Policy
Original Issuance Date: September 4, 2015
Last Revision Date: February 23, 2026
1. Policy Purpose
Administrative policies, procedures, and guidance 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 administrative policies and procedures is issued to promote these objectives.
2. Responsible UW System Officer
President of the University of Wisconsin System
3. Scope
This policy applies to the development, revision, and approval of University of Wisconsin (UW) System Administrative Policies, Procedures, and Guidance, commonly referred to and cited as SYS Policies, Procedures, and Guidance This policy does not apply to Regent Policy Documents (RPDs), which are policies of the UW System Board of Regents and maintained by the Office of the Board of Regents. RPDs can be found in the Regent Policies library. This policy does not apply to institution-specific policies, procedures, or guidance.
This policy also applies to any successor policy categories that exist for the same purpose as those listed in Section 5: Definition of UW System Administrative Policies.
4. Background
Administrative policies cover a wide range of subject areas that affect UW System institutions and apply systemwide. There are two general administrative policy areas:
- Academic and Student Affairs Policies that govern issues such as international education, program audits, and program planning and review; and
- Finance and General Administration Policies that govern areas such as information technology, tuition and fees, and capital planning & budget.
Administrative policies are central to the governance of the UW and need to be developed, approved, and communicated in a manner that is clearly defined and easily understood by internal and external stakeholders. Administrative procedures contain a series of action steps specifying how a policy should be implemented. Administrative guidance provides supplemental information to help ensure consistent compliance and interpretation across institutions. Interim policy/procedure actions are policies or procedures designed to address an emergency or urgent external situation and are needed within a period too short to go through the full review process, with a set expiration date.
This policy creates a standard format and establishes parameters for the development and approval of administrative policies, procedures, and guidance and for interim policy/procedure actions.
5. Definitions
UW System Administrative Policies: Policies that are broadly applicable across all UW institutions and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the UW. These policies include the former University Personnel System (UPS) operational policies, integrated as the 1200 series, which provide the personnel system framework for all UW institutions except UW-Madison. Administrative policies shall establish standards to achieve compliance with or implement applicable laws, regulations, and RPDs, where appropriate.
UW System Administrative Procedures: A sequence of action steps related to a policy that specifies how that policy should be implemented. Administrative procedures may include specific instructions and forms that foster compliance with an associated policy.
UW System Administrative Guidance: Documents typically associated with policies that help with compliance, interpretation, and might suggest best practice(s) in a given operational area. They do not contain any mandatory requirements except where requirements found in statute, administrative rule, RPDs, or UW System Administrative policy are referenced.
Interim Policy/Procedure Action: Policies or procedures that are needed to address an emergency or urgent external situation within a period too short to go through the full review process. These interim policy/procedure actions always have an expiration date, typically within one (1) year of approval. An interim policy/procedure action can establish new practices or amend, waive, or suspend provisions of existing SYS policies or procedures.
Institution: Any of the following: UW-Eau Claire; UW-Green Bay; UW-La Crosse; UW-Madison; UW-Milwaukee; UW-Oshkosh; UW-Parkside; UW-Platteville; UW-River Falls; UW-Stevens Point; UW-Stout; UW-Superior; UW-Whitewater; any branch campuses/additional locations; and UW System Administration.
6. Policy Statement
A. UW System Administrative Policy, Procedure, Guidance, & Interim Policy/Procedure Action Formatting
The following sections shall be included in all administrative policies developed or existing policies that are revised after the initial effective date of this policy. Policies shall be consistent with :
- Policy Purpose
- Responsible UW System Officer
- Scope
- Background
- Definitions
- Policy Statement
- Related Documents
- Policy History
- Scheduled Review
Administrative procedures developed after the effective date of this policy shall use a consistent format, where practical.
Administrative guidance developed after September 12, 2019 shall use the consistent format, .
Interim policy/procedure actions shall use a consistent format, .
Proposals to rescind UW System Administrative policies, procedures, or guidance shall use the consistent format, .
B. Standard UW System Administrative Policy Process
Academic and Student Affairs Policies, Procedures, and Guidance will be developed and revised under the guidance of the Office of Academic and Student Affairs.
Finance and General Administration Policies, Procedures, and Guidance will be developed and revised under the guidance of the Office of Finance and Administration.
The development and review processes for all SYS policies are outlined in UW System Administrative Procedure 1.A, UW System Administrative Policy, Procedure, & Guidance Development, Review, and Approval Process.
The development or revision of administrative policies and procedures 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 administrative policies and procedures. Administrative guidance should be reviewed by relevant UW System policy owners prior to requesting approval. Administrative policies, procedures, and guidance are to be developed in alignment with all laws, regulations, RPDs, and other policies and procedures.
The UW System President must approve all UW System Administrative Policies. All procedural documents associated with administrative policies must be approved by the appropriate Vice President, as determined by the nature of the procedures being considered. Guidance documents are issued and approved by the appropriate Associate Vice President, or if there is none, the Vice President. The Office of the President, or designee, shall serve as the custodian of the UW System policies, procedures, and guidance and work with relevant offices at UW System to ensure the timely communication and publication of all approved policies.
C. Interim UW System Administrative Policy/Procedure Actions
Interim policy/procedure actions may be necessary to address an emergency or urgent external situation by:
- Drafting a new policy/procedure action, where an interim policy/procedure action addresses a high-level concern that requires clarification sooner than would be allowed by the full SYS policy review process (e.g., furloughs to address the financial challenges caused by the COVID-19 pandemic), with the intention that a normal SYS policy or procedure will be drafted and reviewed to replace the interim policy action; 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 policy/procedure actions will include an expiration date, which will be no longer than one (1) year after the policy or procedure is approved. An interim policy/procedure action may only be extended beyond a one (1)-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 approved by the relevant UW System Vice President and UW System President prior to any extension taking effect. The UW System President must approve all interim policy/procedure actions.
If an interim policy/procedure action addresses an operational or business need that exists beyond one (1) year or the original justified effective period, a related draft SYS policy or procedure will be created and sent through the SYS policy review process.
7. Related Documents
(Editable versions of attachments 1-5 can be found on the Administrative Policy Resources for Policy Owners and Responsible Officers page)
8. Policy History
Revision 7: February 23, 2026
Revision 6: November 11, 2022
Revision 5: February 18, 2021
Revision 4: November 11, 2020
Revision 3: September 12, 2019
Revision 2: December 7, 2018
Revision 1: March 29, 2016
First approved: September 4, 2015
9. Scheduled Review
January 2031
Procedures
Related Procedures
Guidance
Guidance for the Development and Review of UW System Administrative Policies, Procedures, and Guidance
1. Purpose of Guidance
This guidance supports UW System Administrative Policy 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, and Guidance, and are intended to help guide Responsible UWSA Officers and their teams in their work on UW System Administrative policies, procedures, and guidance.2. Publishing Office(s)
Office of the Vice President for Finance and Administration Office of the Senior Vice President for Academic and Student Affairs3. Affected Stakeholders on Campus
This guidance applies to all offices at UW System Administration (UWSA) that own UW System Administrative policies, procedures, and/or guidance.4. Primary Responsibility
The UWSA Policy Committee (UWSAPC) Chair is responsible for monitoring the development, revision, and finalization and approval process for all UW System Administrative policies, procedures, and guidance. The UWSAPC, Responsible UWSA Officers, and members of their offices who participate in the UW System Administrative policy process are primarily responsible for adhering to this guidance.5. Guidance
A. Drafting of UW System Administrative Policies, Procedures, and Guidance
Responsible UWSA Officers should engage and/or consult with relevant internal and external stakeholders as appropriate throughout the drafting process for UW System Administrative policies, procedures, and guidance. Recommended engagement and consultation activities include:- As necessary, forming a working group consisting of subject matter experts from UWSA and the universities to help guide content and identify implementation concerns.
- Engaging with other Responsible UWSA Officers and internal UWSA stakeholders to ensure alignment with other policies and practices.
- Informing relevant subject matter experts at the universities of proposed changes during regular community of practice meetings.
B. Consultation and Review of UW System Administrative Policies, Procedures, and Guidance
The UWSAPC Chair will coordinate the formal processes for the consultation and review of draft UW System Administrative policies, procedures, and guidance. Draft policies and procedures must be accompanied by a policy summary document and, for revisions, a tracked changes document that demonstrates the revisions to the currently approved document.I. UWSAPC Consultation and Review
The UWSAPC Chair will share draft policies, procedures, and guidance with UWSAPC members for their review and comments. During the UWSAPC review, drafts are simultaneously shared with the Office of President for awareness and feedback.
Distribution of drafts to the UWSAPC generally occurs on the first Monday of the month. UWSAPC members generally have two (2) weeks to provide any feedback. (The two (2) week rule may be waived or shortened at the approval of the UWSAPC Chair.)
II. Institution Stakeholder Consultation and Review
Following the UWSAPC review, the UWSAPC Chair will share drafts with institution stakeholders for consultation and review. Drafts are distributed to:
-
- Chancellors
- Provosts
- Chief business officers
- Senior student affairs officers
- Senior student enrollment officers
- Compliance officers
- Shared governance statewide representatives
- Other relevant communities of practice
- Other relevant stakeholders identified by institution leadership
(Recipients are encouraged to share the drafts with others at their institution.)
Distribution of drafts to the institutions generally occurs on the third Friday after the first Monday of the month. (Dates for the current calendar year are published on the Administrative Policy Development page.) A reminder notice is sent two (2) weeks after the initial distribution. Institution stakeholders generally have the following timeframes for feedback:
-
- Academic and Student Affairs Policies (100 series): standard of 30 calendar days, with the ability to extend up to 60 calendar days at the discretion of the Responsible UWSA Officer in consultation with the Vice President for Academic and Student Affairs and the President.
- Finance and General Administrative Policies (200-1200 series): standard of three (3) weeks.
C. Finalization and Approval of UW System Administrative Policies, Procedures, and Guidance
- Following the end of the institution consultation and review period, the UWSAPC Chair will send the compiled feedback to the Responsible UWSA Officer. The Responsible UWSA Officer will review the comments, incorporate any relevant feedback into the final draft document, and provide a summary of the comments received and their responses in the policy summary document.
- When substantial changes are made to the distributed draft in response to university feedback, Responsible UWSA Officers are encouraged to communicate these changes to the relevant subject matter experts at the institutions prior to the approval and publication of the UW System Administrative policy, procedure, or guidance.
- The Responsible UWSA Officer submits the draft to the relevant Vice President for their final review and briefs the Vice President on any changes made to the final draft.
- Following the Vice President’s review, the Responsible UWSA Officer submits the final draft policy and summary document (with the summarized feedback and responses) to the UWSAPC Chair. The UWSAPC Chair reviews the documents for consistency with UW System Administrative policy standards and verifies that the tracked changes documents for revised policies, procedures, and guidance exactly reflect changes to the currently approved version.
- The Chair of the UWSAPC submits the final draft policy for approval. Policies are reviewed and signed by the UWSAPC Chair, the Responsible UWSA Officer, and the relevant Vice President prior to the final approval and signature of the UW System President.
D. Publication and Notification of UW System Administrative Policies, Procedures, and Guidance
- Following receipt of the approved policy, procedure, or guidance, the UWSAPC Chair will publish the content to the UW System Administrative Policies & Procedures webpage.
- For revisions to existing policies, procedures, and guidance, the prior version is archived as a PDF and saved in the SYS policy repository.
- The UWSAPC Chair notifies the Responsible UWSA Officer, relevant Vice President, and UW System President of the publication and provides the link to the newly published policy, procedure, or guidance.
- The UWSAPC Chair notifies institution stakeholders of the approval and publication in the next regularly scheduled communication.