The process for developing University Policies and Standards is a collaborative one with several opportunities for university stakeholders to provide feedback prior to adoption. The process for initiating a new policy or revising an existing policy is described in the chart below.
Step 1. Initiate Process. University stakeholders identify a policy need and consult with University Policy & Standards on amending the University Policy & Standards Manual (UPSM). 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* and University Policy & Standards work together on the first draft. University Policy & Standards advises on policy language as needed for clarity in content, logical construction, format, and consistency with other policies. The Responsible Office develops a plan for receiving input from relevant stakeholders (other than the Policy Advisory Group). The Office of General Counsel performs an initial legal review of proposed amendments.
Step 3. Stakeholder Review by Policy Advisory Group and Others. The Policy Advisory Group provides broad stakeholder input on proposed amendments to the UPSM. Other stakeholders, such as the Faculty Senate, student groups, or others, may also be engaged, depending on the topic. Stakeholders alert their constituencies of proposed amendments and provide advice and comment.
Step 4. Finalization by Responsible Executive. The Responsible Office and University Policy & Standards evaluate feedback and revise drafts, as necessary, based on input from stakeholders. With the approval of the Responsible Executive**, the proposed amendment is advanced in the process.
Step 5. Final Legal Review. Drafts are reviewed by the Office of General Counsel for any final legal concerns and if necessary, the Responsible Executive and Responsible Office are engaged on any final edits.
Step 6. Executive Policy & Standards Committee Endorsement. Drafts and accompanying contextual information are reviewed by the Executive Policy & Standards Committee (EPSC). The EPSC may request additional information or seek further executive-level advisory input as necessary. The EPSC may endorse sending proposed amendments to the President for approval, recommend that amendments be modified or discussed further, or recommend rejecting amendments.
Step 7. Public Notice for University Standards. Drafts of University Standards that have been endorsed by the EPSC are issued for a three-week public notification period through OSU Today, the University Policy & Standards website, and the policy list server pursuant to University Standard 04-001 Development of University Policies and Standards.
Step 8. Approval by President. Drafts become official when approved and adopted by the president.
* Responsible Office. A Responsible Office contains the subject matter experts on a given policy topic. This unit is typically charged with drafting a policy on behalf of the Responsible Executive. The Responsible Office is often tasked with implementing a policy and may respond to questions about and provide interpretation of the policy. The Responsible Office typically reports to an executive level position but may be another person or unit to whom the president has delegated such authority for a specified area of university operations.
** Responsible Executives. The university officials who are authorized to develop University Policies and University Standards that govern university functions within their purview. Responsible Executives may be the president, provost, vice presidents, or vice provosts, and may designate individuals or offices to carry out their duties as a steward of policies. Responsible Executives and their offices are sometimes referred to as “policy stewards.” Responsible Executives have the following responsibilities:
• Conduct periodic reviews of University Policies and University Standards under their purview
• Initiate steps to create, amend, or retire University Policies and University Standards
• Draft and implement University Policies and University Standards, which may include communication and training plans
• Develop unit-level rules, procedures, or guidance documents to carry out University Policies and University Standards to ensure compliance and accountability