The University of Memphis

Formulation and Issuance of University Policies

POLICIES

• Presented in a standard format.
• Approved formally.
• Maintained centrally.
• Revised appropriately.
• Distributed promptly. 
• Reviewed frequently.

Overall, the policies and procedures should support sound and effective business practices and be compatible with the values and strategic priorities of the University.

• Describe the University's functions and guide its operations.
• Promote consistent and sound management decisions.
• Assist faculty, staff, and students with performing their duties and responsibilities.

A University policy is defined by all of the following criteria:

• It has broad application throughout the University.
• It helps ensure compliance with applicable laws and regulations, Tennessee Board of Regents (TBR) policies and guidelines; promotes operational efficiencies; and reduces institutional risks.
• It has been approved by the President.

University policies are listed in 6 subject areas: 

• Academic, Finance, General, Human Resources, Information Technology, and Student Affairs & Services

Each executive officer will appoint a Policy Administrator for his/her area of responsibility. This person will be responsible for the administration of policies pertaining to his/her area of responsibility and communicating items of proposed policies outside his/her area of responsibility.

The Policy Administrators will serve on a Policy Review Board and will assist in the formulation, review, and distribution of all University policies.

In addition to the Executive Officers' representatives, a member of Legal Counsel, Internal Audit, Faculty Senate and Staff Senate will serve on the Board.

Step 1  The need for new university policies or revisions to existing policies may arise anywhere (i.e., individual department, division, committee, council), but every policy must fall within the jurisdiction of an Executive Officer. Each Executive Officer appoints a representative to serve on the Policy Review Board - a Policy Administrator. The Policy Administrator will guide the draft policy and operating procedures through the formulation process. 

Step 2  The Policy Administrator will present the draft policy to the Policy Review Board (PRB). The Policy Review Board will ensure that each policy is written clearly, in the standard format, and is compatible with values and strategic priorities of the University. The Policy Administrator will be responsible for:

• Scheduling policy on agenda.
• Distributing policies before the scheduled meeting.
• Discussing major changes/provisions impacting operations.
• Completing the PRB Request for Action form.  
• Communicating new or revised policy within his/her area of responsibility and collecting feedback.
• Providing feedback to parties associated with the policy.

Step 3  The Policy Administrator must inform, notify, and discuss all policy action items with the appropriate people in his/her respective area including the executive officer. The Policy Administrator then acknowledges acceptance of the specific requested action by signature on the PRB Request for Action form.  The President may request an acknowledgment by each Executive Officer before approving a policy. 

Step 4  If the President approves the policy, the signed original is sent to Internal Audit.  If the President does not approve the policy, it is returned to the office of the responsible Executive Officer or to the PRB for appropriate changes.

Step 5  The Internal Audit Department retains the signed original and notifies the office of the responsible Executive Officer and Information Systems for campus notification and web publication.