Consultation Guidelines for Administrative Policies

All policies, whether new, under comprehensive review, or containing a non-minor change to an existing policy, must undergo consultation. Polices with only minor changes are exempt from this requirement.

The purpose of consultation is to engage end users and other stakeholders in advance of a policy or policy revision being published so that:

  • the clarity and accuracy of the information may be confirmed;
  • gaps in the policy might be identified; and
  • to engage these audiences in change management.

The following table provides some guidance for policy owners when determining the audiences with whom consultation should occur. Selection from these lists would depend on the nature of the policy content. Each owner should determine which of these groups/individuals are impacted by the policy and procedure.

Category of PolicyAudiences to Consider while Planning Consultation
All policies
  • Senior leadership within your organizational structure to ensure support for the new policy or proposed changes
  • Other central administrative units who have some role or touchpoint in the proposed policy or procedures Diversity Community of Practice – Equity Lens Policy Review Committee (ELPRC)
  • The designated University Senate governance group(s) (see University Senate Consultation Matrix)
  • General Counsel, where appropriate for the subject matter
  • System campuses (if not otherwise represented in established groups with whom you’ll be consulting)
Operations This is a miscellaneous grouping of policies and the consultative bodies vary widely by the policy content.
  • Resource Responsibility Center Managers (RRCs)
  • Financial Management Advisory Committee (FinMAC)
  • Cluster Directors
  • Council of Research Associate Deans (CRAD)
  • Effort Reporting Coordinators
  • Grants Management User Network (GMUN)
  • Research Compliance Committee (RCC)
Human Resources
  • HR leads
Information Technology
  • IT Community Data custodians Security Advisory Committee Privacy Officers
  • Registrar's Advisory Committee (RAC)
  • Graduate Education Council (GEC)
  • College Advisory Group (CAG)
  • Associate Deans for Graduate Education

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