Standard Policy Development Process

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Standard Policy Development Process
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Standard Policy Development Process
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Proposal Phase - Step 1Identify Need

• Sponsoring Office identifies the need for a new
  policy or for substantial revisions to an
  existing policy, and
• Obtains approval from the Responsible Officer
• Initiates the Policy Development Process

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Proposal Phase - Step 2Prepare Policy Proposal

• Policy Proposal Form, and
• Policy Proposal Approval Form, available at
• www.utsystem.edu/policy/pdp.html
• The Sponsoring Office submits the Policy Proposal
  and Proposal Approval Form to the VCA

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Proposal Phase - Step 3 VCA Reviews Proposal

• Sponsoring Office reviews the policy proposal
  with the Policy Office and submits the policy
  proposal to the VCA
• Responsible Officer advocates for the approval of
  the proposal
• VCA approves, disapproves, or refers the proposal
  to the Sponsoring Office for further action

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Review Phase - Step 4 Prepare Policy Draft

• Once the VCA approves the policy proposal, the
  Sponsoring Office drafts the policy using the
  Policy Template, available at
• www.utsystem.edu/policy/pdp.html

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Review Phase - Step 5 Stakeholder Group Reviews

• SRG an ad hoc committee composed of
  representatives of communities likely to be
  affected by the new policy
• Recruit stakeholders - Stakeholder Letter
• www.utsystem.edu/policy/pdp.html

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Review Phase - Step 5 Stakeholder Group Reviews

• SRG is selected and recruited by the Sponsoring
  Office, with assistance from the Policy Office if
  needed
• Sponsoring Office educates the SRG about the need
  for the policy and advocates for approval

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Review Phase - Step 6 Review and Revise Draft

• SRG provides feedback focused on the impact and
  application of the policy
• Sponsoring Office reviews and revises policy as
  needed

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Review Phase - Step 7 Policy Advisory Group
Reviews

• PAG a standing committee composed of UT System
  Administration staff, administrators and
  operations managers

• Policy Office convenes the PAG and facilitates
  deliberations
• Sponsoring Office educates the PAG about the need
  for the policy
• PAG provides feedback

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Review Phase - Step 8Review and Revise Draft

• PAG provides feedback regarding implementation
  and enforcement of the policy
• Sponsoring Office reviews and revises policy as
  needed

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Review Phase - Step 9OGC Reviews

• Sponsoring Office certifies the policy has been
  reviewed in accordance with INT155, Formulation
  and Adoption of Policies by UT System
  Administration, and submits it to the OGC
• OGC reviews for legal sufficiency

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Approval Phase - Step 10Executive Officer Group

• EOG composed of the Executive Officers of UT
  System Administration

• Responsible Officer and VCA brief the EOG
  regarding the policy
• EOG provides comment to the Vice Chancellor for
  Administration

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Approval Phase - Step 11VCA Reviews for Approval

• VCA approves, disapproves, or refers the policy
  to the Sponsoring Office for further action
• Policy Approval form
• www.utsystem.edu/policy/pdp.html

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Approval Phase - Step 12Complete Certification
Checklist

• Sponsoring Office completes Certification
  Checklist
• Development Checklist
• www.utsystem.edu/policy/pdp.html

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Approval Phase Step 13 Announce and Implement
Policy

• The Policy Office
• Publicizes the policy
• Catalogs and indexes the policy
• Posts the policy to the Policy Library and the
  Policy Archive
• The Sponsoring Office
• Organizes and conducts implementation training
  for those affected by the policy
• Maintains and enforces the policy
• Conducts regularly scheduled reviews of the
  policy for possible revision
• Maintains the working files used in the
  development of the policy for compliance with its
  records retention schedule