Establishing and Maintaining Administrative Policies
Frequently Asked Questions
- How can I get an administrative policy started from my office or department?
If you or your unit are responsible for the area in which you wish to have a new policy, the first step is to obtain support from your manager or senior leader to proceed. Once obtained, please review the materials associated with Administrative Policy: Establishing Administrative Policies. You may also contact the University Policy Program (UPP), who will assist you with any questions you have about the process in general. If you believe a policy would be in the best interest of the University and it meets the criteria stated in the associated policy, but you or your unit are not responsible for the process, please contact the appropriate unit to discuss your suggestion.
- I am a policy owner but I have very few policies. Is there any writing assistance available?
Yes, the University Policy Program is available to provide assistance to policy owners in drafting policy. Please check out the Guide to Writing an Administrative Policy.
- What are other alternatives to establishing a formal administrative policy?
You may choose to establish a local policy that applies to your unit or a small number of individuals, unless the risk is significant enough to have a University-wide policy (see criteria in Administrative Policy: Establishing Administrative Policies. Contact the University Policy Program for assistance in reviewing and considering options for your particular situation.
- I’m a policy owner. How often should I review my policies?
Policies must be reviewed comprehensively once every four years unless you have an approved comprehensive review extension request on file. However, there are often minor adjustments that need to be made over time, such as revising the contact section of your policy. We recommend at least an annual review to ensure that the information is still accurate.
- I have some minor changes to make to my policy. Will I still need to go through the formal review process?
No. If the changes are not part of a required comprehensive review and are not substantive, you may send the revised document(s) with track changes on it to email@example.com. The new version could be published in one or two days. Proposed revisions will be reviewed by the director of the University Policy Program to ensure that they are minor.
- When I have a new or revised policy, who will communicate the changes?
The UPP will announce the draft policy in the Brief, as well as on the policy website and distribute the information in the quarterly Policy Newsletter. Policy owners are encouraged to send more targeted announcements to their key groups. The UPP director will assist with this communication, upon request.