Original Issuance Date: May 4, 2017
Last Revision Date: May 9, 2022
1. Procedure Purpose
The purpose of this UWSA Internal Procedure is to establish the parameters under which policies and procedures specifically applicable to the University of Wisconsin System Administration (UWSA) and its employees are to be developed, reviewed, and approved.
2. Responsible UW System Officer
UW System President
3. Scope
This procedure governs the development, review, and approval of policies and procedures specifically affecting UWSA operations and employees.
4. Background
UW System Administration, as with other institutions in the UW System, maintains internal policies specifically applicable to its own operations. These policies cover, for example, human resources and information technology. These policies are distinct from, but may be affected or necessitated by, Regent Policy Documents adopted by the Board of Regents or UW System Administrative Policies and Procedures approved by the UW System President.
This UWSA Internal Procedure sets forth the framework under which policies and procedures specifically applicable to UWSA and its employees are to be developed, reviewed, and approved. The procedure establishes expectations for consultation and review, as well as the level at which a UWSA Internal Policy or Procedure may be approved.
5. Definitions
Responsible UWSA Officer: The department or unit leader that has primary responsibility for the implementation of the policy and for its maintenance.
UWSA Internal Policy: A policy that applies specifically to UWSA and its employees.
UWSA Internal Procedure: A procedure that applies specifically to UWSA and its employees.
6. Procedure Statement
A. Role of the UW System Director of Administrative Policies
The Director of the Office of Administrative Policies (DAP) (or designee) manages the development, review, and approval of UWSA Internal policies and procedures and will be designated by the Vice President for Administration and the Vice President for Finance. The DAP (or designee) will work with units across UWSA to ensure a consistent, organized approach to policy development and communication. Specifically, the DAP (or designee) will develop:
- a consistent template for UWSA internal policies and procedures;
- a numbering schema for organizing UWSA internal policies and procedures;
- a schedule by which UWSA internal policies and procedures will be reviewed and updated; and
- communications protocols to ensure UWSA employees are made aware of policy development activities.
B. Development of a new UWSA Internal Policy
Proposals for a new UWSA Internal Policy must be submitted to the DAP (or designee) from the responsible UWSA Officer. Consideration should be given to whether the same policy objectives can be accomplished through the revision of existing policies. Before submitting such a proposal, the Responsible UWSA Officer must consult with the relevant Vice President(s) at UWSA, depending on the content of the policy, to obtain approval to proceed with policy development.
If approved, the DAP (or designee) will collaborate with the Responsible UWSA Officer in the development of a policy draft. Members of other UWSA units with purview over the proposed policy may assist in the development process. The policy development process will include consultation with the affected stakeholders at UWSA who may include, but are not limited to, governance groups, specific units or offices within UWSA, and the President’s Cabinet.
After consultation, the DAP and the Responsible UWSA Officer will submit the policy to the Vice President(s) initially consulted with under this subsection for review.
After an affirmative review of the proposed UWSA Internal Policy by the appropriate Vice President, the proposed policy must be presented to the UW System President for final approval. If the UW System President approves the UWSA Internal Policy, the President will provide an approved copy of the policy to the appropriate Vice President and the DAP. The DAP (or designee) will distribute the new policy to relevant stakeholder groups and ensure the publication of the new policy.
C. Revision of an existing UWSA Internal Policy
Proposed revisions to an existing UWSA Internal Policy must follow the process outlined in section 6.B. of this procedure.
A revised UWSA Internal Policy will maintain its initial policy number and indicate the date upon which the UW System President approved the revised version of the policy.
i. Technical amendments to an existing UWSA Internal Policy
Technical amendments to a UWSA Internal Policy may be proposed by the Responsible UWSA Officer whenever necessary to comply with routine changes in legal standards or business practices. Examples of technical amendments include, but are not limited to: updates to contact information, changes in office names, cross-references to additional information, and rate changes.
The Responsible UWSA Officer will send proposed technical amendments to the DAP for review. The DAP may approve the technical amendments or distribute to relevant stakeholder groups, as directed by the Responsible UWSA Officer and relevant Vice President(s). The DAP should provide an opportunity to comment for seven (7) calendar days on technical amendments if a technical amendment is distributed to relevant stakeholder groups.
The DAP (or designee) will notify stakeholders when a technical amendment has been made. A revised UWSA Internal Policy will maintain its initial policy number and indicate the date upon which the DAP approved the revised version of the policy.
D. Rescission of a UWSA Internal Policy
A request to rescind a UWSA Internal Policy may be communicated to the DAP by the Responsible UWSA Officer. The request must include detailed reasoning as to why the policy should be removed or rescinded.
The DAP and the Responsible UWSA Officer must consult with relevant stakeholder groups as part of the request to rescind a policy.
After recommending the removal or rescission of a UWSA Internal Policy, the DAP (or designee) will inform the appropriate Vice President(s) of the recommendation. Upon affirmative review of the recommendation, the DAP will present the recommendation to the UW System President for final approval.
If the UW System President has no objection, the President will approve the rescission. The President (or designee) will communicate the President’s approval of the rescission/removal to the appropriate Vice President and the DAP. The DAP will ensure that notice of the removal or rescission is communicated to relevant stakeholder groups.
E. Development, revision, and rescission of a UWSA Internal Procedure
The development, revision, and rescission of UWSA Internal Procedures will follow the same processes as outlined in this document for UWSA Internal Policies with the exception that procedures may be approved by the appropriate Vice President(s) instead of the UW System President.
Notwithstanding the approval process for UWSA Internal Procedures outlined in this subsection, only the UW System President may approve revisions to OPR-1, UW System Administration Internal Policies and Procedures: Development, Review, and Approval.
7. Related Documents
None
8. Procedure History
Revision 1: May 9, 2022
First approved: May 4, 2017
9. Scheduled Review
May 2027