The University of Memphis

Formulation and Issuance of University Policies

POLICIES

The University of Memphis community should have access to well-articulated and comprehensive University policies that describe the University’s functions and guide its operations; promote consistent and sound management decisions; and assist faculty, staff, and students with performing their duties and responsibilities.

To outline procedures for establishing, reviewing, and updating University policies and procedures so that they will be:

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

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

When formulating a new policy, the Responsible Office will be responsible for:

• Confirming the need for the policy with appropriate Executive Officer(s), and receiving authorization to proceed with policy formulation;
• Conferring with the appropriate Policy Administrator to receive non-substantive guidance on process, formatting requirements and other editorial guidance;
• Ensuring consultation and coordination with other offices and administrators if a proposed policy involves matters within the purview of more than one Executive Officer or function;
• Communicating with and gathering input from University governance groups, University officials with expertise in the subject matter of the policy or whose operations will be significantly impacted by the policy, or as otherwise appropriate and desirable based on the nature of the proposed policy;
• Preparing final draft of proposed policy, with the approval of the appropriate Executive Officer;
• Submitting the draft to the Policy Administrator for the area, who will coordinate PRB review of the proposed policy;
• Responding to comments and questions received during the review process;
• Revising the proposed policy as appropriate.

Responsible Offices are required to ensure the periodic review of policies relating to their area of responsibility.

The Policy Review Board shall consist of the Policy Administrators from each area of the University, as well as representatives from the Offices of Legal Counsel and Internal Audit, and the Faculty and Staff Senates. 

Step 1  Where a Responsible Office wishes to propose a new policy, or revise an existing policy, that area’s  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 for the Responsible Office will be responsible for:

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

Step 3  All Policy Administrators must inform, notify, and discuss all policy action items with the appropriate people in his/her respective area, including the executive officer, and provide feedback to the Responsible Office. 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 Internal Audit retains the signed original and notifies the PRB and Information Technology Division for campus notification and web publication.