Policy on Policies

Regardless of category, a “policy” is a written statement that provides governing principles on a specific topic to faculty, staff, students, and/or campus visitors. Policies generally meet the following criteria:

1. Enhance the university’s mission;
2. Reduce institutional risk;
3. Ensure compliance with applicable laws and regulations;
4. Promote effectiveness and efficiency;
5. Change infrequently and are applicable for the foreseeable future; and
6. Include governing principles that mandate or restrict actions and are therefore enforceable.

“Supporting Documents” are procedures, standards, guidelines or other documents that contain specific mechanisms or processes related to and authorized by a policy to establish how that policy should be carried out. Supporting Documents may include detailed instructions, steps, or forms that facilitate compliance with a policy. Not all policies include Supporting Documents.

A “University Policy” is a policy that provides governing principles on a specific topic to faculty, staff, students, and/or campus visitors. University Policies have broad application across the University and/or apply across more than one Division. University Policies must follow the development and review processes outlined in the Procedures for University Policy Development and Management.

An “Academic Policy” is a policy that directly affects the pedagogical and/or research mission of the University. Academic Policies may include policies related to the instructional activities of and the award of academic degrees by the University. Some Academic Policies may be subject to shared governance.

A “Unit Policy” is a policy that has application only within the issuing unit (e.g. applies only to unit employees, staff, students, and/or others working for or within the unit).

A “Unit” is a Center, Department, Institute, Office, School, or other operational segment within a Division of the University.

A “Division” includes any one of the following: Academic Affairs, Athletics, Finance and Administration, the Chancellor’s Office, Information Technology Services, Research and Engagement, Student Affairs, University Advancement, or University Communications.

A “Stakeholder” is any individual or group directly or indirectly impacted by a given policy.

The Chancellor is responsible for final approval of all University Policies, unless otherwise designated by the policies and regulations of the University of North Carolina System.

The Chancellor’s Council is a body of University officers appointed by the Chancellor to serve as senior advisors. The Chancellor’s Council provides institutional review of, and recommends action on, University Policies.

The Office of Institutional Integrity and General Counsel (OIIGC) staff includes attorneys representing the interests of University. The OIIGC attorneys advise on University Policies to ensure consistency with applicable laws, regulations, governing policies, other requirements, and regarding material legal or ethical exposure to the University.

The Policy Administrator is the individual designated by the Chancellor to facilitate and oversee the policy development and review process and ensure dissemination of and access to all University Policies. The Policy Administrator is responsible for:

1. Designing, implementing, and reviewing a template, process, and system for developing, reviewing, issuing, storing, and revising University Policies;
2. Generally guiding the Policy Owners through the policy development process;
3. Providing feedback on the structure, formatting, expression, and other editorial aspects of documents to assure their clarity and coherence;
4. Leading the process for reviewing and approving University Policies; including facilitating review by the Policy Advisory Group and Chancellor’s Council;
5. Initiating review of University Policies whose provisions have been in effect for five years or longer; and
6. Maintaining a repository of all University Policies.

The Policy Advisory Group is a group of individuals appointed by the Chancellor to provide consultation and expertise to the Policy Administrator and Chancellor’s Council on the development and revision of University Policies. A representative from the Office of General Counsel must always be included in this group for consultation purposes.

Policy Liaisons are one or more representatives designated by a Responsible Executive to collaborate with the Policy Administrator to facilitate and inform the policy review process on behalf of their division including:

1. Reviewing applicable policy on behalf of divisional/functional areas,
2. Keeping respective members of Chancellor’s Council up-to-speed,
3. Ensuring relevant divisional stakeholders make their comments, and
4. Consulting with the OIIGC when new a Policy Action Form is received to ensure the respective members of Chancellor’s Council are aware of the request.

Policy Owners are the individuals responsible for implementing, communicating, reviewing, updating, and monitoring a University Policy and its implementation for compliance and effectiveness. Each University Policy is “owned” by a Responsible Executive and a Responsible Administrator.

A Responsible Executive is a member of the Chancellor’s Council with oversight responsibility for at least one Division. Depending on the scope of its subject matter, a policy may fall under the jurisdiction of more than one Responsible Executive. The Responsible Executive is also responsible for:

1. Identifying and/or approving the need for and purpose of a policy in relation to a subject that falls under her or his jurisdiction;
2. Designating a Responsible Administrator to develop and administer the policy;
3. Approving the final drafts of all University Policies and Supporting Documents before they are submitted to the Chancellor’s Council and Chancellor;
4. Ensuring that policies that fall under their jurisdiction are implemented, communicated, reviewed, updated, and monitored for compliance and effectiveness;
5. Ensuring that University Policies for which the Responsible Executive is accountable are consistent with other University, Academic, or Unit policies in her or his area; and
6. If necessary, leading the establishment of any new support systems needed to achieve compliance with new or substantially revised policies.

The Responsible Administrator is an individual designated by a Responsible Executive to: (i) develop and administer a particular University Policy, and if applicable, its Supporting Documents; (ii) communicate with and train the university community in its requirements; and (iii) execute its timely updating and revisions. The Responsible Administrator has expertise in the topic(s) addressed in any given policy. Depending on the scope of its subject matter, a policy may fall under the jurisdiction of more than one Responsible Administrator. The Responsible Administrator is also responsible for:

1. Adhering to this policy and its Supporting Documents in the development and management of University Policies;
2. Consulting with the Responsible Executive while drafting or revising a policy to ensure that the content of the policy reflects the policy’s original purpose;
3. Consulting with the Responsible Executive to update existing policies on a timely basis; and
4. Ensuring that policies that fall under their jurisdiction are implemented, communicated, reviewed, updated, and monitored for compliance and effectiveness;
5. Ensuring that University Policies for which the Responsible Administrator is accountable are consistent with other University, Academic, or Unit policies in her or his area; and
6. If needed, assisting the Responsible Executive in establishing new support systems needed to achieve compliance with new or substantially revised policies.

University Policies are generally subject to the approval by the Chancellor or Board of Trustees, as determined by the policies or regulations of the University of North Carolina System or UNC Greensboro. Some University Policies may require external review and/or approval by the President or the Board of Governors of the University of North Carolina System.

University Policies will generally require development, review, and recommendation by the Responsible Administrator, Responsible Executive, Policy Advisory Group, and Chancellor’s Council. Some clerical or non-substantive revisions to existing University Policies may be approved by the Responsible Administrator and the Policy Administrator without full review and recommendation by the Chancellor’s Council.

University Policies should be drafted using the University Policy Template and must follow the specific review and approval procedures set forth in the Procedures for University Policy Development and Management.

Like University Policies, Academic and Unit Policies are expected to be clear, accurate, up-to-date, and published in a central location accessible to individuals or entities who must adhere to them. Academic and Unit Policies must be consistent with laws, regulations, and applicable University, UNC System, and external policies. Academic and Unit Policies may supplement but must not conflict with University Policies.

Academic and Unit Policies must also:

1. Be submitted to the Office of Institutional Integrity and General Counsel for legal review prior to their approval if they affect the substantive or procedural rights of individuals;
2. Be clearly identified as an Academic or Unit Policy in the header, title, or other appropriate location on the policy;
3. Include an approval date and the name and title of the approver; and
4. Identify and link to any related state and federal laws, state agency rules, University or UNC System Policies, or external policies.

Unless otherwise designated by the policies and regulations of the University of North Carolina System, the Provost oversees development, approval, dissemination, and management of Academic Policies, in consultation with the Faculty Senate consistent with the Constitution of the General Faculty of UNC Greensboro.

1. Unit Policies may exist in order to promote operational efficiencies, enhance the mission of an organizational unit, and/or meet accreditation requirements that are not broadly applicable throughout the University. Unit Policies are carried out within the unit charged with approving and implementing the policy.
2. Responsibility for approving, developing, managing, and disseminating Unit Policies rests with the Vice Chancellor, Provost, and/or other administrative officer that oversees the unit in which the Unit Policy is established.
3. Each Unit must establish and maintain:
   • A documented process for the creation of new Unit Policies;
   • A documented process and/or schedule for reviewing Unit Policies, including a record of such reviews;
   • A record of substantive changes to its Unit Policies; and
   • An archive of rescinded Unit Policies.

All University Policies must be published on the University Policy Manual Website that is maintained by the Policy Administrator. The Policy Administrator will ensure that notification regarding approval of new or revised policies is disseminated via email or another standard form of campus-wide communication.

Divisions and other organizational units wishing to include University Policies on their websites must do so by linking to the official University Policy Manual Website to ensure that the official version is referenced.

The Chancellor, in consultation with the Provost & Executive Vice Chancellor, the Vice Chancellor for Finance and Administration, the Vice Chancellor for Institutional Integrity and General Counsel, and the relevant Responsible Executive, may issue any University Policies and/or revisions to existing University Policies in advance of their review pursuant to the Procedures for University Policy Development and Management.

Circumstances for this Expedited Policy Process may include the need to expedite the issuance of a University Policy because of external compliance deadlines; developments that will, or could, significantly affect the safety or welfare of members of the campus community; or where an University Policy is necessary or desirable to facilitate orderly and efficient campus operations.

Under exceptional circumstances, the Chancellor may issue University Policies on the Chancellor’s own authority.

University Policies issued pursuant to this section will then be reviewed by the Policy Owners following the steps outlined in the Procedures for University Policy Development and Management to develop or revise the policy

The Policy Administrator will publish University Policies issued pursuant to this section on the University Policy Manual Website.