REVISING EXISTING UNIVERSITY POLICIES

Related Policy – Establishing University Policies

About This Procedure

University Procedure

Identifying Requisite Revisions

Substantive changes to a policy that happen outside the standard policy review cycle.  Policy revisions typically include, but are not limited to:

• Changes in the scope of the policy.
• Changes to the meaning/intent of the policy statement.
• Most changes to procedures/appendices.
• Changes in policy requirements.
• Changes to policy responsibilities.

Policy Revision Process

1. The policy owner, responsible university officer, or Policy Advisory Committee (PAC) chair identifies requisite revisions to an existing university policy.
2. The policy owner contacts the PAC chair for a copy of the policy.
3. The policy owner examines the a polices and its related procedures:
   1. Policy owner must consult with stakeholders to determine if changes are recommended or required.
4. The policy owner makes changes to the policy document(s) using the track changes function in Microsoft Word.
5. The policy owner completes the Policy Review, Revision, and Retirement Form and notifies the PAC chair that the draft of the policy is ready for review by the PAC.
6. The policy owner sends the draft/track-change version of the policy to the PAC chair.
7. The policy director sends the draft/track-change version of the policy and the completed Policy Review, Revision, and Retirement Form to the PAC.
8. The policy owner presents the draft policy to the PAC for review and captures feedback.
9. If required, the policy owner makes necessary/suggested changes based on PAC feedback to the draft policy.
10. The policy owner sends a final draft/track-change version of the policy to the PAC chair.
    1. If changes are minor in nature, the policy is updated on the policy library and the PAC chair promulgates appropriately.
    2. If changes are substantive in nature, and the PAC approves the proposed changes, the PAC chair places the policy on the agenda of the next President’s Council (PC) meeting for review and approval.

President’s Council Review

1. The responsible university officer presents the draft/track-change version of the policy to the PC.
2. The PC determines whether to approve the proposed changes to the policy. As the result of its review, the PC will either:
   1. Approve the policy as drafted;
   2. Send the policy back to the PAC to consider PC recommendations or concerns, or
   3. Make changes to the policy and approve.
3. If approved, the PC will complete the Policy Approval Form and submit it to the PAC chair for archiving.

Promulgation

1. The PAC chair incorporates all changes into the official university policy document(s).
2. The PAC chair updates the history section of the policy.
3. The PAC chair updates the policy library.
4. The PAC chair promulgates the policy.
5. The policy owner notifies affected university units and works with units to ensure that appropriate training is in place that reflects the changes to the policy.

The PAC chair assist the policy owner with other communication, as needed.