1.02.01 - Procedures on Development, Revision, and Decommissioning of University Policy

Process

A. New Policy Development

1. Assess the need for a new policy that is broadly applicable to a large segment of the university and obtain approval from the Responsible University Officer to proceed with investigation of a new policy.
2. Assess policy implications, including cost, resources, and time required for compliance.
3. Confer with subject matter experts and provide interested parties the opportunity to review and comment upon the draft policy.
4. Obtain the approval of the Responsible University Officer, who takes the draft policy to President’s Council for further discussion and approval.
5. If approved by the President, the new policy will be given a number and posted in the online list of University Administrative Policies and Procedures

B. Policy Revisions

1. All policies are intended to be reviewed on the schedule included in the policy or, if not such schedule is included, every five years.
2. The Responsible University Officer or their designee is responsible for conducting the policy review.
3. Major or substantive changes to policy are handed in the same manner as new policies and should follow the steps set forth in Section A, above.
4. Minor or typographical changes may be accomplished by sending an email to policy@mtu.edu.

C. Decommissioning a Policy

Policies may be decommissioned when they no longer meet the policy criteria stated in University Policy 1.01, are no longer timely or relevant, or when they are more effectively combined with another policy.

1. The Responsible University Officer raises decommissioning of the policy with President’s Council for further discussion and approval.
2. If approved by the President, the policy will be decommissioned and removed.

D. Policy Format

University policies should follow the following format, as applicable: 

• Policy Statement: A well-articulated, authoritative expression of philosophy and direction. Does not change frequently.
• Policy Requirements: Required elements for any procedures supporting the policy.
• Purpose: Background information for the need and result of the policy.
• Scope: Information regarding who is affected by this policy, and which departments or individuals should especially be aware of its contents.
• Related Policy Information: Supporting information for this policy.
• Exclusions: Exclusions (groups of individuals, funding, etc.) to the policy – if none, it is assumed that the policy applies across the University.
• Contacts: Individuals who can be contacted regarding the policy.
• Definitions: List unique terms, which by being defined, add to the reader’s understanding of the policy.
• Responsibilities: Individual areas of responsibility followed by the function to be performed.
• Procedures: List of procedures that directly support this policy.
• Forms: The forms and associated instructions that are used in direct support of the policy (relatively uncommon).
• Appendices: Any lengthy or complex reference information that would disrupt the flow of the other sections (relatively uncommon).
• History: The date of adoption and any revisions, with a brief description of changes.

A link to the policy template will be maintained on the University Policies website for convenience.  This format should be used for all new policies and should be implemented when existing policies are revised. 

E. University procedures may be created, revised, or decommissioned as needed by the Responsible Official for any University Policy.

F. Procedure Format

University policies should follow the following format, as applicable: 

• Introduction: A brief description of what is accomplished by the procedure.
• Process: The procedure by which the policy is implemented.
• Related Information: Any additional supporting information for the policy or procedure.
• Forms and Instructions: The forms and associated instructions that are used in direct support of the policy (relatively uncommon).
• Appendices: Any lengthy or complex reference information that would disrupt the flow of the other sections (relatively uncommon).

G. Exceptions

University policies and procedures are intended to comply with all applicable controlling laws and regulations.  At times, university policies or procedures will fall out of compliance due to inadvertent oversights or due to changes in such laws and regulations.  In those instances, portions of university policy or procedures that conflict with applicable controlling laws and regulations are invalid.  Remaining portions of any such university policy or procedure that do not conflict with applicable controlling laws and regulations remain in effect.  A university policy or procedure that is not in compliance with applicable controlling laws and regulations should be updated as soon as practical and, at a maximum, within one year.

Revisions