Comprehensively Reviewing Existing Administrative Policies
The purpose of a comprehensive review is to take an in depth look at existing administrative policies to: 1) determine if a policy is still needed or if it should be combined with another administrative policy; 2) determine whether the purpose and goal of the policy is still being met; 3) determine if changes are required to improve the effectiveness or clarity of the policy and procedures; and 4) to ensure that appropriate education, monitoring and ongoing review of the policy is occurring.
This review will be a partnership between the policy owner and the Policy Advisory Committee (PAC). Recommendations and subsequent outcomes will be shared with the President’s Policy Committee (PPC).
- Policies for review are identified either by the policy owner or by the Director of the University Policy Program (UPP). A copy of the list of policies up for review is forwarded to the Diversity Community of Practice to assist in applying an equity lens to the review. See appendix: DCoP Equity Lens Meeting Dates.
- The policy owner examines their policies and procedures, considering comments captured through the comment boxes on the policy and related documents (available under the maintenance tab) as well as feedback obtained through their other mechanisms, such as meetings, comments from the Diversity Community of Practice, and help line.
- The policy owner contacts UPP (firstname.lastname@example.org) to obtain a Microsoft Word version of the policy and related documents.
- The policy is revised as needed, using track changes.
- The policy owner consults with key constituents, including the Diversity Community of Practice, on the changes, as appropriate, and updates the policy draft if needed (see appendix Consultation Guidelines for Administrative Policies and the Senate Matrix).
- The owner completes the Administrative Policy review form (UM 1648) and informs the University Policy Program (UPP) Director that the policy is ready to present to the PAC. The policy draft and form are sent to the UPP director.
- The UPP Director does a preliminary review of the form and policy, and provides suggestions. The Director forwards the revised policy and form to the committee members for review approximately one week in advance of the meeting.
- At the PAC meeting with the policy owner, the policy owner presents the new policy and captures feedback from the PAC members.
- The policy owner makes changes to the policy draft, if any, and forwards the final to the UPP Director.
- If the changes to the policy are minor, the policy is updated on the web and appropriate communications of the key changes are distributed.
- If the changes are significant, the policy is placed on the agenda of the PPC at their next scheduled meeting.