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Policy Frequently Asked Questions
- What is a university policy?
- What kinds of policies does the University Policy Office assist to write?
- Does the University Policy Office actually make the policies, or just compile them?
- Who approves these policies?
- When will all of the policies be written?
- How can I get a copy of a policy?
- Can I make suggestions to improve a policy that has already been issued through the University Policy Office?
- Where do I call if I have a question on a policy?
- How can I get a university policy started from my unit?
- Where do I send questions or comments about this Web site?
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1. What is a university policy?
A university policy is a document that (1) states the university's position on a particular issue, and (2) includes procedures for compliance.
A university policy is defined by all of the following criteria:
- It has broad application throughout the university.
- It helps ensure compliance with applicable laws and regulations, promotes operational efficiencies, enhances the university's mission, or reduces institutional risks.
- It mandates actions or constraints and contains specific procedures for compliance.
- The subject matter requires university President and/or Executive Officer review and approval for policy issuance and major changes.
If a policy fits these criteria, it is a university policy. If it does not, it is a departmental, office, or unit policy. For more information on the policy process, see the university's Policy on the Formulation and Issuance of University Policies  .
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2. What kinds of policies does the University Policy Office assist to write?
The University Policy Office helps units develop policies that have application throughout the university, as represented by the seven University Policy Library volumes. These policies concern subjects as diverse as harassment, fraud, operating practices, ethics, and smoking, and affect faculty, students, staff, volunteers, and visitors.
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3. Does the University Policy Office actually make the policies, or just compile them?
At its inception, the University Policy Office was charged with the responsibility to identify and standardize all university policies. In doing so, the office's staff found policies in all forms: some written, some as memos compiled in notebooks dated back many years, some existing only by word-of-mouth, and some that needed development from beginning to end. Standardization or development of a policy requires consultation with individuals from all parts of the university, such as administrators, business managers, vice presidents and other officers, deans, University Counsel, the University Ombudsman, the Judicial Administrator, etc. In meetings and consultation with these disparate factions, the University Policy Office gathers information and assists in the crafting of a cohesive document that is complete, comprehensible, and easy to use.
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4. Who approves these policies?
As a policy is standardized or developed, it goes through a rigorous review and approval process. The Responsible Executive writes an impact statement, which is approved by the Executive Policy Review Group . Then the editorial process takes place, during which the policy is "fleshed out." The Policy Advisory Group then approves the policy, making any necessary changes. The Executive Policy Review Group is the final approving body, putting its stamp on the document. The entire process often takes six months or more.
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5. When will all of the policies be written?
To accomplish the initial charge of identifying all university policies that do or should exist, the University Policy Office consulted with the university vice presidents and deans. A list of these policies, the University Policy Library Table of Contents, was compiled. It contains nearly two hundred policies. Because of the large number of policies and the nature of the process, it is very difficult to predict an "end date."
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6. How can I get a copy of a policy?
The policies that have been issued through this department are available to read and print from the World Wide Web at the University Policy Office pages. Policies that have been standardized are accessible in HTML or pdf (portable document format). If you need information on a policy listed in the Policy Library Table of Contents that has not yet been standardized by the University Policy Office, contact the Responsible Office for that policy.
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7. Can I make suggestions to improve a policy that has already been issued through the University Policy Office?
Absolutely. Feedback about policies may be sent to the UPO  . Typographical or other simple errors that you submit will be changed immediately online. Suggested changes of a more substantve nature will be introduced to the Responsible Executive, and revision to the policy will take place when appropriate.
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8. Where do I call if I have a question on a policy?
Almost all of the policies issued through the University Policy Office have a Contacts Section directing you to the appropriate office for answers to your questions. For policies that do not have a Contacts Section, or if you are unsure of where to call, contact your department's administrative office or the Responsible Office for that policy.
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9. How can I get a university policy started from my office or department?
The University Policy Office is equipped to assist you with any questions you have about the process in general. If you want to know whether a university policy is warranted in a particular situation, send an e-mail to the UPO , or call (607) 255-8279.
10. Where do I send questions or comments about this Web site?
Send comments or suggestions about this Web site .
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