The University Policy Manual

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Policy on Policies

The University of North Carolina at Greensboro

  • (Approved by the Chancellor, March 11, 2013)

Purpose

The purpose of this policy is to support a high standard for efficient and collaborative policy making. UNCG formally reviews, approves, issues, and maintains its policies in a consistent format. UNCG fosters a collaborative strategy that produces high-quality policies. Adherence to this policy will help ensure that all policies are drafted and revised in a uniform and predictable manner, consistent with relevant rules and best practices.

Scope

All faculty and staff members engaged in developing and maintaining University or Unit policies must follow the requirements outlined in this document.

Policy

Definitions

Division:
Includes any one of the following: Academic Affairs, Athletics, Business Affairs, Chancellor’s Office, Information Technology Services, Research and Economic Development, Student Affairs, and University Advancement.
Unit:
A Center, Department, Institute, Office, School, or other operational segment of the University.
Non-substantive revision:
Any change that does not modify the substantive meaning of the policy. Examples could include updates to titles or names of responsible persons/offices, updates in the names/locations of offices, and grammar/typo corrections.
Substantive revision:
Those changes that modify the substantive meaning of the policy. Examples include changes in definitions, changes in persons covered, and significant changes in how the policy is to be implemented or administered.
Policy Advisory Group (PAG):
Standing committee of university faculty and staff (including University Counsel/designee), appointed by the Chancellor/designee, who reviews full drafts of all proposed, new and substantively revised University policies. In addition to reviewing such full drafts, the Chancellor and/or the Executive Staff may periodically assign specific, additional projects to the Policy Advisory Group.
Policy:
A written statement of the University or one of its Units on a given subject that meets one or more of the following criteria.
  • Enhances/facilitates the mission of the University and/or Unit
  • Ensures compliance/reduces risk
  • Promotes effectiveness
Procedure:
A written statement that facilitates implementation of established policies through specific, prescribed actions or constraints, which are usually more detailed than policies.
Unit policy:
A policy that applies only to that Unit.
University policy:
A policy that applies to the entire University or more than one division. In the event of a conflict, a University policy will prevail over a Unit policy.

Policy Structure and Preparation

Policies must be drafted using the official University Policy Template. Consistent with the Policy Template, all policies must have a designated owner, which shall be a Unit, who shall be responsible for responding to questions and recommending revisions of the policy as necessary to remain consistent with applicable law, regulations, Board of Governors policies, existing university policies, and best practices.

Process for Policy Changes

University policies: New University policies, substantive revisions to, and termination of existing University policies (hereinafter "change[s]"), may be initiated and advanced by a Unit through the applicable Division Head or designee. Change(s) will proceed through the following steps (see Appendix 1):

  1. The change(s) must be submitted for review and comment to the Policy Advisory Group (PAG). Under most circumstances, proposed changes should be submitted by e-mail to policy@uncg.edu.
  2. The PAG will engage with the Unit submitting the change. Change request(s) should be directed to the applicable policy owner, who evaluates the need and nature of any change(s), and drafts the recommended update(s).
  3. Drafts, recommendations, and relevant documentation shall be submitted by the PAG as an "action item" to a regular meeting of Executive Staff with the Chancellor in attendance.
  4. Approval or denial by the Chancellor (and/or President, Board of Governors or Board of Trustees where appropriate [1]) or the Chancellor may request further editing or more information from the PAG and/or employee/Unit.
  5. If approved, the change(s) becomes effectual on the date approved and shall be placed in the University Policy Manual or applicable website.

Non-substantive alterations to existing University policies may be implemented by the Chancellor's policy administrator. All changes should conform to the University Policy Template.

Unit policies: New policies, and proposed substantive revisions or terminations of existing Unit policies (hereinafter "change[s]"), shall be reviewed and approved by the appropriate Unit manager. The Unit Manager/designee shall consult with the Office of University Counsel regarding any substantive change(s), (see Appendix 2). A record of substantive changes to existing Unit policies shall be kept by each Unit. Non-substantive alterations to existing Unit policies may be implemented by the Unit manager or designee. Unit policies for which the Unit is primarily accountable should be reviewed by that Unit every two years. A record of such reviews shall be kept by the Unit. As appropriate, references to state and federal laws, state agency rules, or UNC General Administration requirements should be included in Unit policies, and should be considered in determining needed policy alterations or policy deletion.

Enforcement

The Chancellor, through the Executive Staff or other designee, will enforce the Policy on Policies. Failure to abide by this policy may subject the violator to disciplinary action, up to and including dismissal.

Review

The Policy on Policies will be reviewed at least every two years by the Executive Staff with suggested revisions provided to the Chancellor for approval. The Executive Staff may review the Policy on Policies on its own initiative or may do so upon the recommendation of the Policy Advisory Group or University Unit.

Related Materials

Appendix 1: Process for New, Substantive Revisions to, and Termination of University Policies ("Changes") (PDF: requires a reader such as Adobe Reader)
Appendix 2: Process for Substantive Change(s) to Unit Policies (PDF: requires a reader such as Adobe Reader)

Contact

Comments or questions? Call 336-334-4226.

Footnotes:

  1. Pursuant to the Code and Policies of the University of North Carolina and the Code of the UNCG Board of Trustees, the President, Board of Governors and/or the Board of Trustees have responsibility and authority to implement or approve certain types of University Policies. This Policy on Policies shall not be applied in a manner that infringes on those powers. (See UNC BOG Policy Manual and UNCG BOT Code.)