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900.7 - Drafting, Reviewing and Amending University Policies and Procedures

University Group Policy #900.7

I.  Policy Statement

In keeping with shared governance, this policy is established to create a uniform process to create, review and amend University policies and procedures.

II.    Guidelines

Promotion and Tenure Policies

In January 2012 and every five (5) years thereafter, the Provost shall refer to the Faculty Senate a request to appoint a Promotion and Tenure Policy Committee to review the processes for Reappointment, Promotion and Tenure. The Committee shall make recommendations for any needed modification in the policy or the implementing procedures.

When amendments are required, the proposed amendments shall be drafted by the Committee and reviewed by the Office of Legal Affairs. Thereafter, the amendments shall be reviewed by the voting faculty, the Deans and the Academic Department Heads. Any changes to the proposed amendments dictated by these reviews shall be made by the Committee. The Final proposed amendment shall be submitted to the Provost and the Office of Legal Affairs for review and, if needed, revisions. Any proposed revisions from the Provost or the Office of Legal Affairs shall be re-routed to the Committee for approval, and then forwarded to the appropriate academic units. Amendments shall then be forwarded to the Chancellor and the Chancellor’s Executive Staff for review.

After review by the Chancellor and the Chancellor’s Executive Staff, the amendments shall be submitted by the Provost to the Academic Affairs Committee of the Board of Trustees for review and approval. Amendments become effective upon approval by the Board of Trustees.

The Office of Legal Affairs shall review the Tenure Policies during the spring semester of each even-numbered year and make recommendations for amendments as necessitated by changes in Law or UNC policy.

Divisional Policies and Procedures

In every odd numbered year, beginning in 2003, each divisional Vice Chancellor shall instruct each Unit Head to determine which policies or procedures of major import require review. Each Vice Chancellor shall arrange for divisional review of any identified policies and procedures.

Legal Review

Any new policy or an amendment to an existing policy shall be reviewed by the Office of Legal Affairs, the Chancellor, and the Chancellor’s Executive Staff before posting for a period of five (5) days on the University Intranet for a campus wide review and comment period. Any comments or recommendations for change from the University community shall be reviewed by the appropriate Vice Chancellor and the Office of Legal Affairs.

A policy independently prepared by the Office of Legal Affairs shall be submitted to the Chancellor’s Executive Staff for review before being sent through the intranet to the campus community.

Approval of Policies and Amendments

If the policy is mandated by federal or state law or by the UNC Board of Governors or UNC Office of the President and requires Board of Trustee approval, the Chancellor has delegated authority pursuant to a Board of Trustee Resolution dated June 20, 2003, to approve and implement the policy for institutional compliance. A mandated policy approved by the Chancellor shall be submitted to the Board of Trustees by the appropriate Vice Chancellor for approval, ratification or informational purposes.

If the policy or regulation is mandated by federal or state law or by the UNC Board of Governors or UNC Office of the President, and does not require approval by the Board of Trustees, then the policy may be approved by the Chancellor. The appropriate Vice Chancellor shall submit the newly adopted or amended policy to the subcommittee of the Board of Trustees for informational purposes.

Any policy that does not require Board of Trustee approval may be approved by the Chancellor and shall be submitted by the appropriate Vice Chancellor to the subcommittee of the Board of Trustees for informational purposes.

Deletion of an Existing Policy

Based on the Divisional review of policy and procedure, the appropriate Vice Chancellor, after consultation with all individuals who share responsibility for the policy/procedure, shall recommend appropriate deletion(s) to the Chancellor and the Chancellor’s Executive Staff via a brief explanatory statement. The Chancellor shall approve the deletion of policies.

III.     Applicability

This policy is applicable to divisions across the campus of Winston-Salem State University.


Responsible Division: Office of Legal Affairs

Authority: Board of Trustees

History:

  • Adopted December 6, 2002
  • Amended June 20, 2008
  • Amended March 19, 2010