Procedures and Submissions

Policy review process

Prior to submitting a Policy to the University Policy Committee (UPC) for review:

  1. Units must work with the appropriate Sponsor (Vice President or equivalent, the President’s Office, or the Secretary of the Board) to identify whether there is need for a new or revised Policy or if an existing Policy should be rescinded.
  2. Policies may have more than one Sponsor. Sponsors may choose which area should be responsible or decide to share responsibility for a particular Policy. The President will resolve any disputes among Sponsors concerning Policy ownership.
  3. The Sponsor must coordinate the following:
    1. Appoint an REO to oversee the development, implementation, and enforcement of the Policy. The REO will be the UPC’s contact throughout the Policy review and approval process;
    2. Work with REO to confirm that the document in question is a Policy, not a procedure or guideline. See definitions at the Policy Development and Approval Process—procedures/guidelines do not follow this process.
    3. Seek stakeholder input, including President’s cabinet if necessary, on the Policy content and implementation plan, document which stakeholders were consulted, and attach that documentation to the UPC submission;
    4. Determine whether there are existing versions of Policies on the unit’s or others’ webpage(s) that should be removed;
    5. Identify existing/conflicting/outdated Policies elsewhere on campus; f. Ensure Policy is in the most recent version of the Board-approved template.
  4. When the Sponsor and REO are satisfied with the form and content of the Policy, the REO will submit the Policy to the UPC via webform on Policies webpage. The UPC may invite the REO to the committee meeting to answer questions about the proposed Policy.

UPC Review Process

  1. The UPC meets to review the proposed Policy for the following:
    1. Format and content;
    2. Identify and address Policy conflicts and duplication;
    3. Identify existing, related Policies for revision or rescission consistent with the proposed Policy;
    4. Determine whether the proposed Policy requires Presidential or Board approval;
    5. Evaluate whether to obtain legal review and seek such review if necessary (if not already obtained by Sponsor);
    6. Substantive review for the following:
      • i. Submitted with necessary supporting documentation;
      • ii. Meets approved format;
      • iii. Supports the University’s mission, vision, and values;
      • iv. Applies across the institution;
      • v. Establishes the University’s position across a range of matters;
      • vi. Endures across time and administrations, changes infrequently, and sets the course for the foreseeable future;
      • vii. Supports equity, integrity, and simplicity in practices across the institution;
      • viii. Promotes quality and operational efficiency, reduces bureaucracy, and provides guidance for managing the institution;
      • ix. Helps ensure compliance with applicable laws and regulations;
      • x. Aligns with University bylaws, rules, regulations, and existing policies;
      • xi. Is enforceable; and
      • xii. Helps reduce institutional risk.
  2. After review and interactive communications with Sponsor if necessary, the UPC Chair will post a copy of the draft Policy to the UPC website for comments from the WMU Community.
    1. The responsible Committee member will notify the University community that a draft has been posted. Notice will be posted elsewhere as appropriate.
    2. University users will have a minimum of 14 business days to review and comment on the proposed Policy (the Committee may designate longer review periods as needed).
    3. Users with a valid BroncoNetID and password will be able to access and comment on draft Policies. The UPC will make all efforts to keep commenters’ identities confidential. Commenters may submit comments anonymously; however, doing so will limit the UPC’s ability to respond or collaborate with the commenter to address the concern identified.
  3. The UPC will consider submitted comments and may invite commenter(s) to a UPC meeting for further input and may communicate general concepts addressed in the comments to the Sponsor. Submitted comments are advisory in nature and do not obligate the UPC to make changes in its recommendations or obligate Sponsor to make changes to the proposed Policy.
  4. After considering any comments, the UPC will submit formal recommendations for changes to the Sponsor and assign the proposed Policy a number.
  5. If the Sponsor makes any substantive changes based on the UPC’s recommendations, the UPC Chair will recirculate the new version of the proposed Policy to the UPC for review and comment. If no substantive changes are made after UPC review, the UPC Chair will omit this step.
  6. The UPC Chair will then forward the resulting draft to the Sponsor for signature.

Communicate and Post Approved Policy

  1. Once the Policy has been approved, the UPC Chair will ensure that the new Policy is posted on the University Policies webpage.
  2. After final approval and posting, the REO will:
    1. Link to Policy on own webpage (optional);
    2. Communicate existence of new Policy to stakeholders; and
    3. Initiate next review on or before date indicated in the new Policy.

Footnotes

The UPC would like to thank The Ohio State University Office of Compliance and Integrity for their assistance in developing these procedures.