Original Issuance Date: September 4, 2015
Last Revision Date: March 29, 2016

1. Policy Purpose

Administrative policies and procedures 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

UW System President

3. Scope

This policy applies to the development, revision, and approval of UW System Administrative Policies and Procedures. 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 at https://www.wisconsin.edu/regents/policies/. This policy does not apply to institution-specific policies or procedures.

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 such issues such as international education, program audits, and program planning and review. 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 System and need to be developed, approved, and communicated in 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.

This policy creates a standard format for administrative policies and establishes parameters for the development and approval of administrative policies and procedures.

5. Definitions

UW System Administrative Policies: Are broadly applicable across all UW System institutions and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the UW System. Administrative policies shall establish standards to achieve compliance with or implement applicable laws, regulations, and Regent Policy Documents, where appropriate. An administrative policy includes the following policy categories in existence at the time of initial publication of this policy:

  • Academic Planning Statements
  • Academic Information Series
  • Financial and Administrative Policies and Procedures

This policy also applies to any successor policy categories that exist for the same purpose as those listed in this section. Regent Policy Documents are policies maintained by the Office of the Board of Regents and can be found at https://www.wisconsin.edu/regents/policies/. UW System administrative policies do not include University Personnel System operational policies, which can be found at https://www.wisconsin.edu/personnelsystems/policies/.

UW System Administrative Procedures: Contain 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.

6. Policy Statement

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 (SYS I.A UW System Administrative Policy Template):

  1. Policy Purpose
  2. Responsible UW System Officer
  3. Scope
  4. Background
  5. Definitions
  6. Policy Statement
  7. Related Documents
  8. Policy History
  9. Scheduled Review

Administrative procedures developed after the effective date of this policy should use a consistent format (SYS I.B UW System Administrative Procedure Template), where practical.

Academic and Student Affairs Policies and Procedures will be developed and revised under the guidance of the Office of Academic and Student Affairs.

Finance and General Administration Policies and Procedures will be developed and revised under the guidance of the Office of Administration and the Office of Finance.

The development and review processes for both (I) Academic and Student Affairs Policies and Procedures and (2) Finance and General Administration Policies and Procedures are outlined in administrative policies to be established by the Office of Academic and Student Affairs and the Office of Administration and the Office of Finance. These policies and any subsequent revisions to these policies, are subject to the approval of the UW System President.

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 policies and procedures are to be developed in alignment with all laws, regulations, Regent Policy Documents and other policies and procedures.

The UW System President shall approve all UW System Administrative Policies. All procedural documents associated with administrative policies shall be approved by the appropriate Vice President, as determined by the nature of the procedures being considered. The Office of the President shall serve as the custodian of UW System policies and procedures and work with relevant offices at UW System Administration to ensure the timely communication and publication of all approved policies.

7. Related Documents

UW System Administrative Policy 2, Development, Revision, and Approval of Academic and Student Affairs Policies & Procedures

UW System Administrative Policy 3, Development, Revision, and Approval of Finance and General Administration Policies & Procedures

UW System Administrative Policy 1.A, UW System Administrative Policy Template

UW System Administrative Policy 1.B, UW System Administrative Procedure Template

8. Policy History

Revision 1: March 29, 2016
First approved: 9/42015

9. Scheduled Review

March 2021

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