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UT System Administration Policy Library -- Policy INT155 Formulation and Adoption of Policies by UT System Administration

 

Responsible Officer: Vice Chancellor for Administration
Sponsoring Office: Office of Administration
Effective Date: April 13, 2007
Last Reviewed: April 13, 2007
Next Scheduled Review: April 13, 2008
Errors or changes to: policyoffice@utsystem.edu

CONTENTS

 

Policy Statement
Rationale
Scope
Website Address for This Policy
Related Statutes, Policies, Requirements or Standards
Contacts
Definitions
Responsibilities
Procedures

 

Applicability

Formulating and Adopting a Policy through the Standard Policy Development Process

Formulating and Adopting an Interim Policy through the Interim Policy Development Process

Exempting a Policy from the Standard Policy Development Process;
       Formulating and Adopting a Policy through the Expedited Policy Development Process

Standard Format for Policies

Issuing a Policy

Reviewing and Revising a Policy

Maintenance of Policies 

 

Appendices
Appendix A: Standard Policy Development Process Flow Chart
Appendix B:  Expedited Policy Development Process Flow Chart
Appendix C:  Interim Policy Development Process Flow Chart
Appendix D: Roles and Responsibilities in the Policy Development Processes
Appendix E: Sample Timeline: Standard Policy Development Process
Appendix D: Policy Proposal Template
Appendix E:  Policy Template

POLICY STATEMENT

 

The University of Texas System (UT System) Administration requires its offices to use a comprehensive and uniform process for developing, issuing, implementing, and maintaining UT System Administration policies. Other than the Office of the Board of Regents, any UT System Administration office or department responsible for proposing, implementing or enforcing UT System Administration policies must comply with this policy.  This policy defines a UT System Administration policy and outlines the procedures, roles and responsibilities involved in formulating, approving, issuing, implementing, reviewing and amending UT System Administration internal policies and policies that a UT System Administration Office has been authorized to develop that are applicable across UT System.

 

RATIONALE

 

 

A comprehensive and uniform process for developing, issuing, implementing, and maintaining policies will enable UT System Administration to make policy development more efficient, and avoid overlapping or inconsistent policies.  A comprehensive policy process will also enhance the implementation and enforcement of  such policies, prompt regular reviews of existing policies and make those policies readily available on a system-wide basis. This policy is intended to provide each UT System Administration office with the flexibility and discretion to develop policy efficiently, and to increase the opportunity to achieve policy goals, while establishing accountability for policy development, implementation, enforcement, and objectives.

 

SCOPE

 

 

All offices of UT System Administration

WEBSITE ADDRESS FOR THIS POLICY

 

 

http://www.utsystem.edu/policy/policies/int155.html

RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

 

 

CONTACTS

 

 

If you have any questions about UT System Administration Policy INT 155, Formulation and Adoption of Policies by UT System Administration, contact the following offices:

 

DEFINITIONS  

 

 

Effective Date
The month, day and year on which the Vice Chancellor for Administration approves a policy for adoption.

 

Executive Officer Group (EOG)
The Executive Officers of the University of Texas System (UT System) Administration.

 

Exempt Policy
Any policy, procedure or guideline not subject to this policy and not required to go through the UT System Administration Policy Development Process.  Exempt policies include:

• Any Regents’ Rule and Regulation, Regental Policy; 
• Any UT System Administration departmental policy, procedure or guideline that does not meet all of the criteria of Policies Subject to the Policy Development Process as defined in this Policy; and
• All policies of individual institutions of the UT System.

Expedited Policy Development Process
The Policy Development Process through which a Sponsoring Office seeks exemption from the Standard Policy Development Process, and expedited approval for a policy. See Appendix B.

 

Interim Policy
A temporary policy issued for a specified and limited period of time, under one of the following circumstances:

• The Sponsoring Office believes that a particular policy must be adopted or Substantially Revised within three months; 
• New circumstances or conditions require a new or revised policy;
• New legislation, regulation or judicial decisions require new policy, or substantial revisions to existing policy; or
• Conflicting interpretations of one or more existing policies are interfering with the work of one or more UT System Administration offices or departments, or with the mission of the UT System.

Interim Policy Development Process
The Policy Development Process through which a Sponsoring Office seeks approval for an interim policy.  See Appendix C.

 

Last Reviewed
The month, day and year on which the Sponsoring Office most recently reviewed a policy.

 

Next Scheduled Review
The month, day and year upon which a policy should again be reviewed by the Sponsoring Office to determine if changes or revisions to the policies are necessary.

 

Policies Subject to the Policy Development Process
A policy subject to the Policy Development Process described in this Policy is a policy that:

• Has broad application within all of System Administration or throughout the UT System.

• Broad application means that the policy has a significant impact on daily life, operations, responsibilities, procedures or expectations for one or more key communities, including students, faculty and staff.
• Throughout the UT System means that the policy applies to
• the entire UT System, including all of the institutions, and UT System Administration; or
• The UT System Administration, internally; and

 

• It encourages compliance with applicable laws and regulations; promotes operational efficiencies; enhances fulfillment of the UT System’s mission; or reduces institutional risks; and
• It mandates actions or constraints; contains specific procedures for compliance; and articulates desired outcomes; and 
• The subject matter requires review and approval for policy issuance and substantive  changes from either:
• The Board of Regents; or
• The Chancellor, and/or those UT System Administration officers or offices specifically designated by the Chancellor.

 

A policy that meets each of the four criteria set out above is subject to this Policy including the Policy Development Process.

Examples:
The following examples meet all four criteria, and would qualify as policies under the definition established above:

• A policy on harassment that affects all UT System employees.
• A policy that affects a particular accounting practice and that applies to all institutions and to all UT System Administration offices.
• A policy establishing travel requirements for all UT System Administration employees.

 

The following examples do not meet all of the four criteria, and would not qualify as policies under the definition set out above:

• A policy on casual dress established by one office within UT System Administration.
• A policy that applies to the management of construction projects at all institutions and across UT System Administration.
• A policy setting travel requirements for one institution.

 

Policy, this Policy
As used in this Policy, any reference to “this Policy” means this Policy on Formulation and Adoption of Policies by UT System Administration.

 

Policy Advisory Group (PAG)
A standing committee composed of UT System Administration staff, administrators and operations managers.  The PAG reviews draft policies for potential practical challenges and implications associated with implementation and enforcement of the proposed policy.  The Vice Chancellor for Administration approves members of the PAG to serve for a set term.

 

Policy Archive
The digital repository of all active, deactivated, or superseded versions of UT System Administration policies.

 

Policy Development Processes
The steps through which a Sponsoring Office obtains review and adoption of a new policy or a Substantially Revised existing policy.  The three processes described by this Policy are the Standard Policy Development Process, the Expedited Policy Development Process, and the Interim Policy Development Process.  For graphic depictions of these three processes, see Appendices A-C. 

 

Policy Library
The on-line repository of all policies subject to this Policy that are currently in effect The Policy Library is maintained by the Policy Office and is accessible to the public.

 

Policy Office
The UT System Administration Policy Office (Policy Office) acts as the liaison between the Sponsoring Office and the various groups that contribute to the Policy Development Processes described in this Policy. The Policy Office:  

• Facilitates the UT System Administration Policy Development Process and compliance with this policy;
• Facilitates the work of the policy review committees (PAG and SRG);
• Indexes, archives and posts new and existing policies developed by UT System Administration to the Policy Library and the Policy Archive;
• Assists with policy drafting and editing;
• Maintains the Policy Office website;
• Provides training on the UT System Administration Policy Development Process; and
• Notifies each Sponsoring Office of pending Next Scheduled Review Dates and notifies the appropriate parties of a Sponsoring Office’s failure to comply with scheduled policy reviews.

Policy Proposal
The document used to initiate the review and approval process for any new policy developed by UT System Administration, or for substantial revisions to any existing policy developed by UT System Administration.  The Policy Proposal describes the terms and potential impact of establishing a new policy, or of substantially revising an existing one, together with the background and rationale for the request.  See Appendix F.

 

Policy Statement
A summary description, offered at the beginning of an official policy developed by UT System Administration, explaining: to whom the policy applies; the circumstances or conditions under which the policy applies; and the terms or requirements the policy mandates. 

 

Procedures
The section of a policy developed by UT System Administration that describes how the policy will be implemented or enforced.  In particular, procedures describe the action steps, activities or mechanisms through which the terms or requirements of a policy will be implemented or enforced, and the roles accountable for each.

 

Rationale
A summary explanation, offered at the beginning of a policy developed by UT System Administration, describing the problem or conflict the policy will resolve or the goals it will achieve.  The rationale may also describe the legal, regulatory, or operational challenges or circumstances, or other changes in the surrounding operating environment, to which the policy responds.

 

Responsible Officer (RO)
The UT System Administration Executive Officer who provides oversight of a Sponsoring Office, or the person designated by an Executive Officer.  The RO authorizes the Sponsoring Office to initiate the Policy Development Process and advocates for approval of the Policy Proposal.  The RO also advocates for the adoption of policies reviewed through the Standard Policy Development Process, the Interim Policy Development Process or the Expedited Policy Development Process.  The RO is responsible for ensuring that a Sponsoring Office is in compliance with this policy.

 

Sponsoring Office
The office or department within UT System Administration responsible for implementing, enforcing when appropriate, and maintaining a policy that is subject to this Policy.  The Sponsoring Office must comply with this Policy in order to establish a new policy or Substantially Revise an existing policy.   The Sponsoring Office advocates for any new policy or policy revision it proposes, and takes the lead role in the Policy Development Process.  The Sponsoring Office briefs the EOG regarding policies to be approved through the Standard Policy Development Process, the Expedited Policy Development Process or the Interim Policy Development Process.  The Sponsoring Office is also responsible for training those affected by its policies, as well as those who implement or enforce them, if the office is responsible for enforcement of the policies.  The Sponsoring Office is responsible for reviewing its policies on a regular basis and for amending them as necessary.  The Sponsoring Office has records retention responsibilities for its policies. Any UT System Administration Office or any UT System Institution may confer with the Sponsoring Office to request a new policy, or substantial revisions to an existing policy.

 

Stakeholder Review Group (SRG)
An ad hoc or existing committee composed of representatives of communities or constituencies likely to be affected by the new or revised policy, or interested in it.  Once the Sponsoring Office has drafted the policy, it recruits the Stakeholder Review Group. The Stakeholder Review Group then reviews the policy with regard to the impact of the policy on and its application to the stakeholders, and provides feedback to the Sponsoring Office.

 

Standard Policy Development Process
The usual process through which a Sponsoring Office seeks approval for a policy subject to the Policy Development Process. Also, the Policy Development Process for a policy that does not qualify for the Expedited Policy Development Process or the Interim Policy Development Process. See Appendix A.

 

Substantial Revision(s)
The standard for determining whether requested changes to an existing policy trigger application of the Policy Development Process. “Substantial revisions to an existing policy ” means changes in the scope or application of a policy that have a significant impact on daily life, operations, responsibilities, procedures or expectations for one or more key communities, including students, faculty and staff, across:

• The entire UT System, including all of the institutions, and UT System Administration; or
• The UT System Administration, internally

Changes that broaden or narrow the scope or application of an existing policy, or that alter its substantive terms, may constitute a substantial revision if those changes otherwise satisfy the standard set out above.

 

RESPONSIBILITIES 

 

The major responsibilities each party has in connection with this policy are as follows:

Executive Officer Group

• Provides comment during the review phase regarding all policies approved through the Standard Policy Development Process.  Receives a briefing, and may comment, after approval, regarding all policies approved through the Interim Policy Development Process or the Expedited Policy Development Process.

Office of General Counsel

• Advises and assists the Sponsoring Office, as requested, in identifying the need for a new policy or for substantial revisions to an existing policy;
• Advises and assists the Sponsoring Office, as requested, in drafting the Policy Proposal and in drafting and revising any subsequent policies; and
• Reviews and approves all final policies for legal sufficiency prior to final adoption by System Administration.

Policy Advisory Group

• Reviews draft policies for implementation and enforcement issues;
• Provides feedback to Sponsoring Office

Policy Office

• Assists UT System Administration offices, as requested, with the drafting and editing of Policy Proposals, full policies and amended policies;
• Acts as liaison between UT System Administration offices and the review and approval groups throughout the Policy Development Processes, as requested:
• EOG
• Stakeholder Review Group
• PAG
• Facilitates meetings, as requested, of the SRG and the PAG;
• Announces new/revised policies throughout the UT System or System Administration, as  applicable;
• Catalogs and indexes new and revised policies;    
• Posts new/revised policies to the active Policy Library;
• Changes the status of policies that have been eliminated or superseded from active to inactive;
• Posts all active and inactive policies to the Policy Library and the Policy Archive in compliance with this Policy;
• Maintains the record copy of the policies according to the UT System Administration Records Retention Schedule.

Responsible Officer

• Approves initiation of the Policy Development Process by the Sponsoring Office;
• Advocates for approval of the Policy Proposal;
• Advocates for the adoption of policies reviewed through the Standard Policy Development Process, the Interim Policy Development Process or the Expedited Policy Development  Process;

Sponsoring Office

• Implements, maintains and enforces, as appropriate, the Sponsoring Office’s Policies;
• Identifies the need for a new policy, or for substantial revisions to an existing policy;
• Drafts the Policy Proposal and the full policy;
• Advocates for initiation of the Policy Development Process and for adoption of the proposed policy, as noted below:
• Responsible Officer - Initiation of Policy Development Process
• VCA – Approval of Policy Proposal
• Stakeholder Review Group—Review of proposed policy
• PAG—Review of proposed policy
• EOG—Comment regarding final draft policy
• OGC- Approval of final draft policy for legal sufficiency
• VCA – Approval for adoption of final draft policy
• Revises policy based on feedback from:
• Responsible Officer
• EOG
• Stakeholder Review Group
• PAG
• OGC
• Briefs the EOG, along with the Vice Chancellor for Administration regarding policies to be approved through the Standard Policy Development Process or through the Interim Policy Development Process or the Expedited Policy Development Process.
• Organizes and conducts implementation training required for any newly adopted or substantially revised policy;
• Maintains and enforces, as appropriate, the adopted policy;
• Conducts regular reviews of policy as necessary;
• Maintains the working files used in the development of the policy according to its records retention schedule.

Stakeholder Review Group

• Reviews policy re: impact and application;
• Provides feedback to Sponsoring Office.

Vice Chancellor for Administration

• Reviews and approves all Policy Proposals;
• Reviews and approves all requests for exception from Standard Policy Development Process;
• Approves adoption of all final policy drafts, including:
• Policies reviewed through the Interim Policy Development Process; and
• Policies adopted through the Expedited Policy Development Review Process;
• Refers all policies not approved to the Sponsoring Office along with, as appropriate, recommendations for further action;
• Participates, together with the RO, in briefing the EOG regarding all policies approved thorough the Standard Policy Development Process, the Interim Policy Development Process or the Expedited Policy Development Process.

PROCEDURES  

 

 

Applicability
1.  Exemption of a policy from the terms of this Policy acts only an exemption from the policy development processes set forth in this Policy.  UT System Administration retains the right to enforce all policies developed by UT System Administration, regardless of whether the policies have been exempted from this Policy.

 

2.   The Vice Chancellor for Administration (VCA) may specifically approve a policy or category of policies, which may include policies subject to Substantial Revisions, for the Expedited Policy Development Process. Such policies are exempt from the Standard Policy Development Process but remain subject to the other requirements of this Policy.

 

Formulating and Adopting a Policy through the Standard Policy Development Process

The Policy Development Process begins with the Sponsoring Office (SO).  See Appendix A.  The Sponsoring Office is the office or department within UT System Administration seeking to establish a new policy, or to revise an existing policy substantially.  The Sponsoring Office must be the UT System Administration Office responsible for implementing, and maintaining, and enforcing, as applicable, the policy in question. 

• The Sponsoring Office, with assistance from the Office of General Counsel (OGC) if requested, identifies the need for a new policy, or for substantial revisions to an existing policy, and obtains the approval of the Responsible Officer to proceed with the Policy Development Process.

Any UT System Administration Office or UT System Institution may request that a Sponsoring Office undertake development of new policy or revisions to an existing policy.   The Sponsoring Office must provide a response to the requesting System Office or Institution and provide a copy of the request and its response to the Vice Chancellor of Administration. However, the Sponsoring Office is not required to initiate a Policy Proposal or amend a policy in response to such a request.

• The Sponsoring Office, with assistance from OGC if requested, completes the Policy Proposal, and submits it to the Policy Office.  See Appendix F.
• The Policy Office reviews the Policy Proposal with the Sponsoring Office, and submits it to the Vice Chancellor for Administration (VCA).  The RO meets with the VCA, and advocates for approval of the Policy Proposal.  The VCA approves or disapproves the Policy Proposal. The VCA may refer a disapproved Policy Proposal to the Sponsoring Office for further action. 
• Once the Policy Proposal is approved, the Sponsoring Office, with assistance from the OGC, if requested, and the Policy Office, drafts the full policy, using the Policy Template approved by UT System Administration, Appendix E.
• The Policy Office reviews the full draft policy with the Sponsoring Office, and, as requested, may assist the SO in selecting and recruiting 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, or interested in it.  The Policy Office may assist the Sponsoring Office with the convening of an SRG, and facilitating its deliberations. The Sponsoring Office educates the SRG about the need for the proposed policy.  The Stakeholder Review Group provides feedback focused on the impact and application of the proposed policy.
• The Sponsoring Office, with assistance from OGC if requested, makes any necessary revisions to the draft policy, and submits it to the Policy Office.  The Policy Office convenes the Policy Advisory Group (PAG), and facilitates its deliberations.  The PAG is a standing committee composed of UT System Administration staff, administrators and operations managers.  The Sponsoring Office educates the PAG about the need for the policy and, if necessary, advocates for approval of the proposed policy.  The PAG provides feedback to the Sponsoring Office including information regarding implementation and enforcement of the policy.
• The Sponsoring Office, with assistance from the OGC and/or the Policy Office if requested, makes any necessary revisions to the draft policy, and submits the policy to the Policy Office. The Sponsoring Office must also certify that the policy has been reviewed in accordance with this Policy.
• OGC reviews and approves the final policy for legal sufficiency.
• The RO, with assistance from the VCA, briefs the Executive Officers Group (EOG) regarding the draft policy.  The EOG is composed of the Executive Officers of UT System Administration.  The EOG provides comment to the VCA.  The VCA approves or disapproves the policy on behalf of UT System Administration.  The VCA may refer a policy that is not adopted to the Sponsoring Office for further action.
• If the VCA approves the  policy for adoption:

 

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.

The Sponsoring Office:

• Organizes and conducts implementation training for those affected by the policy
• Maintains and enforces the policy
• Conducts regularly scheduled reviews of the policy, for possible revision.
• Maintains the working files used in the development of the policy for in compliance with its records retention schedule.

For illustrations of the Policy Development Process, please see:
Appendix A: Standard Policy Development Process Flow Chart
Appendix B:  Expedited Policy Development Process Flow Chart
Appendix C:  Interim Policy Development Process Flow Chart
Appendix D: Policy Proposal Template
Appendix E:  Policy Template

 

Formulating and Adopting an Interim Policy through the Interim Policy Development Process

If the Sponsoring Office believes that a new or revised policy is required, and that time does not permit completion of the Standard Policy Development Process, the Sponsoring Office may seek authorization to issue an interim policy. 

 

The interim policy will include only the Policy Statement and Rationale—see the UT System Administration Policy Template, Appendix G.  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.

 

The Sponsoring Office must take the following steps to obtain authorization for an Interim Policy (see Appendix C):

• The Sponsoring Office, with assistance from the OGC if requested, identifies the need for an interim policy, and obtains the approval of the Responsible Officer to proceed.
• The Sponsoring Office, with assistance from the OGC if requested, drafts the Policy Statement and Rationale—See the UT System Administration Policy Template, Appendix G.
• The Policy Office convenes and facilitates a meeting between the Sponsoring Office and the VCA.  The Responsible Officer advocates for adoption of the interim policy.
• OGC reviews and approves final policy for legal sufficiency.
•  The VCA reviews the Interim Policy, and approves or disapproves it. The VCA may refer a policy that is disapproved to the Sponsoring Office for further action.
• If the Vice Chancellor for Administration approves the draft policy for adoption: 

The Responsible Officer and VCA:

• Brief the EOG regarding the Interim 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.

The Sponsoring Office:

• Organizes and conducts implementation training for those affected by the policy.
• Maintains and enforces the policy.
• 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 as defined above.

 

Exempting a Policy from the Standard Policy Development Process; Formulating and Adopting a Policy through the Expedited Policy Development Process

 

Any policy subject to this Policy that is exempted from the Standard Policy Development Process must be approved through this Expedited Policy Development Process. The Vice Chancellor for Administration may exempt a policy or category of policies from the Standard Policy Development Process.

 

A Sponsoring Office may seek an exemption from the Standard Policy Development Process for a new or proposed policy or a category of policies if:

• Practical or operational considerations require rapid development and adoption of a policy; or
• Adoption of the new policy or Substantial Revision of an existing policy is mandated by statute or regulation, and is not discretionary; and
• the need for adoption of the new policy is urgent

 

The Sponsoring Office must take the following steps to obtain approval through the Expedited Policy Development Process (see Appendix B):

• The Sponsoring Office, with assistance from the OGC if requested, identifies the need for an exemption from the Policy Development Process and obtains the approval of the Responsible Officer to proceed.
• The Sponsoring Office, with assistance from the OGC if requested, drafts the policy, for adoption using the Policy Template approved by UT System Administration.  See Appendix G.
• The Policy Office convenes and facilitates a meeting between the Sponsoring Office and the VCA.  The Responsible Officer advocates for an exemption from the Policy Development Process and for adoption of the policy.  The VCA reviews the request for exemption from the Policy Development Process; or if the Sponsoring Office believes that the policy falls within a category of policies that the VCA has previously exempted, the VCA reviews the Sponsoring Office’s explanation of why the policy falls within the exempt category.
• OGC reviews and approves the policy for legal sufficiency.
•  If the VCA approves the request for exemption, the VCA then approves or disapproves adoption of the policy. If the policy is disapproved the VCA may refer it to the Sponsoring office for further action. 
• If the Vice Chancellor for Administration approves the draft policy for adoption.

The Responsible Officer and VCA:

• Brief the EOG regarding the new 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.

The Sponsoring Office:

• Organizes and conducts implementation training for those affected by the policy.
• Maintains and enforces the policy.

Standard Format for Policies

To ensure consistency, UT System Administration has adopted a standard format for its policies.  Once the EOG has approved the Policy Proposal, the Sponsoring Office will draft the full policy, using the Policy Template, attached as Appendix G.

 

Issuing a Policy

Once the VCA has approved a policy, the Policy Office will issue it in the standard format, embodied in the Policy Template, Appendix G, and posts the policy to the Policy Library and the Policy Archive. Each policy must include an effective date, the date the policy was last reviewed by the Sponsoring Office and the date on which the policy is next scheduled for periodic review to determine if changes or revisions to the policies are necessary.

 

The Policy Office will issue a broad announcement regarding the policy on the World Wide Web. The announcement will include a brief explanation of the policy, the responsible office, and how to access the policy. In addition, if the policy applies to the entire UT System, including all of the institutions, each institution will announce the policy and its terms.

 

Reviewing and Revising a Policy;

Each UT System Administration office or department is responsible for maintaining the policies it sponsors.

• Reviewing Policies. At a minimum, each Sponsoring Office must review each of its policies within four years of the later of the date of its effective date or the date that the policy was last reviewed. 

 

It is the responsibility of the Sponsoring Office to determine if statutory requirements or any other factors require one or more reviews in advance of the minimum requirement of a review every four years.

The Policy Office will notify the Sponsoring Office when a policy is due for review.  Within sixty days after the Next Scheduled Review Date, the Sponsoring Office must determine if the policy in question require revisions and:

•  If the policy requires no revision, the Sponsoring Office must notify the Policy Office that the Policy remains in effect, and provide the Policy Office with a new Next Scheduled Review Date.
• If a policy requires only changes that do not rise to the level of substantial revision, the Sponsoring Office must make the necessary revisions, and provide the Policy Office with the revised policy as well as a new Next Scheduled Review Date.
• If the policy requires substantial revision, the Sponsoring Office must initiate the Policy Development Process.

The Policy office will notify the Responsible Officer and the VCA if the Sponsoring Office has not met its responsibilities under this section within sixty days of the Next Scheduled Review Date,

 

2.   Revising Policies.  If the Sponsoring Office determines that a policy requires Substantial Revision, it must initiate the appropriate the Policy Development Process.  If the Sponsoring Office determines that the necessary or desired changes do not constitute a substantial revision of the policy, it may amend the policy based on the approval of the Responsible Officer. The Sponsoring Office is responsible for forwarding any such non-substantive amendments to a policy subject to this Policy for posting to the Policy Library and the Policy Archive.

 

Maintenance of Policies 
1.  If, upon review, the Sponsoring Office determines that a policy should be eliminated or superseded by another policy or policies, the Sponsoring Office will:

• Notify the Policy Office regarding the policy to be eliminated or superseded and the date upon which the policy in question will no longer be effective;
• Notify the Policy Office regarding the superseding policy or policies and the date on which the superseding policy or policies will become effective.
• Upon notification, the Policy Office will:
• Change the status of the eliminated or superseded policy from active to inactive
• Enter any superseding policy or policies into the active policy library.

  2.  If a Sponsoring Office makes any amendments to an existing policy, including non-substantive revisions that are not subject to review under this Policy, the Sponsoring Office will provide the revised policy to the Policy Office, which shall replace the existing policy in the active library with the amended policy and post the previous version of the policy in the inactive policy library.
 
3.   The Policy Office shall retain and manage all policies in its Policy Library and the Policy Archive and destroy any archived policy upon notification by the Sponsoring Office that the policy must be destroyed in accordance with the UT System Administration Records Retention Schedule.

 

APPENDIX A

 

 

Standard Policy Development Process Flow Chart
http://www.utsystem.edu/policy/charts/policyprocesschart.pdf

APPENDIX B

 

 

Expedited Policy Development Process Flow Chart
http://www.utsystem.edu/policy/charts/policyexpeditedchart.pdf

APPENDIX C

 

 

Interim Policy Development Process Flow Chart
http://www.utsystem.edu/policy/charts/policyinterimchart.pdf

 

APPENDIX F

 

 

Policy Proposal Template
http://www.utsystem.edu/policy/forms/int155/policyproposaltemplate.doc

APPENDIX G

 

 

Policy Template
http://www.utsystem.edu/policy/documents/policytemplate.doc