UW System Administrative Procedure 1.A

UW System Administrative Policy, Procedure, & Guidance Development, Review and Approval Process

Original Issuance Date: February 23, 2026
Last Revision Date: February 23, 2026

1. Purpose of Procedures 

University of Wisconsin (UW) System 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 procedure on the development and approval of UW System Administrative policies, procedures, and guidance is issued to promote these objectives. The purpose of this procedure is to establish a process for the development, revision, review and approval of all UW System Administrative policies, procedures, and guidance.

2. Responsible UW System Officer 

Vice President for Finance and Administration 

Senior Vice President for Academic and Student Affairs 

3. 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 series, 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, Regent Policy Document, or UW System Administrative policy are referenced. 

Universities of Wisconsin Administration Policy Committee (UWSAPC): The committee is composed of two policy review subcommittees within UW System Administration (UWSA). The committee and subcommittees meet monthly to discuss policies, procedures, and guidance documents being drafted or revised. The current UWSAPC Chair is listed on the Administrative Policy Development webpage.  

Academic and Student Affairs Policy Committee (ASAPC): The committee is to coordinate the approval, revision, and regular review of Academic and Student Affairs policies for a term to be specified by the Vice President of Academic and Student Affairs.  The ASAPC is created with broad representation to lead integrated policy development, analysis, and review.  The ASAPC shall be comprised of one (1) representative from each of the following areas: 

    • Office of the Vice President for Academic and Student Affairs (Chair) 
    • Office of the Vice President for Finance and Administration 
    • Office of Policy Analysis and Research 
    • Office of Academic Affairs 
    • Office of Enrollment and Student Success 
    • Office of Online and Professional Learning Resources

Finance and General Administration Policy Committee (FGAPC): The committee established to coordinate the approval, revision, and regular review of Finance and General Administration Policies and Procedures. The FGAPC is created with broad representation to lead integrated policy development, analysis, and review. The FGAPC shall be composed of at least one (1) representative from each of the following areas: 

    • Office of the Vice President for Finance and Administration (Chair) 
    • Office of Academic and Student Affairs 
    • Office of the Board of Regents 
    • Office of Compliance & Risk Management 
    • Office of Capital Budget & Planning 
    • Office of Finance- Budget and Planning 
    • Office of Finance- Financial Administration 
    • Office of Finance- Procurement Strategic Sourcing 
    • Office of General Counsel 
    • Office of Human Resources 
    • Office of Information Security 
    • Office of Learning and Information Technology Services 
    • Office of University Relations 

Responsible UW System Administration Officer: The officer that has primary responsibility over a UW System Administrative policy or procedure based on its content. 

Substantive Revisions: Amendments to policies, procedures, or guidance that change the meaning, intention, or requirements of the document.  Substantive revisions are sent to both the UWSAPC and institutions for consultation and review. 

Technical Revisions: Amendments to policies, procedures, or guidance that do not provide substantial change to the content or meaning of the document.  Examples of technical revisions include, but are not limited to, updates to formatting, updates to contact information, changes in office names, cross-references to additional information, and rate changes.  Technical revisions are sent to the UWSAPC for consultation and review but are not sent to institutions for consultation and review. 

Typographical Revisions: Amendments to policies, procedures, or guidance that correct typos in the document (spelling errors or capitalization errors) or fix broken hyperlinks. Typographical revisions do not require official review or re-approval.  

4. Procedures 

A. Role of the UWSA Policy Committee 

The approval, revision, and regular review of UW System Administrative policies, procedures, and guidance will be coordinated by the UWSAPC. Policies should be established or revised to promote operational effectiveness; to preserve resources; to increase efficiency; to achieve compliance with applicable laws, regulations, Regent Policy Documents and other UW System policies; and to foster a culture of equity and inclusion.

The UWSAPC will actively evaluate the implementation of policies to ensure that they continue to serve the purpose for which they are intended. The UWSAPC will also develop and maintain a meaningful classification system by which to order, number, and track all UW System Administrative policies and procedures.

B. Development of a New UW System Administrative Policy 

  1. The Responsible UWSA Officer will inform the UWSAPC chair of proposals for a new UW System Administrative policy. Other individuals wishing to propose a new UW System Administrative policy, such as UWSA staff or university constituents, should consult with the Responsible UWSA Officer. Consideration should be given to whether the same policy objectives can be accomplished through delegation to the chancellors or the revision of existing policies.
  2. If the new policy is not part of the comprehensive plan developed under Section 4.G, the Responsible UWSA Officer should consult with the relevant Vice President to obtain approval to proceed with policy development.
  3. If approved, the UWSAPC will collaborate with the Responsible UWSA Officer as requested to consult with relevant stakeholders in the development of a policy draft. Members of the UWSAPC representing the offices with purview over the proposed policy shall assume primary responsibility for this process.
  4. After endorsement by the UWSAPC and consultation with relevant institution stakeholder groups, the Responsible UWSA Officer will incorporate any relevant feedback, summarize the comments received during consultation, and submit the policy to the Vice President consulted with under Section 4.B.II for review.
  5. Upon review of the UW System Administrative policy by the UWSAPC Chair, the UWSA Responsible Officer, and the appropriate Vice President, the proposed policy will be presented to the UW System President for final review and approval. If the UW System President approves the final version of the UW System Administrative policy, an approved copy will be provided to the appropriate Vice President, the Responsible UWSA Officer, and the UWSAPC Chair. The UWSAPC Chair will ensure the publication of the new policy onto the website and distribute notice of the new policy to relevant stakeholder groups.
  6. A new UW System Administrative policy will be given a policy number as designated by the UWSAPC Chair and will include an indication as to the initial date upon which the UW System President approved the policy.

C. Substantive Revisions to an Existing UW System Administrative Policy 

  1. The Responsible UWSA Officer will inform the UWSAPC Chair of proposed revisions to an existing UW System Administrative Policy. Other individuals wishing to propose revisions to an existing UW System Administrative Policy should consult with the Responsible UWSA Officer.
  2. The Responsible UWSA Officer will consult with the relevant Vice President to obtain approval to proceed with proposed revision(s).
  3. If approved, the UWSAPC will collaborate with the Responsible UWSA Officer to consult with relevant stakeholders in the development of a policy draft. Members of the UWSAPC representing the offices with purview over the proposed policy shall assume primary responsibility for this process.
  4. After endorsement by the UWSAPC and consultation with relevant institution stakeholder groups, the Responsible UWSA Officer will incorporate any relevant feedback, summarize the comments received during consultation, and submit the policy to the Vice President consulted with under Section 4.C.II for review.
  5. Upon review of the revised UW System Administrative policy by the UWSAPC Chair, the Responsible UWSA Officer, and the appropriate Vice President, the revised policy will be presented to the UW System President for final review and approval. If the UW System President approves the revised UW System Administrative policy, an approved copy of the policy will be provided to the appropriate Vice President, the Responsible UWSA Officer, and the UWSAPC Chair. The UWSAPC Chair will ensure the publication of the new policy onto the website and distribute notice of the revised policy to relevant stakeholder groups.
  6. A revised UW System Administrative policy will maintain its initial policy number, but the UW System President’s approval date of the revision shall be indicated in the policy.

D. Technical Revisions to an Existing UW System Administrative Policy 

Technical revisions to a UW System Administrative policy may be proposed by the Responsible UWSA Officer whenever necessary to comply with routine changes in legal standards or business practices. Examples of technical revisions include, but are not limited to: updates to contact information or liaisons, changes in office names, changes to dates or due dates, cross-references to additional information, and rate changes.

  1. Following the completion of the steps in 4.C.I-II, above, the Responsible UWSA Officer drafts the technical policy revisions. The UWSAPC Chair will send proposed technical revisions to the UWSAPC for review.
  2. If there is no objection to the proposed technical revisions within 10 business days, the Responsible UWSA Officer will inform the relevant Vice President of the technical amendment(s). The 10-business day rule may be waived or shortened with the approval of the UWSAPC Chair.
  3. After endorsement by the UWSAPC, the Responsible UWSA Officer will incorporate any relevant feedback, summarize the comments received during consultation, and submit the policy to the Vice President consulted with under Section 4.C.II for review.
  4. Upon review of the revised UW System Administrative policy by the UWSAPC Chair, the UWSA Responsible Officer, and the appropriate Vice President, the revised policy will be presented to the UW System President for final review and approval. If the UW System President approves the revised UW System Administrative policy, an approved copy of the policy will be provided to the appropriate Vice President, the Responsible UWSA Officer, and the UWSAPC Chair. The UWSAPC Chair will ensure the publication of the revised policy onto the website and distribute notice of the revised policy to relevant stakeholder groups.
  5. The amended UW System Administrative Policy will maintain its original policy number and the date the UW System President approved the policy revision.

E. Rescission of an Existing UW System Administrative Policy 

  1. The Responsible UWSA Officer will inform the UWSAPC Chair of requests to rescind a UW System Administrative Policy. The request should include detailed reasoning as to why the policy should be rescinded.
  2. The Responsible UWSA Officer will consult with the relevant Vice President to obtain approval to proceed with proposed recission(s).
  3. If approved, the UWSAPC and the Responsible UWSA Officer will consult with all relevant stakeholder groups as part of the request to rescind a policy.
  4. After endorsement by the UWSAPC and consultation with relevant institution stakeholder groups, the Responsible UWSA Officer will submit a rescission rationale memorandum to the Vice President consulted with under Section 4.E.II for review.
  5. Upon review of the rescission rationale memorandum by the UWSAPC Chair, the UWSA Responsible Officer, and the appropriate Vice President, the rescission rationale memorandum will be presented to the UW System President for final review and approval. If the UW System President approves the rescission, an approved copy of the rescission rationale memorandum will be provided to the appropriate Vice President, the Responsible UWSA Officer, and the UWSAPC Chair. The UWSAPC Chair will ensure the appropriate archiving of the rescinded policy, removal of the policy from the approved policy list on the website, and distribute notice of the rescinded policy to relevant stakeholder groups. Rescinded policies are archived on the UW System Policy & Procedures webpage for three (3) years.

F. Development, Revision, or Rescission of UW System Administrative Procedures and Guidance 

The Responsible UWSA Officer shall consult with the UWSAPC Chair when developing or revising a UW System Administrative procedure or guidance. The Responsible UWSA Officer and UWSAPC Chair will ensure that appropriate consultation occurs when developing or revising procedural documents or guidance. To the extent possible, when policies and accompanying procedures or guidance are being drafted at the same time, the procedures or guidance should be shared with stakeholders in tandem with the draft policy.

Upon the review of a UW System Administrative procedure by the UWSAPC Chair and Responsible UWSA Officer, the procedure will be approved by the relevant Vice President. Guidance documents are approved by the appropriate Associate Vice President, or if there is none, the Vice President. After such approval occurs, the UWSAPC Chair will ensure the publication of the procedure or guidance onto the website and distribute notice of the procedure or guidance to relevant stakeholder groups. The UWSAPC Chair will ensure classification of a new or revised UW System Administrative procedure within the designated numbering scheme.

UW System Administrative procedures or guidance may be rescinded using the process defined in Section 4.E of this procedure except that approval to rescind a UW System Administrative procedure will be made by the relevant Vice President and approval to rescind guidance will be made by the appropriate Associate Vice President.

G. Review Schedule for Existing UW System Administrative Policies, Procedures, and Guidance 

The UWSAPC is charged with the development and maintenance of a comprehensive review plan for all UW System Administrative Policies and Procedures. The UWSAPC will request the assistance of UW System offices to conduct reviews of UW System Administrative Policies and Procedures. Reviews should be conducted in collaboration with all relevant stakeholders.

Each new and existing UW System Administrative policy should be assigned a review date. At a minimum, policies should be reviewed every five (5) years. Procedures and guidance should be reviewed each time that the associated policy is reviewed. Existing UW System administrative policies or procedures that do not follow current numbering conventions developed by the UWSAPC should be renumbered during the review and converted into the standardized template.

The UWSAPC may delay a scheduled review with approval from the relevant Vice President utilizing the technical amendment process in Section 4.D above.

The modification or removal of a UW System Administrative policy or procedure resulting from a review should follow the relevant policy process described above.

5. Related Documents 

UW System Administrative Policy 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, & Guidance 
UW System Administrative Guidance for SYS 1: Guidance for the Development and Review of UW System Administrative Policies, Procedures, and Guidance 
Attachment 1: UW System Policy Template docx
Attachment 2: UW System Procedure Template docx
Attachment 3: UW System Guidance Template docx
Attachment 4: UW System Interim Policy Template docx
Attachment 5: UW System Rescission Template docx  

6. History 

First approved: February 23, 2026