Regulations & Policies

Organization/General

I. OBJECTIVE AND PURPOSE

University of North Florida (“UNF”) Policies are designed to support UNF’s mission, promote and protect operational effectiveness, reduce institutional risk, ensure compliance with appliable laws and regulations, and uphold the highest ethical standards. This Policy outlines the required process for developing, approving, revising, and rescinding UNF Policies.

ll. DEFINITIONS

 Administrative Revision means changes to an existing Policy that are minor and do not alter its meaning or scope. Examples include changes in department names, titles, broken links, and formatting.

College/Unit Policies mean internal or local policies developed by colleges, departments, units, or DSOs that apply solely within their scope of operations. College/Unit Policies are not subject to a formal development process. College/Unit Policies may not contradict, undermine, or relax the standards of UNF Regulations or Policies.

Interim Policy means a Policy that is created or substantively revised outside of the standard policy development process because of regulatory, accreditation, or other urgent needs.

Non-Discretionary Revision means amendments to an existing Policy that are required to comply with applicable federal or state laws, regulations, or binding legal decisions. These changes are mandatory, not subject to institutional discretion, and are necessary to maintain compliance.

Policy Author means the individual and/or office who has primary responsibility for coordinating and serving as the point of contact during the Policy or Regulation development process. This may be a faculty or staff member.

Policy means a statement of general principle, plan, or course of action that guides UNF and its faculty, staff, students, and others in the management of their duties and responsibilities and/or other actions which engaged in university activities, events, and programs.

Procedures means the processes through which faculty, staff, students, and others are to carry out a particular Regulation or Policy. Procedures are not subject to this Policy. However, they are designed to supplement, support, and provide further guidance regarding Policies and/or Regulations.

Regulation means a statement of general applicability to guide the conduct or action of the University, its constituents, or the general public (BOG Regulation Development Procedure).

Substantive Revision means changes to a Policy that alter its meaning or scope. Examples include modifying the policy statement, requirements, scope, applicability, or responsible Vice President.

University Policy Group (“UPG”) means designated staff from Compliance and Ethics and the Office of the General Counsel charged with defining, implementing, and overseeing the UNF Policy development process.  

III STATEMENT OF POLICY

UNF follows a standardized Policy development, review, and approval process, as detailed in this Policy. UNF’s official repository for Regulations and Policies is the UNF Regulation and Policy website (https://www.unf.edu/regulations-policies/). Other resources or websites referencing UNF Regulations or UNF Policies must link to the UNF Regulation and Policy website and may not independently publish or republish UNF Regulations or UNF Policies. Unless otherwise provided for in this Policy, all UNF Policies must be:

• Communicated effectively, easily comprehended, accessible, and internally consistent.
• Drafted using the UNF Policy Template.
• Developed with input from key stakeholders, including, where appropriate, the Faculty Association, Presidential Committees, and the President’s Cabinet.
• Approved by the UPG through legal and compliance review.
• Published in a draft state for fourteen (14) calendar days to solicit and receive comments from the UNF campus community.
• Coordinated at the executive level, including review by the President’s Cabinet to ensure institutional alignment prior to approval.
• Published and maintained on the UNF Regulation and Policy website; and
• Reviewed at least every three (3) years and kept current.

 IV. CREATION AND REVISION PROCESS

Administrative Revisions may be requested at any time. To initiate the request, the Policy Author should email the UPG (policy@unf.edu). The UPG will review the request, and if approved, publish the revised version on the Regulations and Policies website.

Non-Discretionary Revisions may be requested at any time. To initiate a request, the Policy Author should email the UPG with the proposed revision(s). The UPG will review the request, which may consist of a policy consultation. If approved, the revised version of the Policy will be posted on the Regulations and Policies website.

If a Policy or Regulation needs to be rescinded, the Policy Author should submit a request to the UPG outlining the reasons for the repeal. The UPG will review the request and, if approved, remove the UNF Policy from the Regulations and Policies website. The BOG Regulation Development Procedures govern the process for repeal of a regulation.

When tasked with or initiating a new or Substantive Revision of a Policy or Regulation, the Policy Author should email the UPG requesting a policy consultation. The policy consultation will be scheduled with the Policy Author, anyone else from the college or division, including the area VP, and the UPG. The UPG will discuss the desire and or/need to create or revise the Policy or Regulation and if the criteria presented warrants an institutional Policy or Regulation, the Policy Author may commence drafting the new or revised Policy or Regulation.

 The Policy Author will:

-Participate in a policy consultation meeting with Compliance and Ethics and the Office of the General Counsel to establish drafting plan.

-Draft the Policy in coordination with all relevant stakeholders and area General Counsel.  

-Review current Policies to ensure no duplication or contradiction of any other Policy or Regulation.

-Solicit feedback from other colleges/departments/units who are affected by the new or amended Policy or Regulation to address overlapping issues.

-Submit the draft policy to the UPG.  

-Review and incorporate, as applicable and appropriate, feedback received during the public comment period into final version.

-Review and update the Policy or Regulation at least every three (3) years.

-Answer any relevant questions concerning the Policy or Regulation, both during its development and after its publication.

 The UPG will:

-Review submitted policy and regulation intake requests and schedule policy consultation meetings.

-Provide compliance and drafting guidance during the initial Policy consultation and throughout the drafting process.

-Compliance and Ethics will provide final compliance review for UNF Policies. The Office of the General Counsel will provide final legal review for UNF Policies.

-Upon approval, promulgate a 14-day public comment period.

-After public comment, share final version of Regulation or Policy with the President and Cabinet for coordination and implementation.  

-Policies are considered approved after final approval by the President and Cabinet, while Regulations then must be approved by the UNF Board of Trustees.

V. REFERENCES AND RELATED INFORMATION

Chapter 1001.706, Florida Statutes

BOG Regulation Development Procedure

BOT Resolution on Presidential Authority

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