Policies and Procedures, University of Arizona

POLICY TITLE: University Policy Formulation - Interim Revised

Policy Number: P - 001
Contact: Policy Web Coordinator
Effective Date: 1/1/99
Revised: Revised as Interim 4/27/06, Renewed 5/27/08
Approved By: University President

Policy Statement
The University of Arizona community will have access to clearly stated University policies and related procedures. University policies and procedures will be:

Formally approved and kept current
Accessible to all parties
Distributed to all relevant operating units in a timely manner

Definition of a University Policy
A University policy is characterized by the following criteria:

It is a governing principle that mandates or constrains actions.
It has institution-wide application.
It helps ensure compliance with applicable laws and regulations and Arizona Board of Regents policies, enhances the University's mission, promotes operational efficiencies, or reduces institutional risk.
It may change infrequently and sets a course for the foreseeable future.
It is approved by the President or his/her Designee.

There are many other department- or unit-specific policies that do not meet all of the above criteria. Therefore, they are not considered to be University policies and are not governed by this document. However, college and departmental policies may not conflict with University policies. Most University policies affect students, administrators, faculty, staff and non-faculty appointed personnel of the University and do not substantially affect the procedural or substantive rights or duties of the general public. Those University policies or rules that affect the general public must also follow the applicable, State-mandated Procedures for Rule Adoption.

Other Definitions

Governance groups for the purposes of this policy include the Faculty Senate, Strategic Planning and Budget Advisory Committee (SPBAC), Appointed Professionals Advisory Council (APAC), Staff Advisory Council (SAC), Associated Students of The University of Arizona (ASUA), and Graduate and Professional Student Council (GPSC).

Policy Originator means the person or group that initiates a policy formulation process.

Policy Sponsor means a member of the President's Cabinet; the Chair of the Faculty; the chair of SPBAC, APAC, or SAC; or the president of ASUA or GPSC.

Policy Sponsor's Designee is the person assigned by the Policy Sponsor to facilitate the policy formulation process.

Policy Website Coordinator is the person responsible for ensuring that University policies appear on the University's website.

President's Designee means a person assigned by the President with oversight responsibilities for University policy formulation.

Stakeholder is a University department, unit or organization that has an interest in the subject matter of the policy or its implementation.

Policy Creation
Proposed policies and proposed policy revisions must have a Policy Sponsor and the Policy Sponsor shall follow the "University Policy-Making Protocols" (Appendix A).

Format
Policies do not need to have the identical format but must all contain the following:

UA Wordmark
Responsible Office (Contact)
Policy Title
Policy Number
Effective Date
Revision Date (if any)

Review Process
In the spirit of shared governance and sound policy making, the Policy Sponsor or Sponsor's Designee is responsible for informing potential affected constituents about policy proposals or revisions. Policies may be reviewed by members of shared governance groups, departments with administrative oversight, or members of the University community with related expertise. In all cases, a proposed policy or substantive revisions to a policy must be reviewed by individuals designated as "University Policy Potential Stakeholders" in accordance with the "University Policy-Making Protocols."

Approval Process
A Policy Sponsor or Sponsor's Designee shall forward a proposed policy or proposed policy revision and accompanying Policy Impact Statement to the President's Designee who will forward it for review by the President's Cabinet. Policies shall be adopted only after presidential approval.

Revisions
Minor corrections or updates to University policies are sometimes required. Policy revisions that do not materially change the policy's intent (e.g., when the name of an office changes) do not require review or adherence to the "University Policy-Making Protocols." Policy revisions required by state or federal law or regulation or the Arizona Board of Regents are subject only to Cabinet review. The Policy Sponsor or Sponsor's Designee shall forward corrections or updates to existing University policies to the President's Designee who shall decide if the changes must follow the "University Policy-Making Protocols."

Distribution
Upon final approval, the President will forward the original approved policy to the Policy Website Coordinator. The Policy Website Coordinator will retain the original approved policy and publish the policy on the UA policy website. The Policy Sponsor or Sponsor's Designee shall distribute the policy to all relevant operating units and announce the policy through Lo Que Pasa and via 3-D Memo.

Maintenance
The Policy Website Coordinator will maintain an index and repository for all University policies. The responsible office will keep the policies current, i.e., in accordance with applicable laws, regulations, and ABOR policies. The Policy Sponsor or Sponsor's Designee shall forward any modifications to existing University policies to the President's Designee who shall decide if the changes must follow the "University Policy-Making Protocols."

Interim Policies
The President is authorized to adopt interim policies when he/she perceives there is a compelling University interest in doing so. Policies shall be given interim status for no longer than 18 months, though the President may renew an interim policy by issuing a statement to that effect.

old photograph of the university campus