Follow steps 1 – 5 when developing a new policy or when making substantive revisions to an existing policy. Minor revisions that are technical and not substantive (e.g., new contact details, new position titles, content transition to new policy templates) can be requested by completing the Administrative Change Request Form.
Step 1 – Policy Assessment & Notification
For policies already in effect, skip to step 2 unless there is a change in the existing policy revision timeline or the estimated impact on the university community.
A) Confirm the need and benefit for a new or revised policy by:
- Reviewing the current library of policies to ensure necessity
- Identifying and consulting with appropriate subject matter experts (“SMEs”)
B) Complete the Policy Assessment & Notification Form, which will be routed to the Office of Culture, Ethics and Compliance (“OCEC”) for review.
Step 2 – Policy Development & Stakeholder Engagement
B) Consult or inform all mandatory stakeholders on the policy revision. Stakeholders should be given at least 5 business days to review a policy in order to provide meaningful feedback.
- Office for Equity, Equal Opportunity, and Title IX, consult
- Human Resources, consult
- Office of Culture, Ethics & Compliance, consult
- Office of General Counsel, consult
- Office of the Provost (if policy impacts faculty), consult
- Academic Senate (if policy impacts faculty), consult
- Student Affairs (if policy impacts students), consult
- Department VP or equivalent, inform
- Senior Jurisdiction Owner (SVP), inform
Policy Owners are strongly encouraged to consult Staff Assembly on any policies which impact staff.
Please contact OCEC by emailing firstname.lastname@example.org if you require points of contact for the departments and governance bodies listed.
Step 3 – Policy Submittal & Quality Check
Submit policy for approval via the Policy Submittal Form. OCEC will complete a quality check prior to submitting for final approval in the policy management system.
Step 4 – Policy Approval
OCEC will facilitate the final approval process with the Policy Review Core Team and the Jurisdiction Owner. The Policy Owner will be asked to save the date of the next Policy Review Core Team meeting to address questions or concerns about the policy, if needed.
Step 5 – Policy Posted & Communicated
OCEC will post the policy to the external policy site. The Policy Owner and Responsible Office are responsible for communicating and training on new or revised policy to impacted groups.