Keep your policy relevant. Regular reviews are key to keeping your policy consistent with current practices.
When you need to make a change to a policy, whether it is an edit or a revision, follow this guidance.
Edits are changes that do not have a significant impact on the policy. Edits include:
The responsible office updates the existing policy and submits the draft (with changes showing) to Policy, Compliance and Internal Controls.
The responsible office completes the University Policy Review form to document the review and obtain approval from the responsible executive or designee.
Edits will be made by Policy, Compliance and Internal Controls and posted to the Policy Library.
If it is not clear whether the change is an edit or a revision, the responsible office and Policy, Compliance and Internal Controls will work together to make the determination.
Revision means the policy will undergo substantive changes. Revisions include:
Revisions closely follow the steps of new policy development, but on a smaller scale.
Revisions don't require a Policy Proposal, but depending on the extent of the revision, could benefit from the expertise and collaboration of a policy writing group. Start with Step 5 of the policy development process when revising a policy.
When a policy revision is needed in a timeframe that does not allow for the full feedback and approval process as a result of regulatory, accreditation or other urgent needs, an interim policy revision may be implemented. Interim revisions follow an expedited process, but must undergo the complete policy process if interim status is to be made permanent. Read the requirments when considering an interim policy revision.
The responsible office may retire a policy that has outlived its usefulness or combine that policy with another to improve its effectiveness.
If it is not clear whether to retire the policy or combine it with another policy, the responsible office and Policy, Compliance and Internal Controls will work together to make the determination.
Complete the University Policy Review form to document the decision and rationale to retire the policy and obtain approval from the responsible executive or designee.