1460 - University-Wide Policy Development Statement and Process

A. Purpose. This policy contains the process applicable to the adoption of new or amended university-wide policies and procedures. The university expects that the development and amendment of unit level policies will follow similar review processes for notice and coordination, as appropriate in each case.

B. Scope. This policy applies to all employees and students of the University of Idaho.

C. Definitions.

C-1. Minor amendment. Any change to an existing policy that is limited to making the policy consistent with controlling legal authority, including Board policy, or that is a clerical or grammatical change or correction that does not change the intent, scope, application or meaning of the policy.

C-2. Policy. A governing principle that embraces general goals and mandates or constrains actions. All proposed policies should include any general procedures necessary for implementation.

C-3. Policy coordinator. The individual designated by the administration with responsibility for coordinating the development, review, and approval of all policies. The policy coordinator works closely with the office of Faculty Secretary.

C-4. Policy originator. A person or group of persons proposing a new or amended policy.

C-5. Policy owner. A person responsible for the operational administration of policies and their related procedures. Depending on the scope of the subject matter, a policy may have more than one owner. The policy owner is identified by the appropriate senior leader.

C-6. Procedure. Specific actions to be taken to implement established policies.

C-7. University-wide policy. A policy that has application across the institution.

D. Hierarchy of authority. All university policies fall within a hierarchy of laws, statutes and regulations. University policies are subject to compliance with laws and regulations instituted by higher governing authorities in the following order of hierarchy:

1. Federal laws and regulations

2. State laws and regulations

3. Board of Regents/State Board of Education policies and procedures

4. University-wide policies and procedures

5. College policies and procedures (including centers/institutes)

6. Unit policies and procedures

E. Policy

E-1. In general. University policies shall be appropriately reviewed and approved prior to implementation, be effectively communicated and easily accessible, and comply with applicable legal standards. All employees, students, and visitors to University locations are expected to comply with University policies.

E-2. Criteria. University policies must 1) advance the University’s mission or 2) be necessary to achieve compliance with higher governing authority, and meet one or more of the following criteria:

1. Reduce institutional risk

2. Promote operational efficiency

3. Have a significant impact on the University

F. Procedure for creation or change of university-wide policy

F-1. Development

a. Initial development. Anyone at the University of Idaho can originate a new or amended policy. The policy originator drafts the policy proposal in consultation with the policy coordinator and the unit administrator having responsibility for the subject matter of the proposed policy. This unit administrator becomes the policy owner. Policies must adhere to the format and style guidelines published on the University policy website.

b. Review and comment. The policy coordinator shall refer all proposed new policies and significantly revised policies to the appropriate reviewing bodies as determined in consultation with the policy originator or owner, Faculty Secretary, legal counsel, and others as appropriate. The policy coordinator shall ensure that Faculty Senate and Staff Council leadership are consulted regarding policies relating to shared governance. The policy coordinator shall provide for general notice of the proposed policy and an opportunity for those interested in the policy to comment on it.

F-2. Institutional approval process

a. Policies within the purview of faculty governance.

i. If the policy is within the purview of faculty governance, the policy coordinator shall submit it to the Faculty Senate for approval. All policies approved by Faculty Senate shall be presented for approval to the university faculty at the next university faculty meeting. Following the university faculty meeting, the policy coordinator shall forward all approved policies to the president.

ii. The president shall approve or disapprove the policy within sixty days of the faculty’s action and provide written notification of the decision to the Faculty Secretary. Any item not approved by the president within this time will be deemed to be disapproved.

iii. Once the president takes final action on any item passed at a university faculty meeting, the Faculty Secretary shall notify the faculty of the action within two weeks.

b. Policies not within the purview of faculty governance. If the policy is not within the purview of faculty governance, the policy coordinator shall submit it to the president for approval or disapproval.

F-3. Policies requiring board approval. The President’s Office forwards approved policies to the Board of Regents/State Board of Education for approval as necessary.

F-4. Minor amendments. Minor amendments are exempted from the review process set forth in F-1 through F-3. The policy coordinator approves all minor amendments and posts them on the University policy website.

F-5. Notice and publication. The Faculty Secretary shall publish notice of approved policies and minor amendments other than permissible clerical or grammatical changes in the Daily Register and in the Senate Annual Report presented each fall to the incoming Senate. The policy coordinator shall provide for publication on the policy website all policy changes prior to the date of implementation.

G. Interim policies. The president may approve an interim policy to address legal requirements or a significant institutional risk if there is insufficient time to complete the standard review and approval process. A timeline for completing the standard review and approval of the interim policy as soon as reasonably practicable must be included in the request to the president. If approved, the policy will go into effect immediately. The policy owner must complete the standard policy review and approval process during this approved interim period.

H. Policy implementation. All new and amended policies go into effect on July 1 or January 1, whichever arrives first after final approval, unless otherwise specified.

I. Comprehensive review cycle. Policy owners shall complete a comprehensive review of each of their policies on a regular schedule to be determined in consultation with the policy coordinator.

Version History

Amended July 2022. Information about president’s role in policy approval moved from FSH 1420 to Section F. New provision for interim policies created in Section G. Role of policy owner introduced along with requirement of regularly scheduled policy review. Extensive revisions for clarity throughout.

Amended July 2019. The policy coordinator position was removed from the Faculty Secretary as a responsibility.

Amended December 2013. Editorial changes.

Amended July 2011. Text from the removal of APM 35.31 was included in A; in addition, several processes were clarified and updated throughout the policy.

Amended July 2009. Editorial changes.

Amended July 2007. Revised to provide additional definitions to assist in policy creation/amendment, and editorial changes.

Amended July 2006. Editorial changes.

Adopted January/Fall 2005. To promote consistency in the development, modification, and presentation of university-wide policies, section 1460 was adopted.