Internal Procedures for Promulgating Polices and Regulations

 

PROCEDURES FOR PROMULGATING POLICIES AND REGULATIONS1

Policies are governed by the Office of the President.

Regulations are governed by the Board of Trustees and the Board of Governors.

 

 

  • Any unit may develop a Policy. If the proposed Policy affects multiple units, it must be presented to the appropriate Vice President. When the Vice President has approved the proposed Policy, it will then be referred to the University’s Associates Group for review2. All proposed University Regulations, other than select3 Regulations must be presented to the Associates Group for review and consideration. The proposed Regulation shall be reviewed with the Office of the General Counsel prior to requesting that it be placed on the agenda for the Associates Group meeting. The Associates Group meets the first Thursday of each month. Agenda items should be presented in writing to Valerie Reynolds at least two (2) days in advance of the meeting.

  • The Associates Group votes to approve or disapprove a proposed Policy or Regulation.

  • If approved by the Associates Group, the proposed Policy or Regulation is routed, via email, to the Presidents of the Constituent Groups (A&P, USPS, Faculty and SGA) requesting that they forward the proposed Policy or Regulation to its members for review and comment, noting the comment period will expire in 14 days (provide actual date). The proposed Policy or Regulation will have a face sheet with the link to the entire proposed Policy or Regulation and contact information for forwarding written comments or responses.

  • All written comments and responses will be directed to Stephanie Howell. Stephanie will disseminate the comments and responses to Tom Serwatka, Karen Stone and the responsible division contact.

  • An Open Forum may be held during the pre-review comment period to allow the University community to discuss the proposed Regulation or Policy4 with a designated panel. The panel will consist of representatives from the President’s Office, the General Counsel’s Office and a representative from the unit sponsoring the proposed Regulation or Policy.

  • After all internal vetting is concluded and the 14 day comment period has expired for the constituent groups, the Policy or Regulation will be presented to the Executive Staff. The Executive Staff votes to approve, disapprove or refer the Policy or Regulation back to the responsible division head or the Associates Group with comments or recommendations.

  • If a Policy is of great significance or relates to a proposed Regulation, it may need to go before the BOT, otherwise the Policy becomes effective on the date of approval by the Executive Staff in accordance with the Policy Creation and Development Process (Policy no. 1.0010P).

             Policy Promulgation Ends Here.

 

  • Once a Regulation is approved by the Executive Staff, it is forwarded in final form to the Office of the General Counsel, where it is noticed via Campus and Student Updates and posted for 30 days via the University Website, in accordance with the Board of Governors promulgation procedures.

  • Written comments and responses to proposed Regulations are entertained for 14 days, as part of the BOG promulgation process. All comments will be directed to Stephanie Howell and forwarded to Tom Serwatka and Karen Stone responsible division contact.

  • Pending any substantive changes, the proposed Regulation will be presented at the BOT committee meetings for review and discussion.

  • Following approval at the BOT committee meeting, the proposed Regulation will be presented to the full BOT at its board meeting for a final vote of approval (either as a consent agenda item or action item).

  • Once approved by the BOT the proposed Regulation will become effective on the date of filing with the President’s Office, unless the Regulation is a select Regulation at which time it will be sent to the BOG for final approval.

 

 

 

1 Effective August, 2006.

2 The procedures outlined herein apply to non-academic policy implementation.

3 Select Regulations include: Admissions, Articulation and Tuition and Fees.

4  Only policies that go before the BOT will be subject to an Open Forum.