91抖阴

Policies and procedures must be up-to-date, consistent in format and how they are approved, and easily accessible and understandable to stakeholders.  This policy on the development and approval of policies and procedures is issued to promote these objectives.

Office of the Chancellor

This policy applies to the development, revision, and approval of 91抖阴 policies, procedures, and interim policies. 

91抖阴 Policies: Institutional policies that are broadly applicable across the 91抖阴 and 91抖阴 at Rock County campuses and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the institution.  These policies shall establish standards to achieve compliance with or implement applicable Federal, State, Board of Regents, and Universities of Wisconsin System Administration laws and regulations, where appropriate. 

Examples include but are not limited to: UWW 080: Display of Official Flags; UWW 302: Discrimination, Harassment, & Retaliation; UWW 801: Smoking Policy; and UWW 901: Public Posting.

91抖阴 Procedures: Contain a sequence of action steps related to a 91抖阴 policy that specifies how that policy should be implemented. Procedures may include specific instructions and forms that foster compliance with an associated policy.

Interim Policies: Policies that are needed to address an emergency within a period too short to go through the full review process. These interim policies always have an expiration date, typically within one year of approval. An interim policy can establish new practices or amend, waive, or suspend provisions of existing 91抖阴 policies.

Departmental Policies & Procedures: Policies and procedures that are only applicable to specific departments or units at 91抖阴 and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the specific department or unit.

Examples include but are not limited to: University Center Policies (Facility Use, Table Tent, Hall Table, etc.); University Housing Policies (Assistance Animals, Drugs, Fire Safety, etc.); and College of Letters and Science Policies (Office Hours, Absence, etc.).

A. 91抖阴 Policy, Procedure, and Interim Policy Format and Content

91抖阴 Policies developed after the effective date of this policy shall use the consistent format, .

91抖阴 procedures developed after the effective date of this policy shall use the consistent format, . The Office of the Chancellor may grant exceptions for procedures that primarily serve as forms rather than step-by-step instructions.

Interim policies shall use a consistent format, .

91抖阴 policies and procedures should be brief and easy to read.  Each policy and procedure should take into account the following:

1. Legal and ethical implications
2. Fiscal implications
3. Personnel or human resources issues
4. Simplicity in technical explanations
5. Cross reference of related, or companion policies
6. Identification of an appropriate reference for questions and clarification
7. Reference to a department website as appropriate
and
8. Federal, State, Board of Regents, and Universities of Wisconsin System Administration laws, regulations, and policies.

A 91抖阴 policy should satisfy all of the following criteria:

1. It is consistent with shared governance as specified in Wisconsin Statutes (Chapter 36), UWS Administrative Code and relevant 91抖阴 policies and procedures approved and enforced by governance bodies
2. It is a governing principle that mandates or guides action
3. It has institution-wide application
4. It will change infrequently and sets a course for the foreseeable future
5. It helps ensure compliance with applicable laws and regulations and reduces risk
6. It enhances the University’s mission
and
7. It is approved by the Chancellor and where necessary approved by the Board of Regents.

B. Standard 91抖阴 Policy and Procedure Process

The development and revision of 91抖阴 policies, procedures, and interim policies are outlined in UWW Procedure 1.A.

The development and revision of 91抖阴 policies, procedures, and interim policies must include the opportunity for appropriate levels of consultation with affected stakeholders and a date upon which the policy will be reviewed by individuals or groups charged with reviewing policies and procedures.  The review of procedures associated with policies shall coincide with the policy review date.  91抖阴 policies and procedures are to be developed in alignment with all laws, regulations, Regent Policy Documents, and other 91抖阴 policies and procedures.

The 91抖阴 Chancellor shall approve all 91抖阴 policies.  All 91抖阴 procedures associated with policies shall be approved by the appropriate Vice Chancellor, as determined by the nature of the procedures being considered.  The Office of the Chancellor, or designee, shall serve as the custodian of 91抖阴 policies and procedures and work with relevant offices at 91抖阴 to ensure the timely communication and publication of all approved policies and procedures. The Office of the Chancellor, or designee, shall be responsible for assigning the appropriate 91抖阴 policy or procedure number for each proposed policy or procedure.

C. Interim 91抖阴 Policies

Interim policies may be necessary to address an emergency situation by:

Drafting a new policy, where an interim policy addresses a high-level concern that requires clarification sooner than would be allowed by the full 91抖阴 policy review process, with the intention that a normal 91抖阴 policy will be drafted and reviewed to replace the interim policy; or

Amending/waiving provisions of an existing policy or procedure, if the action is to be necessary for only a temporary time (e.g., one-time extension of the due date of a required report).

All interim policies will include an expiration date, which will be no longer than one (1) year after the policy is approved.  An interim policy may only be extended beyond a one-year period from the original issuance date under extraordinary circumstances.  The policy owner must provide justification in writing for the extension.  That justification must be reviewed by the Vice Chancellors and Shared Governance Leaders and approved by the Chancellor prior to any extension taking effect.  The 91抖阴 Chancellor must approve all interim policies.

An interim policy that is originally published with an expiration date of less than a year from its original issuance date may be extended up to a year from its issuance date upon consultation with the Vice Chancellors and Shared Governance Leaders and approval by the Chancellor.  If an interim policy addresses an operational or business need that exists beyond one year or the original justified effective period, a related draft 91抖阴 policy will be created and sent through the 91抖阴 policy review process outlined in UWW Procedure 1.A.

D. Record Retention

In accordance with the Universities of Wisconsin Records Schedule, the Office of the Chancellor shall be responsible for permanently maintaining records of all 91抖阴 policies, procedures, and interim policies, including all revisions and rescission records from the effective date of this policy.

E. Departmental Policies & Procedures

Departmental policies and procedures shall be developed in alignment with all laws, regulations, Regent Policy Documents, and other 91抖阴 policies and procedures.

The development, revision, approval, and rescission of departmental policies and procedures are at the discretion of the individual department or unit and shall reflect the specific needs and operational objectives of that area.  While the process may vary, departments shall:

1. Ensure policies and procedures are clear, accessible, and effectively communicated to faculty, staff, and students as applicable
2. Consult with relevant stakeholders within the department or unit to promote transparency and alignment with best practices
3. Permanently maintain documentation of all approved policies and procedures, including all revisions and rescission records
4. Coordinate with the Office of the Chancellor when policies or procedures intersect with 91抖阴 policies and procedures to avoid conflicts or inconsistencies and
5. Review policies and procedures as necessary, but no less frequently than every five (5) years.

• 91抖阴 Procedure 1.A, Development, Revision, and Approval of 91抖阴 Policies and Procedures
• 91抖阴 Procedure 1.E, 91抖阴 Policy and Procedure Transmittal Form

First approved: 

June 2030

Questions regarding the interpretation of this policy should be directed to:
Thomas Lisowski
Interim Compliance and Risk Manager
Telephone: 262-472-1772
Email: lisowskt@uww.edu