Printed on: 08/20/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

ADMINISTRATIVE PROCEDURE

Developing a New Administrative Policy

Determine the Need for a New Policy

  1. The policy owner identifies a need for a new policy that meets the system-wide administrative policy criteria.
  2. The policy owner obtains approval to draft the policy from their appropriate Responsible University Officer.
  3. The policy owner, with the University Policy Program assistance, considers related existing policies to determine if they could be combined.

If an individual other than a policy owner has a request for a policy, that individual must contact the appropriate policy owner to begin the process, if there is concurrence in concept.

Draft the Administrative Policy

  1. The policy owner completes a draft of the proposed policy along with the associated documents (procedures, appendices, and FAQ) procedures, using the standard templates.
  2. The policy owners engage key end users/groups in the development process, either as part of a writing group, or in a review capacity. This includes a review by the appropriate Senate committee, where applicable. The UPP Director can assist in identifying individuals or groups.
    1. Either before or during the consultation with key groups, the policy owner forwards a copy of the new policy to the Chair of the Diversity Community of Practice (DCoP) subcommittee who will review new policies with an “equity lens”.  See appendix: DCoP Equity Lens Meeting Dates.
    2. The DCoP subcommittee documents and forward any potential disparities in the new policy to the Director of the University Policy Program, who will, in turn, provide the information to the policy owner or designee.
    3. Owners review the feedback and where possible, mitigate or eliminate the disparity.
    4. Owners complete the equity lens related questions on the Policy Plan.
  3. Once the draft is ready, the policy owner forwards it to the UPP Director, along with the associated materials (Policy Plan, procedures, FAQ, forms, etc.).
  4. The UPP director will schedule the policy owner at one of the upcoming PAC meetings.
  5. The UPP director conducts the initial review and provides feedback to the policy owner.
  6. The policy owner makes adjustments, where needed and resubmits the version to be presented to PAC.

Policy Draft Review

  1. The policy owner presents the policy draft to PAC.
  2. PAC provides specific suggestions as to content, language, level of detail, and readability.
  3. After receiving input from PAC, the policy owner will determine which suggestions to accept, and updates the policy draft as needed.
  4. The policy is placed on an agenda for the next quarterly President’s Policy Committee (PPC) meeting by the UPP Director.
  5. The Policy owner presents the documents to PPC and responds to questions.
  6. The PPC determines whether or not to approve the policy at that time.
  7. If yes, the policy, after incorporating changes identified by the PPC, is posted on the policy website for 30-days. An announcement is made in the Brief by the UPP Director. Policy owners may also announce the policy to their end users.
  8. The policy owner, the UPP Director, and the PPC Chair review comments received from this public comment period. A determination is made as to what modifications to the policy draft will be made.
  9. The PPC chair will either approve the policy for publication on behalf of the PPC, or, if there are major changes, will bring the final policy back to the PPC for approval to publish.

Implementation

  1. The final policy is sent to the UPP for updating to the production policy web site.
  2. If the new policy information requires formal training, the policy owner works with the appropriate training specialists to ensure that it is deployed (e.g., changes or new financial policies should also go through Training Services so that training materials and/or associated courses reflect the most current information.)
  3. The policy owner will use a variety of communication vehicles to disseminate the policy information to the appropriate audiences. The UPP will distribute the quarterly policy newsletter, and assist the policy owner with any additional communication, at the request of the policy owner.

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