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Administrative Policy Process

Reviewed by University Council
Approved by President 9/6/06

Introduction

All administrative policies must be clearly written and well communicated. There are seven steps to developing University policy:

  1. Concept agreement.
  2. Seek input, perform research, and document.
  3. Write a draft policy in the proper format.
  4. Route final draft for review and approval.
  5. Review by appropriate University officer(s).
  6. Approval of policy.
  7. Distribution of approved policy.
  • Intradepartmental policies do not meet University policy criteria and therefore are not considered University policy.
  • Exceptions will be made for emergency policies, as set forth by the University President or his designee, as well as policies that are required by law.
  • This process does not apply to academic policies.

Process

 

I. Concept agreement (1 WEEK MAXIMUM)

  1. Receive agreement on the concept and determine, with the unit head/director or immediate supervisor, the constituent(s) impacted by the policy being developed.
    • Students may suggest policy concepts through their appropriate student government who will present agreed upon recommendations to the Center for Student Involvement.
  2. Consult with the determined constituent(s) for agreement on the concept of the proposal.
  3. Consult with Policy Coordinator for guidance prior to Step 2.
  4. Appropriate University officer will notify the Cabinet about concept.

II. Seek input, perform research, and document (2 WEEK MAXIMUM)

  1. Complete the following when seeking input from constituents and researching for related information:
    • Consult existing user groups within the University (human resources, financial, academic). These groups can make recommendations based on the impact of the proposed policy on the University.
    • In very rare cases the Policy Coordinator may elect to post proposed policies on the University website and will provide a 10-day window in which members of the University community can submit comments. It should be noted on the website that there is no guarantee that all comments will be incorporated, just that they will be read and reviewed.
  2. Consider the following when seeking input from constituents and researching related information:
    • Establish a committee or focus group to assist in developing the proposed policy.  A committee should consist of the owner of the proposed policy, subject matter experts, frequent users of the proposed policy, and representatives of groups affected by the proposed policy.
    • Conduct research for related information, including USM policies and University Council proposals, 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
  3. Document who was consulted and what research was done by completing a Consulted/Researched form. Include on the form any other pertinent information that may help policy reviewers.

III. Write a draft policy in the proper format (1 WEEK MAXIMUM)

Use the standardized format to write the proposed policy. For the policy format and available template, refer to Administrative Policy Template.

IV. Route final draft for review and approval (1 WEEK MAXIMUM)

Once the draft policy is written in the proper format, route an electronic copy of the final draft and the consulted/researched form to the Policy Coordinator. The Policy Coordinator:

  • Reviews the policy for format and ensures that the level of readability is appropriate for the intended audience and checks consistency with USM policy; and 
  • Forwards the final draft policy and the consulted/researched form to the appropriate department chair/director or immediate supervisor for review and approval.

NOTE: The Coordinator could return the draft policy with recommendations for modification and Step 4 is repeated.

V. Review by appropriate University officer (2 WEEK MAXIMUM)

Once the final draft policy has been approved by the appropriate department chair/director or immediate supervisor, the Policy Coordinator forwards the final draft policy and the consulted/researched form to the appropriate University officer (member of the Cabinet) for review and approval.

The appropriate University officer will: (1) present the proposed policy to the Cabinet for their feedback; (2) when appropriate, forward the draft policy to the Attorney General’s Office for review as to form and legal sufficiency; and (3) consult with the University Council when the policy significantly impacts the University mission / budget.

NOTE: When modifications are requested, the policy coordinator returns the final draft policy to the appropriate department chair/director or immediate supervisor for modifications and step V is repeated. The Policy Coordinator will then post the final draft policy on the University website and provide a 10-day window in which members of the University community can submit additional comments.

VI. Approval of Policy (2 WEEK MAXIMUM)

The appropriate University officer takes the formatted final draft of the policy and the University community’s feedback, to the President for approval. Upon the President’s approval, and the approval of the USM and/ or Board of Regents if needed, the policy can be distributed to the University community.

VII. Distribution of Policy (1 WEEK MAXIMUM)

The Policy Coordinator:

  1. Informs the responsible office when the policy is approved.
  2. Publishes the policy on the University policy and procedures web site.
  3. Distributes the policy to the University with an announcement in the Current, and through a University of Baltimore Administrative Policy Manual that will be available on the UB website, with physical copies of policies available when appropriate. It is suggested that written communication only refer to the policy and briefly describes changes, then refers users to the policy web site.