Procedure for Creating and Revising University Policies

Capitalized terms used but not defined in this procedure have the meaning assigned in the University Policy-Making Policy.

This procedure applies to University Policies (“Policy”), which have broad applications across the University and meet the requirements listed in the University Policy-Making Policy.

The policy analyst in University Initiatives & Policy is responsible for ensuring the creation or revision of a Policy adheres to this procedure.

This procedure is not required for:

• Policies or changes that are required by Arizona Board of Regents (ABOR) Policy, law or regulation, or non-substantive edits.
  • Such changes must be made by following the Procedure for Requesting Non-Substantive Edits to University Policies.
• Interim Policies
  • Such requests must be made by following the Procedure for Requesting an Interim University Policy.
• Policies to be Repealed
  • Such requests must be made by following the Procedure for Repealing Existing University Policies.

PROCEDURE

1. Identify Need for New or Revised University Policy
   The Policy Sponsor and Responsible Unit identifies a need for a new Policy or a Policy revision.

   A “Policy Sponsor” is the administrator or compliance professional who oversees the Unit responsible for the Policy. Policy Sponsors may delegate the steps of this procedure but are ultimately responsible for the new or revised Policy.

   1. If a member of the University Community believes a current Policy should be modified or a new Policy should be created, the individual will notify the Responsible Unit noted on the Policy to discuss potential changes to the Policy, or contact the policy analyst in University Initiatives & Policy with any questions.
   2. Shared governance groups of elected faculty representatives, such as the Faculty Senate and Committee of Eleven, and other shared governance groups, such as the Classified Staff Council, Associated Students of the University of Arizona (ASUA), Graduate and Professional Student Council (GPSC), and University Advisory Council (UAC), play a unique and important role in suggesting potential new policies or potential changes to a current policy. The role of elected faculty representatives is recognized in ARS 15-1601(B).
   3. Policy Sponsors and Responsible Units should engage with elected faculty representatives and shared governance groups to discuss their policy ideas and solicit their feedback.
2. Policy Development
   ​The Policy Sponsor develops the Policy in conjunction with the policy analyst, the Compliance Office, and assigned attorney from the Office of the General Counsel (OGC).
   1. When beginning to draft or revise a Policy, refer to the Policy Style Guide for style and writing guidelines.
   2. Policy Sponsors must use the University Policy Template to draft a new Policy or revise a current Policy. For a revised Policy, Policy Sponsors must create a tracked changes version of the current Policy to highlight the proposed changes. In addition, Policy Sponsors must complete and submit the University Policy Impact and Tracking Statement to the policy analyst along with the Policy.
3. Policy Sponsor Confirms Final Draft
   The Policy Sponsor confirms the final draft version.
4. Obtain Approval for Open Feedback Period
   The policy analyst brings the policy to the General Counsel (GC). The GC brings the Policy to the President and senior leaders for review and if the President approves, the Policy is posted for open feedback period.
5. Notify Leaders of Shared Governance Groups of Elected Faculty Representatives, Other Shared Governance Groups, and Senior Leaders
   The Policy Sponsor, in conjunction with the policy analyst, notifies shared governance organizations and senior leaders of the new or revised policy that will be advancing for review.
6. Gather Feedback
   The Policy is posted for open feedback period.
   1. Feedback is collected for a period of 30 calendar days.
   2. Comments are sent to the Policy Sponsor, assigned attorney, and GC, for review and discussion about whether to make revisions.
7. Obtain Approval
   GC brings the Policy with any revisions to the President.
   1. The President will consult with GC and determine whether to approve final Policy or take another course (revise and re-post, forego revision, etc.).
8. Post Policy
   1. Following President approval, the approved Policy is published in UAnnounce and posted on the University Policies website.

Revised: November 2024                                                                                                               Revised: June 2024
Revised: February 2024
Revised: March 2023
Revised: December 2022
Effective: February 15, 2019