Developing a University Policy

Roles:

Policy Administration

• Serves as consultant to Policy Owner/Responsible Unit
• Alerts appropriate executive leadership of policy development

Policy Owner/Responsible Unit

• Provides subject matter expertise in researching need for policy, benchmarking, and identification of issues and solutions
• Collaborates with Policy Administration concerning conflict, duplication, or consolidation of existing policy within the Policy Library
• Alerts appropriate executive leadership of policy development
• Coordinates with impacted stakeholders for policy draft development (e.g., Research Advisory Committee, Faculty Assembly Steering Committee)

Editor (KUMC)

• In the event the Policy Owner is not comfortable working in PolicyStat, the editor can be assigned to facilitate data entry into the system. Editors are not Policy Owners and are not included in the approval process.

Procedure:

• When need is identified, executive leadership support is required prior to the start of the process. The department must begin the research for document development by reaching out to stakeholders and Policy Administration with an explanation of need and to confirm no existing University policy addresses the identified need. Departments may benefit from assessing other peer institutions (benchmarking) to identify standards, regulations, and processes. 
• Upon agreement of document need, the Policy Owner/responsible unit drafts language utilizing the appropriate Policy Library Template. This template is intended to be completed outside the policy library system. The Policy Owner/Responsible Unit, in consultation with policy administration and stakeholders including appropriate individuals in their department, creates an initial draft. 
• If editing an existing document currently published in a policy library, edits should be entered in the Policy Library template using Track Changes function (redlining). This templated draft is then shared with Policy Administration to determine next steps. Any document intended for the policy library, including attachments, forms, etc. must adhere to the latest standards for accessibility.

All documents are reviewed by Policy Administration to determine if legal review and/or a three-week campus comment period are required. Multiple circumstances influence the below statements and final review requirements are determined on a case by case basis.

Roles:

Policy Administration

• Distributes draft policy for campus comment period to appropriate institutional leaders on distribution list and shares feedback with Policy Owner/Responsible Unit

Policy Owner/Responsible Unit

• Works with Policy Administration to coordinate comment period, as appropriate
• Makes edits, as needed, to draft policy in response to comment period feedback

Procedure:

• After receiving a new or updated document that has completed the development process outlined above, Policy Administration reviews the document for consistency, conflict, duplication, alignment with other institutional initiatives, etc.
• General Counsel review is sought if substantive changes are made to an existing document or if the document is new
   

All documents are reviewed by Policy Administration to determine if a three-week campus comment period is required. Multiple circumstances influence the below statements and final review requirements are determined on a case by case basis.

Roles:

Policy Administration

• Distributes draft policy for campus comment period to appropriate institutional leaders on distribution list and shares feedback with Policy Owner/Responsible Unit

Policy Owner/Responsible Unit

• Works with Policy Administration to coordinate comment period, as appropriate
• Makes edits, as needed, to draft policy in response to comment period feedback

Procedure:

• Criteria used to determine if comment period is appropriate:
  • Any document which impacts or places requirements on other departments or individuals external to the Policy Owner/Responsible Unit’s department may require a comment period.
  • If a document is created to address institutional need by fulfilling a gap then a comment period is necessary.
  • If revisions warrant broader campus awareness, a comment period may be beneficial.
  • If a document is only created to comply with accreditation standards; federal, state, or local regulations or laws; Kansas Board of Regents policy; or any other external agency requirements then a comment period may not be necessary.
• Policy Administration collaborates with the Policy Owner/Responsible Unit to determine appropriateness of comment period, including timing, language in communication, and other pertinent information. A comment period is sent via email with a 3-week deadline for response. Documents not requiring a comment period may be subject to other appropriate review by key stakeholders.
• During the comment period, Policy Administration may share inquiries received with the Policy Owner/Responsible Unit for review and response. At the close of a 3-week comment period, Policy Administration provides the Policy Owners/Responsible Units with a copy of all feedback for review and consideration.
• The Policy Owner/Responsible Unit in consultation with the appropriate stakeholder group reviews feedback and incorporates as necessary. The Policy Owner/Responsible Unit updates the draft document using the Track Changes function (redline) and submits to Policy Administration for next steps.

Roles:

Policy Administration

• Confirms executive leadership support of final draft of document 
• Enters document into the policy library and begins approval process. Confirms document completes approvals in the policy library; sends reminders as needed

Policy Owner/Responsible Unit

• Announces policy, educates community after publication
• Develops and delivers additional training where necessary
• Schedules ongoing review of policy as appropriate to ensure continued compliance

Procedure:

• Policy Administration confirms executive leadership has approved the final draft of the document. Once approval confirmed, Policy Administration enters the draft in the policy library and begins the publication process.
• Upon publication, the Policy Owner/Responsible Unit is responsible for further education and awareness communication regarding the new policy and all subsequent reviews.

Roles:

Policy Administration

• Reminds Policy Owner/Responsible Unit of past due reviews
• Works with General Counsel and executive leadership regarding updates
• Enforces development review and approval as outlined above, when appropriate

Policy Owner/Responsible Unit

• Adheres to designated review period
• Discusses needed updates with stakeholders and department administration
• Alerts Policy Administration of substantive updates to existing policy 
• Checks all links within document for functionality and ADA adherence (all links work, all pdf's can be opened, ADA standards enforced, all regulation changes considered)

Procedure:

• When notified of upcoming review date, the Policy Owner/Responsible Unit works with key stakeholders to ensure all information is up to date. Any substantive changes should be brought to Policy Administration’s attention for consideration of further review as outlined during the development process
• Once all changes have been assimilated and submitted, Policy Administration works with the Policy Owner/Responsible Unit to edit the document within the policy library and start approvals
•  Upon publication, the Policy Owner/Responsible Unit is responsible for further education and awareness communication of the revised document