Approved by University Faculty Senate 9/5/06
Reviewed by Cabinet 10/9/06
Approved by President 10/10/06
All academic policies must be clearly written and well communicated. In cases where it is useful, procedures should accompany the policy, though they will not be an official part of the policy and may be amended from time to time to conform to applicable business processes. Policies may be created, revised, or discontinued to respond to a specific campus need or to an external mandate. Academic policies should be reviewed on a regular basis and updated as necessary so they continue to serve the purpose for which they are intended. All policy changes must have a formal review before they are implemented.
New policies, revisions, or discontinuances may be initiated by a student group, a school, the Office of the Provost, or the University Faculty Senate.
Student Groups – Student groups may suggest policy concepts through their appropriate student government who will present recommendations to the Center for Student Involvement. The Center will present the concept on behalf of the students to the appropriate school (dean or designee) if the recommendation is school specific, or to the Office of the Provost if it is a policy change that has university wide impact. The school or Office of the Provost will become the proposing entity.
School – Policy recommendations may be initiated by the dean, curriculum committee, or the faculty senate and should be discussed fully within the school’s governance structure. All affected constituencies should be given an opportunity to participate in the discussions. If the policy recommendation will impact another school or will create inconsistencies with other schools’ policies, the discussions should include a representative of the other school(s).
University Faculty Senate – Policy recommendations may be initiated by the University Faculty Senate to respond to external mandates, to resolve academic issues across the university, or to update current policy to better serve the university.
Office of the Provost – Policy recommendations may be initiated by the Office of the Provost as necessary to respond to external mandates, to resolve academic issues across the university, or to update current policy to better serve the university.
The proposing entity shall conduct research for related information, including USM policies, forms and documents required to complete the procedures attached to the policy, state and federal laws that are relevant to the policy, and similar policies at other colleges and universities. This research shall inform the drafting of the policy and procedures.
New policy – The proposing entity should draft the new policy in the proper format. The Office of the Provost’s policy coordinator will provide guidance as needed. A cover letter to the provost should accompany the policy and should:
Revisions to existing policy – The proposing entity should draft a revised policy in the proper format. (Same as for new policy.) The Office of the Provost’s policy coordinator will provide guidance as needed. An accompanying cover letter should:
Discontinuing an existing policy – The proposing entity should draft a written request for discontinuance of a policy, stating:
The policy coordinator: