Original Issuance Date: May 4, 2017
Last Revision Date: May 4, 2017

1. Policy Purpose

The purpose of this UWSA Internal Procedure is to establish the parameters under which policies and procedures that apply specifically to the University of Wisconsin System Administration (UWSA) and its employees are to be developed, reviewed, and approved.

2. Responsible UW System Officer

UW System President

3. Scope

This procedure governs the development, review, and approval of policies and procedures specifically affecting UWSA operations and employees.

4. Background

UW System Administration, as with other institutions in the UW System, maintains internal policies that apply specifically to its own operations. These policies cover, for example, human resources and information technology. These policies are distinct from, but may be affected or necessitated by, Regent Policy Documents adopted by the Board of Regents or UW System Administrative Policies and Procedures that are approved by the UW System President and apply systemwide.

This UWSA Internal Procedure sets forth the framework under which policies and procedures that apply specifically to UWSA and its employees are to be developed, reviewed, and approved. The procedure establishes expectations for consultation and review, as well as the level at which a UWSA Internal Policy or Procedure shall be approved.

5. Definitions

Responsible UWSA Officer: The department or unit leader that has primary responsibility for the implementation of the policy and for its maintenance.

UWSA Internal Policy: A policy that applies specifically to UWSA and its employees.

UWSA Internal Procedure: A procedure that applies specifically to UWSA and its employees.

6. Policy Statement

A. Role of the UWSA Internal Policy Coordinator

The Internal Policy Coordinator (IPC) shall manage the development, review, and approval of UWSA Internal policies and procedures and shall be designated by the Vice President for Administration and the Vice President for Finance. The IPC shall work with units across UWSA to ensure a consistent, organized approach to policy development and communication. Specifically, the IPC shall develop:

  • a consistent template for UWSA internal policies and procedures;
  • a numbering scheme for organizing UWSA internal policies and procedures;
  • a schedule by which UWSA internal policies and procedures shall be reviewed and updated; and
  • communications protocols to ensure UWSA employees are made aware of policy development activities.

B. Development of a new UWSA Internal Policy

Proposals for a new UWSA Internal Policy should be submitted to the IPC from the responsible UWSA Officer. Consideration should be given to whether the same policy objectives can be accomplished through the revision of existing policies. Before submitting such a proposal, the Responsible UWSA Officer shall consult with the relevant Vice President(s) at UWSA, depending on the content of the policy, to obtain approval to proceed with policy development.

If approved, the IPC shall collaborate with the Responsible UWSA Officer in the development of a policy draft. Members of other UWSA units with purview over the proposed policy may assist in the development process. The policy development process shall include consultation with the affected stakeholders at UWSA which may include, but is not limited to, governance groups, specific units or offices within UWSA, and the President’s Cabinet.

After consultation, the IPC and the Responsible UWSA Officer shall submit the policy to the Vice President(s) initially consulted with under this subsection for review.

After an affirmative review of the proposed UWSA Internal Policy by the appropriate Vice President, the proposed policy shall be presented to the UW System President for final approval. If the UW System President approves the UWSA Internal Policy, the President shall provide an approved copy of the policy to the appropriate Vice President and the IPC. The IPC shall distribute the new policy to relevant stakeholder groups and ensure the publication of the new policy.

C. Revision of an existing UWSA Internal Policy

Proposed revisions to an existing UWSA Internal Policy shall follow the process outlined in section 6.B. of this procedure.

A revised UWSA Internal Policy shall maintain its initial policy number and indicate the date upon which the UW System President approved the revised version of the policy.

i. Technical amendments to an existing UWSA Internal Policy

Technical amendments to a UWSA Internal 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 amendments include, but are not limited to: updates to contact information, changes in office names, cross-references to additional information, and rate changes.

The Responsible UWSA Officer shall send proposed technical amendments to the IPC for review. The IPC may approve the technical amendments or distribute to relevant stakeholder groups, as directed by the Responsible UWSA Officer and relevant Vice President(s). The IPC should provide an opportunity to comment for seven (7) calendar days on technical amendments.

The IPC shall notify stakeholders when a technical amendment has been made. A revised UWSA Internal Policy shall maintain its initial policy number and indicate the date upon which the IPC approved the revised version of the policy.

D. Removal or Rescission of a UWSA Internal Policy

A request to remove or rescind a UWSA Internal Policy may be communicated to the IPC by the Responsible UWSA Officer. The request should include detailed reasoning as to why the policy should be removed or rescinded.

The IPC and the Responsible UWSA Officer shall consult with relevant stakeholder groups as part of the request to remove or rescind a policy.

After recommending the removal or rescission of a UWSA Internal Policy, the IPC will inform the appropriate Vice President(s), depending on the nature of the policy, of the recommendation. Upon affirmative review of the recommendation, the IPC shall present the recommendation to the UW System President for final approval.

If the UW System President has no objection, the removal/rescission shall be approved. The President shall communicate his or her approval of the rescission/removal to the appropriate Vice President and the IPC. The IPC shall ensure that notice of the removal or rescission is communicated to relevant stakeholder groups.

E. Development, revision, and removal/rescission of a UWSA Internal Procedure

The development, revision, and removal or rescission of UWSA Internal Procedures shall follow the same processes as outlined in this document for UWSA Internal Policies with the exception that procedures may be approved by the appropriate Vice President(s) instead of the UW System President.

Notwithstanding the approval process for UWSA Internal Procedures outlined in this subsection, only the UW System President may approve revisions to OPR-1, UW System Administration Internal Policies and Procedures: Development, Review, and Approval.

7. Related Documents

None

8. Policy History

First approved: May 4, 2017

9. Scheduled Review

May 2022