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Process for Creating and Revising University Policy

  1. The person initiating the policy creation or revision secures a Policy Sponsor from the University’s senior leadership. The Policy Sponsor may delegate the remaining steps in this process to an appropriate administrator but is ultimately responsible for moving the proposed or revised policy through these procedures.
  2. The Policy Sponsor or designee identifies potential stakeholders, including shared governance organizations. This may include a University department, unit, or organization that has a direct interest in the subject matter of the proposed or revised policy.  It may also include larger groups such as the student body, the faculty, or the general public.
  3. Using the University’s policy template, the Policy Sponsor or designee drafts or revises the policy language in conjunction with the Office of the General Counsel to ensure the proposed language comports with University and ABOR policies, state and federal laws, and other regulations. The Office of the General Counsel should be consulted throughout the policy creation or revision process.
  4. Once a draft or revised policy is ready for review by senior leadership, the Policy Sponsor or designee completes the University Policy Impact and Tracking Statement.
  5. The Policy Sponsor or designee submits the Policy Impact and Tracking Statement and the draft or revised policy to senior leadership for preliminary review and concept approval.
  6. The Policy Sponsor or designee solicits feedback from the potential stakeholders and the University community by:
    1. forwarding the Policy Impact and Tracking Statement and the draft or revised policy to the University Policies Website Coordinator, who then publishes the proposed or revised policy in the “Policies Under Consideration” section of the University Policies website. The draft or revised policy will include a contact email address for providing feedback and will remain posted until approved by the President or retracted by the Policy Sponsor or designee;
    2. inviting comments via Lo Que Pasa, UAnnounce, the University Policies Website, and other institutional communication channels to notify potential University stakeholders, using the Form Notice of Proposed Policy Creation or Revision (Internal); and
    3. publishing the draft or revised policy in a newspaper of general circulation for ten days only if the proposed policy or revisions have the potential to impact the substantive rights or duties of any segment of the general public. The publication should be made using the Form Notice of Proposed Policy Creation or Revision (External) and should include a contact email address for providing feedback.  
  7. Feedback is collected for a period of no fewer than 30 calendar days from the initial date of publication.
  8. The Policy Sponsor or designee collects this feedback on the proposed or revised policy and discusses it with the Office of the General Counsel.  If it is determined that substantive changes to the policy language are warranted, the revised policy language must be re-published per Step 6, above.
  9. The Policy Sponsor or designee submits the final draft or revised policy and updated Policy Impact and Tracking Statement to senior leadership for review and endorsement.
  10. The General Counsel presents the final policy to the President for review, approval, and signature.
  11. If the President approves the final policy, the Office of the General Counsel informs the Policy Sponsor or designee of the approved policy. 
  12. Upon receipt of the signed policy, the Office of the General Counsel forwards the signed policy and the Policy Impact and Tracking Statement to the Policies Website Coordinator, who then posts the new or revised policy on the University Policies Website. Notice of the new or revised policy will be posted on the University Policies Website for 30 calendar days.  
  13.  The Policies Website Coordinator coordinates publishing the approved policy in Lo Que Pasa, UAnnounce, the University Policies Website, and through other institutional communication channels.
  14. The Policies Website Coordinator forwards the signed policy and the Policy Impact and Tracking Statement to Human Resources to be maintained as a record of the policy creation or revision.
  15. The Policies Website Coordinator will add the new or revised policy to the list of policies enacted, revised, non-substantively revised, renewed, or repealed in the last year.