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Policy Lifecycle

Policy Lifecycle. Policy Development Process Administrative Policies. PROPOSE. REVIEW & APPROVE. ANNOUNCE & MAINTAIN. Draft & Edit Policy Review. Policy Need Identified. Policy Promulgation. Policy Maintenance. Impact Statement Review. Executive Policy Group Review & OGC Approval.

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Policy Lifecycle

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  1. Policy Lifecycle Policy Development Process-v4.b

  2. Policy Development ProcessAdministrative Policies PROPOSE REVIEW & APPROVE ANNOUNCE & MAINTAIN Draft & Edit Policy Review Policy Need Identified Policy Promulgation Policy Maintenance Impact StatementReview Executive Policy Group Review & OGC Approval Policy Development Process-v4.b

  3. Phase 1: PROPOSE Administrative Policy Development Process Initiate Preliminary Review • Need Identified for • new policy, • revision to policy, or • retirement of policy • Impact Statement Review by: • UPO • Policy Office Advisory Group (POAG) (as needed) Steps: UPO reviews IS & distributes to POAG team if new policy or substantial change to existing policy POAG team reviews & provides feedback aimed at successful advancement of policy. Affirms it meets criteria for inclusion in Handbook of Operating Procedure. UPO provides Responsible Policy Owner with POAG comments & advisement. Copy to Executive Sponsor. UPO monitors status of policy development and awaits first draft of policy or existing HOP policy revisions. Steps: Impact Statement (IS) (template) developed by Responsible Policy Owner (RPO) IS reviewed/approved by Executive Sponsor (VP) and forwarded electronically to University Policy Office (UPO) ) May lead to review at senior executive level at the discretion of President’s Office. v Policy Development Process-v4.b

  4. Phase 2: REVIEW & APPROVE Administrative Policy Development Process Initial Draft Policy Review Draft & Edit • Draft Policy Review: • UPO • POAG (as needed) Responsible Policy Owner drafts policy with Editorial Group assistance Continued review by UPO & Legal Affairs working in conjunction with Responsible Policy Owner Steps: UPO reviews first draft with focus on inclusion of essential elements of policy, clarity, grammar/spelling. Redistributes to POAG for further review. POAG has opportunity to provide feedback through UPO. UPO continues review with RPO and Legal Affairs. If policy draft meets Legal Affairs review, UPO will advance policy draft to President’s Office for executive level review. Included will be commentary on any outstanding issues and confirmation about review process. University Policy Office (UPO) continues to monitor status of this policy. • Steps: • Responsible Policy Owner (RPO) seeks stakeholder and governance input • RO working with Editorial Group drafts policy (new or revised) using Policy Template • RO submits policy draft along with summary of any governance input that was not inserted into policy draft to University Policy Office (UPO) cy draft) draft) v UT Office of General Counsel may be alerted to forthcoming policy Policy Development Process-v4.b

  5. Phase 2: REVIEW & APPROVE (cont’d) Administrative Policy Development Process Executive Level & UT System Review Continued review by UPO & Legal Affairs working in conjunction with Responsible Policy Owner • UPO initiates appropriate response on policy action as conveyed by President’s OfficeExecutive Policy Group Draft policy advanced to President’s Office Steps: If President’s Office gives approval to adopt new/revised HOP, the UPO will forward policy draft to the UT Office of General Counsel. UPO will coordinate OGC’s review comments with RPO and Legal Affairs. UPO will notify President’s Office, Legal Affairs and Responsible Policy Owner when final approval by OGC and Executive Vice Chancellor has been received. UPO will coordinate with RPO on communication for announcing new policy/revisions. UPO will update Policy Library HOP website. • Steps: • UPO submits policy draft and commentary including outstanding issues to President’s office • President reviews with his executive cabinet at his discretion. • President’s Office reports back to UPO and Responsible Policy Owner (RPO) on decision to proceed or other direction with regard to advancing policy further. Policy Development Process-v4.b

  6. Phase 3: ANNOUNCE & MAINTAIN Administrative Policy Development Process Announce Policy Maintenance Responsible Policy Owner announces policy. Scheduled policy review or updating as required by law or by changes at Board of Regents direction. Policy Lifecycle Continues Steps: Responsible Policy Owner announces new/revised HOP policy to intended audience through appropriate communication channels. RPO coordinates & initiates appropriate training as required to address awareness and compliance issues. Steps: UPO and Responsible Policy Owner continues to monitor UT System and legal environment that may impact HOP policies. RPO will initiate periodic scheduled policy review or as needed for updating as required by law or change in Regents Rule. UPO will monitor HOP policy issues and will coordinate with RPO as needed. Policy Development Process-v4.b

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