Office of Administration > Policy Office > Policy Review, Revision, and Maintenance > Steps

 

Initiate Review

The Sponsoring Office or the Policy Office Initiates Policy Review Process

 

 

Step 1: The Policy Office notifies the Sponsoring Office that a policy is due for review based on the Next Scheduled Review Date, or the Sponsoring Office identifies the need to review a policy. To request a policy for review, contact us by phone or email, or complete the Policy Checkout Form.

 

Step 2: The Policy Office provides the Sponsoring Office with access to the currently approved version of the policy for editing. For instructions on how to access the policy via Sharepoint, view Sharepoint Instructions.

 

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Conduct Review

The Sponsoring Office Determines the Appropriate Course of Action

 

Step 3:  Within sixty days after the Next Scheduled Review Date, the Sponsoring Office must review the policy in question, and take the appropriate course of action as described in this step. The requirements described in this step apply whether the Policy Review Process is initiated by the Policy Office, based on the Next Scheduled Review date, or whether it is initiated by the Sponsoring Office, based on its determination that a review is necessary in advance of the Next Scheduled Review date:

 

• If the policy should be eliminated, the Sponsoring Office notifies the Policy Office in writing and specifies the date upon which the policy will no longer be effective. The Sponsoring Office may initiate deletion of a policy by submitting a Policy Deletion Form.
• If the policy requires no revision, the Sponsoring Office notifies the Policy Office, in writing, that the Sponsoring Office has reviewed the policy and that the Policy remains in effect in its current form; and provide the Policy Office with a new Next Scheduled Review Date.
• If the policy requires changes that do not rise to the level of Substantive Revisions , the Sponsoring Office makes the necessary changes and provides the Policy Office with the revised policy, including a new Next Scheduled Review Date. To view the definition of Substantial Revisions, please view the Glossary.
• If the policy requires substantial revisions, the Sponsoring Office notifies the Policy Office and initiates the appropriate Policy Development Process. To view the definition of Substantial Revisions, please view the Glossary.

 

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Announce and Implement Revised Policy

Policy is Revised as Necessary, and Revisions are Approved

 

Step 4: Once the Sponsoring Office has completed the appropriate course of action:

 

The Sponsoring Office:

• Announces the new/revised/deleted 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 Policy Review Process according to the UT System Administration Records Retention Schedule

The Policy Office:

• Announces the new/revised policy
• Posts the revised policy to the Policy Library and the Policy Archive

 

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Roll cursor over flowchart for links to related documents

 

 

Resources:

 

Policy Review Process Tool Kit

Policy Review Process Flowchart (PDF)

Policy Checkout Form

Policy Deletion Form

INT155, Formulation and Adoption of Policies by UT System Administration

Policy Glossary

 

 

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