Procedure for Requesting Edits to University Policies that are Non-Substantive or Required Edits

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 application 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 requests for non-substantive or required edits to a Policy adheres to this procedure.

This procedure is not required for:

• Creating new Policies or making substantive changes to current Policies.
  • Such changes must be made by following the Procedure for Creating and Revising 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• Policies to be Repealed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 Non-Substantive or Required Changes to a Current Policy
   The Policy Sponsor and Responsible Unit identifies a need for non-substantive or required changes to a current Policy.

   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 revised Policy.

   1. If a member of the University Community believes a current Policy should be modified to include a non-substantive (including a change to the Responsible Unit name) or required change, the individual shall notify the Responsible Unit noted on the Policy to discuss potential changes to the Policy, or contact policy analyst in University Initiatives & Policy with any questions.
2. Contact the Policy Analyst
   ​The Policy Sponsor requesting edits to a Policy contacts the policy analyst in University Initiatives & Policy in writing with a description of the requested change.  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 revised Policy.
3. Notify the Assigned Attorney in the Office of the General Counsel (OGC)
   The policy analyst notifies the OGC of the requested change.
4. OGC Determination
   The assigned attorney determines if the requested change is non-substantive or otherwise required and informs the policy analyst.
   1. If the change is found to be substantive, the policy analyst informs the Policy Sponsor requesting the change and directs the Policy Sponsor to follow the Procedure for Creating or Revising University Policies.
   2. If the change is deemed non-substantive or is a required change, the policy analyst will make the requested change to the Policy, note the change in the Revision History section of the Policy, and notify the Policy Sponsor of the change.
5. ​​​​​OGC-Initiated Non-Substantive or Required Change
   The OGC may also initiate a non-substantive or required change and will send the updated Policy or a tracked changes version to the policy analyst, along with a written description of the reason for the change, if applicable.
   1. If the non-substantive or required change is initiated or approved by the OGC, the policy analyst will make the requested change to the Policy, note the change in the Revision History section of the Policy, and notify the Policy Sponsor of the change.

Revised: June 2024
Revised: February 2024
Revised: March 2023
Revised: December 2022
Revised: August 2022