requiring approval from the Policy Evaluation Committee (PEC) and Chancellor. University-wide policies affect the university community (faculty, staff, students, visitors, and contractors), or ensure institutional compliance with legal and regulatory requirements. It does not cover school- or unit-specific policies, although principles of consistency and accessibility are recommended. It is noted that campus policies take precedence over school-specific policies, and that local, state, and federal laws supersede campus policies.
Additionally, this policy does not apply to University Bylaws and Charter or the Academic Freedom, Responsibility and Tenure Policy.
Definitions
Policy: A formal statement of principles and procedures that govern university operations and/or the conduct of university community members within Scope.
Policy Evaluation Committee (PEC): The PEC has responsibility for the policy development process, reviews draft policies, provides feedback, identifies potential redundancies or conflicts with existing policies and recommends resolution. This Chancellor-appointed committee is responsible for overseeing the policy development and approval process.
Subject matter experts may also be invited into the process by the PEC based on nature proposed policy.
Policy Steward: A university administrator, or designate, who initiates policy development or revision in their area of responsibility.
Policy
I. Policy Development Process
A. Policy initiation begins when a Policy Steward identifies the need for a new policy or revision of an existing policy. The Policy Steward must notify the Policy Evaluation Committee (PEC) of their intent, and the PRC will maintain oversight throughout the development and implementation process. Members of the PEC are appointed by the chancellor to oversee the policy review process. This committee includes members of the Cabinet, advisors and subject matter experts where necessary. The PEC’s early engagement ensures alignment with university objectives and existing policies. If a member of the community suggests a new policy or revision through the university policy portal, suggestions would be considered by PEC on an ongoing basis.
B. The development phase requires use of a standardized template and policy development worksheet. Policy Stewards must use the approved policy template that includes purpose statements, update/revision dates, and designated responsible office(s). A policy development worksheet must be completed to document the process, and a comprehensive communication plan developed. The Policy Steward must conduct thorough stakeholder consultation throughout development.
C. Stakeholder consultation is a critical component of policy development. The Policy Steward works with the PEC to identify and approve appropriate stakeholders for consultation. Stakeholders may include University Deans, Faculty Senate Council, staff, and student leaders. Additional subject matter experts may be engaged based on the policy’s scope and impact. This consultation process ensures broad input and careful consideration of the policy’s effects across the university community.
II. Review and Approval
A. The PEC review process begins when the Policy Steward submits a complete package including the draft policy, policy development worksheet, and communication plan. The PEC conducts a thorough review and may request revisions or clarifications to ensure policy effectiveness and alignment with university goals. Once revisions are complete, the Policy Steward presents the final draft to the PEC, including documentation of the consultation process and stakeholder engagement.
B. Final approval rests with the Chancellor, who reviews the policy package after PEC endorsement. Upon Chancellor approval, the communication plan is implemented to ensure effective dissemination and understanding across the university community.
C. The timeline from development to approval is dependent on the nature of policy. Expedited policies may require an abbreviated review process that can be determined on a case-by-case basis once submitted to PEC.
III. Implementation and Management
A. Following approval, policies are published in the centralized policy repository website and communicated to relevant stakeholders according to the approved communication strategy. This ensures consistent access and clear understanding of new or revised policies.
B. Ongoing management includes regular review cycles, typically every three years, initiated by the Office of Compliance and Audit. Each policy area maintains a designated coordinator responsible for updates and review coordination. Off-cycle reviews may be initiated in response to regulatory changes, investigation outcomes, leadership changes, emergencies, or operational needs.
*Note: Existing policies must conform to this template by December 31, 2026 or sunset.*