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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:

  • Unit Policies, which only apply within a particular Unit or only to the operations or transactions within a particular Unit and that are overseen by a particular Unit.
    • Unit Policies may not conflict with University or ABOR policies, laws, or other regulations.
    • Units are strongly encouraged to consult with the Office of General Counsel (OGC) if there is any uncertainty about potential conflicts.
    • Units should develop a process to receive input from shared governance groups of elected faculty representatives and other shared governance groups and obtain approval from appropriate Unit leadership or University leadership before finalizing changes.
  • Procedures, guidelines, or processes which describe the steps taken to implement or meet the requirements of a Policy.

PROCEDURE

  1. Identify Need for Non-Substantive or Required Changes to a Current Policy.  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 University Initiatives & Policy/Policy Analyst 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 OGC. The Policy Analyst notifies the OGC of the requested change.
  4. OGC Determination.
  1. The OGC determines if the requested change is non-substantive or otherwise required and informs the Policy Analyst.
  2. 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.
  3. 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.
  1. OGC-Initiated Non-Substantive or Required Change.
  1. 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. 
  2. 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: February 2024

Revised: March 2023

Revised: December 2022

Revised: August 2022