Review applicable university bylaws, rules, regulations; university policies; and state and federal laws/ regulations. Policies must remain consistent with all. Parallelize yourself with the PUP Policy Template, available on the policy website 4. Submit policy proposal to Senior Management Council (SCM). The responsible executive submits a policy proposal to the SCM. The SCM decides If an official position Is needed on the Issue, and ;f so, If It should be a policy or rule. Prepare a Policy Proposal, which includes a list of stakeholders from which you will solicit input/feedback
Review the Policy Proposal with the PUP coordinator(s) and schedule through your UP to go to the SCM when ready. This is the point at which they will decide if it should be a policy or a rule, or If we even want a policy on the Get approval (or not) from SCM to proceed with policy development. Issue. Development 5. Draft Policy. The writing group drafts the policy. Using benchmarking and best practice information as appropriate. Discuss major changes to your policy with stakeholders prior to proposing major changes. Keep the policy short and succinct if at all possible.
Does the policy accurately state current practice? Are terms in the policy adequately defined? Is your use of terminology consistent across policies If they are related? To whom the policy applies? Check related policies to ensure your policy is not in conflict with another university policy. Has the law in this area changed? Check with Legal Affairs if questions on whether or not the law has changed. Internal administrative procedures should generally not be part of the policy document. Consider pulling out the procedures and placing them in separate document that can be linked to from he policy. 6.
Solicit and integrate feedback. The writing group solicits feedback from stakeholder groups identified on the policy proposal, and then evaluates and integrates it into a refined policy draft. Solicit input from all stakeholders identified on the approved policy proposal (additional stakeholders can be added), in addition to the specific groups below, as needed. University Compliance Officers Committee (CO). For policies that directly address regulatory concerns. Provide drafts and solicit input/feedback at points at which it can be meaningfully integrated. Enterprise Risk Management Committee (ERM).
Provide drafts and solicit input/feedback at points at which it can be meaningfully integrated. University Senate. For policies that apply to faculty. Provide drafts and solicit input/ feedback at points at which it can be meaningfully integrated. University Staff Advisory Committee. For policies that apply to staff. Provide drafts and solicit input/ feedback at points at which it can be meaningfully integrated. 7. Take drafts to Policy Review Committee (PRE). The writing group and responsible executive take drafts to the PRE for feedback. . Integrate feedback.
Feedback is solicited and integrated from stakeholders identified on the policy proposal as well as the PRE. Contact the university policy coordinator(s) to arrange to take draft to PRE, at least a month in advance of the meeting if possible. Provide policies, associated documents, and any specific questions to guide feedback (if desired) to the university policy coordinator(s), in Microsoft word format, 15 days prior to the scheduled policy review committee meeting. Highlight or used “track changes” so that proposed changes are apparent. Refine the draft policy based on feedback from the PRE.
If substantive changes were made, solicit further feedback from stakeholders and committees listed above, as appropriate. Ensure that policy is consistent with university bylaws, rules, regulations; university policies; and state and federal laws/regulations. Legal Affairs must sign off on the policy before it goes to PRE for final review. Take “final” policy draft, showing changes, to Policy Review Committee for final endorsement. The final policy should note the proposed “effective” date. 9. Submit to SCM. After the PRE endorses t, the responsible executive submits the final policy draft to the SCM. 0. SCM approves (or not). The SCM may approve the policy immediately, ask for substantial revisions or for additional time to review the policy, or determine that a policy is not needed or desired on the subject. Prepare a SCM cover sheet, review it with the PUP policy coordinator(s) and schedule through your UP to go to the SCM when policy is complete. Get approval (or not) from SCM. If approved, get signatures on Policy Approval and Sign Off Form. Provide a copy to the PUP coordinator(s) and keep a copy for the university archives. 1. Plan communication.
The policy writing group plans communication and training on the include communications to all stakeholders, individuals and groups impacted by the policy, administrators, etc. 12. Post to website. Unit policy contacts enter policy data into the database that feeds the university policy website. Policies will continue to be housed on the owner’s server and website. Enter the policy data into the database. Instructions and access can be provided by the PUP coordinator(s), who approve the policy data after it has been entered into the database and before it is ousted to the website.
Implementation 13. Communicate and train. The responsible executive/office communicates and trains according to their communication plan. 14. Archive superseded policy. The superseded policy and all associated documents are shared with University Archives upon approval of the new policy. Share information and tools needed to implement the policy with stakeholders and individuals who are expected to carry out or enforce the policy. Consider on-line training or tools, as well as face-to-face Send the superseded policy, the Policy Proposal, SCM Cover Sheet, training. Policy Approval. 5. Encourage feedback. Policy owners should encourage and collect feedback about their policies for use in the next policy revision. 16. Review policy. Policies should be reviewed and updated or confirmed current on a 5 year cycle. Collect all feedback you receive on the policy as it is implemented, and on an ongoing basis. Retain for the next revision of the policy. Create a process, or make a note on your calendar that the policy needs to be reviewed and either updated or confirmed current every 5 years. If substantive changes need to be made, this process is followed.