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Procedure Framework Process

The Development, Approval and Administration of University Policies, separates the authority for approval of non-academic policy from the authority for approval of related procedures, the former resting with the Board of Regents and the latter with the administration, through the policy sponsor. The senior executive's framework, which governs the approval of University procedures, is:

a. For new policy, related procedures are approved by the Board of Regents as part of the policy package to ensure completeness with respect to implementing the new policy.

b. Once policy and related procedures are approved and established and as well for existing procedures, changes to procedures would occur as follows:

  • The initiating unit, which is normally the unit responsible for the procedures, submits the request for change(s), in writing, to the Sponsor of the parent policy.
  • To ensure that the principles of consultation are honored in changing procedures, the Sponsor asks the Procedures Advisory Group to vet the proposal and submit recommendations to the Sponsor, in writing. In cases where there are advisory committees or boards affiliated with a particular policy, their feedback is sought rather than that of the Procedures Advisory Group.  These are specified in the Terms of Reference for the Procedures Advisory Group.
  • The Sponsor makes the final decision on the requested changes, based on the original submission and the feedback received from the Procedures Advisory Group (or applicable consultative group). One exception is the University-Wide Procedures for Sexual Harassment Concerns and Complaints for which the Sexual Harassment Board has the authority to approve changes.
  • Any proposed changes that are accepted, are updated in the policy database and are communicated using methods similar to communicating policy approvals.