Maintaining Administrative Policy

Determine need for new policy or major revision to an existing administrative policy

Policy owners are responsible for ensuring that their policy and procedure information is current, accurate, and readable. The owners are also responsible for compliance monitoring compliance, measuring effectiveness, and evaluating feedback. Tools are provided by the University Policy Office (UPO) to assist in this task.

1. The policy owner notifies the UPO in the event of a minor change to a policy or procedure, typically via email. The UPO will update the online document and send notification back to the policy owner. Examples of minor changes are:
   • New contact information
   • Additional related information references
   • Office name changes
   • Rate changes, if applicable
2. Each policy has a feedback box that is used by viewers of the policy to ask question, respond as to whether or not the policy/procedure satisfied their information need, or provide any other comments. Those submissions that require follow-up will be forwarded to the policy owner. The policy owner should provide a timely response to the viewer.
   • Feedback received by policy is available to policy owners so that the feedback may be viewed in aggregate to determine if there are patterns suggest the need for additional policy or procedure clarification.

Scheduled review

Each policy, depending on the level of risk addressed, will undergo a comprehensive review by the policy owner and the Policy Advisory Committee (PAC) on a regular schedule.

1. The policy owner proposes a review cycle (between one to three years) for each policy owned. This information is contained with the policy plan and approved by the PAC.
2. One month prior to the scheduled date, the University Policy Office will notify the policy owner that the review cycle for that policy has been reached. The policy owner will be invited to the next PAC meeting.
3. The PAC will review the policy in advance and share their recommendations/feedback with the policy owner. The reviewers will help determine if: (1) a policy is still needed or if it should be combined with another administrative policy; (2) determine whether the purpose and goal of the policy is still being met; (3) determine if changes are required to improve the effectiveness or clarity of the policy and procedures; and (4) to ensure that the appropriate education, monitoring and ongoing review of the policy is still occurring.
4. After receiving the input from the PAC, the policy owner will update the policy/procedures as needed.
5. The policy owner and the University Policy Office will communicate the changes as appropriate.