If the Sponsoring Office believes that a new or revised policy is required, but time does not permit completion of the Standard Policy Development Process, the Sponsoring Office may seek authorization to issue an interim policy
Step 1: The Sponsoring Office identifies the need for an interim policy. To request assistance from the Policy Office, contact us by phone or email, or complete the Policy Development Questionnaire.
Step 2: The Sponsoring Office completes the Authorization to proceed with the Interim Policy Development Process and drafts the Policy Statement and Rationale using the Interim Policy Template and submits both printed documents to the Vice Chancellor for Administration. Please retain a copy of the Interim Policy Request Form for your department records.
Step 3: The VCA approves or disapproves the request to proceed with the Interim Policy Development Process, or refers it to the Sponsoring Office for further action.
Need help? Contact us!
Approval or rejection of a proposed interim policy; announcement process for approved interim policy
Step 4: OGC reviews and approves policy for legal sufficiency. OGC certifies the approval via memorandum.
Step 5: The Sponsoring Office submits the final policy to the VCA for approval. Please include the Request for Policy Approval and the OGC memorandum of approval.
The VCA approves or disapproves the final version of the policy for adoption, or refers it to the Sponsoring Office for further action.
Step 6: If the VCA approves the interim policy for adoption, the Sponsoring Office briefs the EOG regarding the new policy.
Step 7: The Sponsoring Office certifies that the policy has been reviewed in accordance with INT155 by completing the Interim Policy Development Process Checklist. Once the checklist is completed, submit copiers of the final policy, the OGC Memorandum of Approval, the Request for Policy Approval Form, and the checklist to the Policy Office. Please retain the original copies of each of these documents for your records.
Once the VCA approves the draft policy for adoption:
The Sponsoring Office:
- Announces the new/revised policy throughout the UT System
- Organizes and conducts implementation training for those affected by the policy.
- Maintains and enforces the policy.
- Submits the approval documentation and Interim Policy Development Process Checklist to the Policy Office.
- Maintains the working files used in the development of the policy for compliance with the UT System Administration Records Retention Schedule
- Once the Interim Policy is approved, the Sponsoring Office must immediately initiate the Standard Policy Development Process, using the interim policy to develop a full policy.
The Policy Office:
- Announces the new/revised policy throughout the UT System;
- Catalogs and indexes the policy, and
- Posts the policy to the Policy Library and the Policy Archive.
Please note - Interim Policies have a limited lifespan: An interim policy may remain in effect up to four months from the date of its final approval. The Responsible Officer may extend the life of an interim policy for an additional two months, making its total life six months from the date of its final approval. The Responsible Officer must provide written notice to the Vice Chancellor of Administration before authorizing such an extension. The Responsible Officer must seek prior authorization from the Vice Chancellor for Administration for any additional extension of the interim policy beyond a two month extension or for any extensions beyond six months from the date of the interim policy final approval. The Responsible Officer must request any such additional extensions in writing, a minimum of two weeks before the expiration date of the interim policy in question.
Need help? Contact us!
Roll cursor over flowchart for links to related documents
Tools and Resources:
Interim Policy Development Process Tool Kit
Interim Policy Development Process Flowchart (PDF)
INT155, Formulation and Adoption of Policies by UT System Administration
Roles and Responsibilities Page
Policy Glossary
> back to top
