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The process for developing university policies and standards includes an opportunity for stakeholder input regarding proposed significant changes to the University Policy and Standards Manual (UPSM). It also includes opportunity for review by legal counsel and executive leadership. The process for initiating a new policy or revising an existing policy is shown and described below.
Step 1. Initiation of UPSM Amendment. University stakeholders identify a policy need and work with a responsible executive to initiate a policy amendment. A responsible executive and their office are considered policy owners and may initiate the process for amending the UPSM by alerting the Director of Policy and Standards. An amendment to the UPSM may include updating an existing university policy or standard, retiring a university policy or standard, or introducing a new university policy or standard.
Step 2. Drafting and Preliminary Review. The responsible office, in consultation with the University Policy and Standards Program, drafts the university policy using the template and guidance provided. The policy director provides policy advice and edits the policy language as needed for clarity in content, format, and consistency. The policy director and the responsible executive determine a plan for receiving stakeholder input from across the university, including an opportunity for public comment on proposed amendments to university standards. The Office of General Counsel performs an initial legal review of proposed amendments at this stage.
Step 3. Stakeholder Review by Policy Advisory Group and Others. In this step, the Policy Advisory Group (PAG) provides broad stakeholder input on proposed amendments to the UPSM. Other stakehodlers, such as the Faculty Senate, student groups, or others, may also be engaged. Stakeholders alert their constituencies of proposed amendments and provide advice and comment on proposed amendments to the UPSM.
Step 4. Finalization by Responsible Executive. The policy director and the office responsible for the policy then revise the proposed amendment, as necessary, based on input from stakeholders. With the endorsement of the responsible executive, the proposed amendment is advanced in the process.
Step 5. Final Legal Review. Next, proposed amendments are reviewed by the Office of General Counsel. If necessary, and in consultation with the responsible executive, a proposed amendment is revised based on legal analysis from the Office of General Counsel. A proposed amendment that has received a final legal review and is endorsed by the responsible executive is forwarded for final approval.
Step 6. EPSC Approval. Proposed amendments are reviewed by the Executive Policy and Standards Committee (EPSC). The EPSC may request changes to the policy or seek further executive-level advisory input on the UPSM amendment as deemed necessary. The EPSC may recommend that an amendment to the UPSM be approved, rejected, modified, or discussed further.
Step 7. Public Notice. Amendments to university policies or standards that have been recommended for approval by the EPSC are then issued for a 3-week public notification period. Proposed amendments are posted on the What's New page, issued in OSU-Today, and sent to the OSU policy listserv.
Step 8. Approval by President. Finally, amendments to university policies or standards become official upon approval by the President.