Procedure for Requesting an Interim University Policy

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 University may adopt or revise a Policy on an interim basis when the President or the President’s designee determines that there is a compelling University interest to do so. Such Policies will be given interim status for up to 12 months. The President or the President’s designee may once renew an interim Policy for an equal period of time as necessary.

The proposed new interim Policy or interim revisions to an existing Policy must undergo the complete policy review, feedback, and approval process if interim Policy is to be made permanent.

The policy analyst in University Initiatives & Policy is responsible for ensuring the request for an interim Policy adheres to this procedure.

This procedure is not required for:

• Creating new or revising current Policies for approval as final, permanent Policies.
  • Such changes must be made by following the Procedure for Creating and Revising University Policies.
• 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 Edits to University Policy That Are Non-Substantive or Required Edits.
• Policies to be Repealed
  • Such requests must be made by following the Procedure for Repealing Existing University Policies.

PROCEDURE

1. Identify Need for Interim University Policy  

The Policy Sponsor and Responsible Unit identifies a need to create a new interim Policy or make interim revisions 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 interim Policy.

1. If a member of the University Community believes there is a need to create a new interim Policy or make interim revisions to a current Policy, the individual will notify the Responsible Unit noted on the Policy to discuss a potential new interim policy or potential interim changes to a current 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), and the Graduate and Professional Student Council (GPSC), and University Advisory Council (UAC), play a unique and important role in suggesting potential new interim policies or potential interim 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 interim policy ideas and solicit their feedback.

2. Policy Development​

The Policy Sponsor develops the new interim Policy or makes interim revisions to a current 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 the new interim Policy or makes interim revisions to a current 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 interim Policy, or to change a current Policy to interim status. For a current Policy, Policy Sponsors must create a tracked changes version of the 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 interim Policy.
3. Justification for requesting an interim Policy by reason of compelling University interest must be included on the University Policy Impact and Tracking Statement.

3. Policy Sponsor Confirms Final Draft

​The Policy Sponsor confirms the final draft version.

4. 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 approved interim status policy that will be advancing for review.

5. Obtain Approval for Open Feedback Period

The policy analyst brings the interim policy to the General Counsel (GC). The GC brings the interim Policy to the President and senior leaders for review and if the President approves, the approved interim Policy is posted for open feedback period.

6. Gather Feedback

​The Policy is posted for open feedback period.

1. An enactment notice of the approved Policy on an interim basis is published in UAnnounce; opening the 30-day feedback period to collect feedback for the creation of a permanent Policy; and
2. Comments are sent to the Policy Sponsor, assigned attorney, and GC, for review and discussion about whether to make revisions.

7. Conduct Interim University Policy Review

​Within 12 months from when the Policy was approved and adopted on an interim basis, the Policy must be reviewed and revised, as applicable, by the Policy Sponsor and submitted for approval to adopt the Policy on a permanent basis.

1. If the interim Policy is not extended by the President or if the Policy Sponsor decides not to make the interim Policy permanent within the 12 month timeframe, the interim Policy will be repealed in accordance with the Procedure for Repealing Existing University Policies.

Process for Moving Policy from Interim Status to Permanent Status

1. Policy Revision

​If the Policy Sponsor makes revisions to the approved interim Policy, the policy analyst will submit the revised Policy to the assigned attorney.

1. If the assigned attorney determines that significant changes to the Policy language are warranted based on changes initiated by the Policy Sponsor or based on feedback, the revised Policy will be submitted for an additional open feedback period. Move to step 2 below.
2. If an interim Policy is being used throughout the interim period, before the Policy is moved to permanent status, and the assigned attorney determines that no significant changes to the Policy language are warranted, there is no need to submit the Policy for the feedback period. Move to step 4 below.

2. Obtain Approval for Open Feedback Period

​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.

3. 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.

4. Obtain Approval

​GC brings the Policy with any revisions to the President.

1. The President will consult with the GC and determine whether to approve the final Policy or take another course (revise and re-post, forego revision, etc.).

5. Post Policy

​Following President approval, the approved Policy is published in UAnnounce and posted on the University Policies website.

 

 

 

Revised: June 2024

Revised: February 2024

Effective: March 2023