Please refer to the following guidelines for the announcement of a new, revised or deleted policy:
- Please review the Policy Announcement Template, below, as well as the sample announcement(s).
- Please complete the template, and forward your draft announcement to the Policy Office. If you have a preferred alternative format for the announcement, please forward the completed alternative form to the Policy Office.
- Please review the Email Group List, available through the Policy Office. Select the groups that should receive your announcement, add any individuals or groups as needed to reach the intended audience, and forward the selected list of groups to the Policy Office.
- The Policy Office will contact you to finalize arrangements once you have forwarded the draft announcement and the list of selected groups for email distribution.
- The Policy Office can send the announcement on your behalf, or your office may send it directly, once the preceding steps have been completed
Please contact the Policy Office with any questions regarding announcement procedures so that we may assist you with this process.
Email Announcement Template
Subject: [New Policy UTS/INT###, Policy Name] and/or [Deleted Policy UTS/INT###, Policy Name] and/or [Revised Policy UTS/INT###, Policy Name]
(Include one or more of the following announcements based on the type of announcement you will be making:)
New Policy Announcement Example
INT158, Cost Sharing Policy, is now available on the web in the UT System Policy Library at http://www.utsystem.edu/policy/ov/int158.html. This policy provides requirements, guidelines, and procedure for monitoring, tracking, and reporting cost sharing to sponsoring agencies for all sponsored programs, federal, state, and private, at UT System Administration. This includes the understanding of cost sharing commitments and determining when cost sharing is appropriate and allowable.
Revised Policy Announcement Example
INT153, Time and Effort Management & Reporting Policy, revision summary:
- Change of Title from Time and Effort Reporting Policy
- Rationale expanded
- Added to Related Statutes, Policies, Requirement or Standards
- Responsibilities expanded
- Principal Investigator (Certifier)
- Department Administrator/Business Manager (Precertifier)
- Office of the Controller - Grants and Contracts Manager
- Procedures expanded
- Proposing Effort and Requesting Salary Support
- Minimum Proposed Committed Effort
- Maximum Proposed Committed Effort
- Summer Effort for Individual with a nine-month appointment
Deleted Policy Announcement Example
UTS136, Procedures for Ensuring a Good Faith Effort to Use HUB Firms, has been superseded by INT137, Historically Underutilized Business (HUB) Program as of August 2007
Please share this information with those on your staff who may be impacted by these changes.
Please contact the Policy Office or [Sponsoring Office] if you have any questions or if we can be of assistance in any way.
[Policy Office Signature or Sponsoring Office Signature]
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