Identify the need for a new policy or for substantial revisions to an existing policy, and request authorization to proceed with the Standard Policy Development Process
Step 1: The Sponsoring Office identifies the need for a new policy, or for substantial revisions to an existing 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 drafts the policy using the Policy Template, and completes the Request to Proceed with the Standard Policy Development Process, and submits both printed documents to the Policy Office.
Step 3: The VCA approves or disapproves the Request to Proceed with the Standard Policy Development Process, or refers it to the Sponsoring Office for further action.
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Seek feedback and revise the policy as necessary
Step 4: The Sponsoring Office selects and recruits a Stakeholder Review Group (SRG), an ad hoc committee composed of representatives of communities or constituencies likely to be affected by the new or revised policy. The Stakeholder Review Group provides feedback focused on the impact and application of the proposed policy. Sample Stakeholder Invitation.
The Policy Office may assist the Sponsoring Office with the selection of an SRG.
Step 5: The Sponsoring Office makes any necessary revisions to the draft policy.
Step 6: The Policy Office assists the Sponsoring Office in convening the Policy Advisory Group (PAG) and facilitates deliberations. The PAG is a standing committee composed of UT System Administration staff, administrators and operations managers. Obtain feedback from the Policy Advisory Group.
The PAG provides feedback to the Sponsoring Office regarding implementation and enforcement of the policy.
Step 7: The Sponsoring Office makes any necessary revisions to the draft policy and submits it to OGC.
Step 8: OGC reviews and approves the policy for legal sufficiency. OGC certifies its approval via memorandum.
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Obtain agreement to adopt the policy and publicize it
Step 9: The Sponsoring Office briefs the Executive Officer Group (EOG), composed of the Executive Officers of UT System Administration. The EOG provides comment to the VCA. Brief the Executive Officer Group.
Step 10: The Sponsoring Office submits the final policy draft to the VCA for approval for adoption. Include the Request for Policy Approval Form and the OGC Memorandum of Approval with the final policy draft.
The VCA approves or disapproves the final policy draft for adoption, or refers it to the Sponsoring Office for further action.
Step 11: The Sponsoring Office certifies that the policy has been reviewed in accordance with INT155 by completing the Standard Policy Development Process Checklist. Once the checklist is completed, the Sponsoring Office submits copies of the final policy draft, 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.
Step 12: The Sponsoring Office announces and implements the policy with assistance from the Policy Office.
The Sponsoring Office:
- Announces the new/revised policy
- Conducts any necessary implementation training
- Maintains and enforces the policy
- Conducts regularly scheduled reviews of the policy as required by INT155
- Maintains the working files used in the development of the policy according to the UT System Administration Records Retention Schedule
The Policy Office:
- Announces the new/revised policy
- Catalogs and indexes the policy
- Posts the policy to the Policy Library and the Policy Archive
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Roll cursor over flowchart for links to related documents
Resources:
Standard Policy Development Process Tool Kit
Policy Development Process Flowchart (PDF)
INT155, Formulation and Adoption of Policies by UT System Administration
Roles and Responsibilities Page
Policy Glossary
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