Step 15. Every policy should be subject to review by the policy Sponsor every four years unless otherwise specified. Policy reviews are coordinated through the Office of the Board of Regents — Policy Office, which establishes a review schedule of existing policies and notifies Sponsors at least six months before a review is required. Any policy may be reviewed sooner than four years if needed. An earlier review may be prompted by various factors, including but not limited to:

• the identification of inconsistencies or ambiguities;
• adapting to changes in relevant laws and regulations;
• responding to shifts in the University’s strategic objectives and priorities;
• addressing emerging circumstances that require timely updates;
• a consistent need to deviate from the policy, prompting a reconsideration and review;
• or when the Board of Regents or the Executive Leadership Team deems it necessary or desirable to do so.

Step 16. The policy Sponsor submits a proposal for review of an existing policy to the Policy Advisory Group and for subsequent forwarding to the Executive Leadership Team, completing the Proposal for a Policy Proposal Template stating the name of the policy, listing existing related policies, and identifying considerations for review.

Step 17. The Executive Leadership Team, upon the recommendation of the Policy Advisory Group, decides the extent of the review and how to proceed.

If, in the view of the Executive Leadership Team, in consultation with the Policy Advisory Group and the policy Sponsor, a policy needs substantive revision due to institutional or legislative changes, complexity, significant implications, major inconsistencies, or contradiction with other policies, among others, the policy process begins again at Step 1 of the Concept Approval phase. A substantive review will follow the same process for new policies and will be conducted by a working/drafting group.

If, in the view of the Executive Leadership Team, in consultation with the Policy Advisory Group and the policy Sponsor, a policy needs non-substantive revision, the policy process ends in Step 6 and does not require public consultation. The Sponsor reports the results of the review to the Executive Leadership Team. Non-substantive reviews usually end with incidental amendments, which do not require the Board of Regent’s approval.

Policies cannot undergo consecutive non-substantive reviews; this is to ensure rigorous evaluation, relevance, and alignment with best practices.