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Policy Implementation Procedure

The addition, deletion or revision of University-wide policies requires approval by the President.

Some additions, deletions or revisions also require Academic Senate approval. If you believe your change is not one of those requiring Academic Senate approval, please handle it as follows:

  1. A draft of the policy or an email describing the policy or policy changes should be submitted as early as possible to the Academic Senate chair for confirmation that the policy does not fall under Academic Senate or Faculty Caucus jurisdiction. If the Senate chair confirms that the policy is not a Senate/Caucus policy, proceed to step 2. If not, follow the list below for policies requiring Academic Senate approval.
  2. A draft of the policy should be submitted as early as possible to the General Counsel’s Office for approval or revisions as to legal form. This step may happen simultaneously with step 1.
  3. General Counsel will return to Submitter for (a) revision and return to General Counsel for approval; or (b) submission to President’s Cabinet for approval.
  4. President’s Cabinet will review, discuss and approve or return to submitter for revision.
  5. Once approved by President’s Cabinet, the draft policy will be sent to the President.
  6. The President will approve the policy or redirect for further handling.
  7. Once approved in writing by the President, the submitter will provide a clean version in electronic Word format to the Policy Manual Coordinator.
  8. Policy Manual Coordinator will promptly publish the submission, or in the case of a deletion, will promptly delete the policy.
  9. Policy Manual Coordinator will ask the submitter to proofread the published policy and confirm its accuracy.
  10. The Policy Manual Coordinator shall provide electronic notice of substantive changes to the affected University constituents.

Any University policy addition, deletion or revision requiring Academic Senate approval will be handled as follows:

  1. A draft of the policy should be submitted as early as possible to the Executive Committee of the Academic Senate.
  2. The Executive Committee will assign the policy to an appropriate internal committee for review. The President or Provost will inform the Executive Committee regarding offices that the committee may need to consult with while reviewing the policy.
  3. Following approval by the internal committee, the committee chair will forward the approved policy to the Executive Committee for placement on an Academic Senate or Faculty Caucus agenda as an information item.
  4. The President or Provost will inform the Executive Committee if review by the General Counsel’s Office is required prior to review by the governing body. If so, steps 2-4 above will be followed. The policy will then return to the Executive Committee for placement on an agenda.
  5. Once approved by the Academic Senate, a clean paper copy and an electronic Word format of the addition or revision, containing the date the Academic Senate approved the addition or revisions, will be promptly provided by the Academic Senate clerical staff to the President.
  6. If the policy is approved by the President, the President will sign and date and submit to the policy manual coordinator a clean paper copy as well as an electronic Word format version to be published on the Illinois State University Policy Web site.
  7. Policy Manual Coordinator will promptly publish the submission, or in the case of a deletion, will promptly delete the policy.
  8. Policy Manual Coordinator will ask the submitter (and/or Academic Senate clerical staff) to proofread the published policy and confirm its accuracy.
  9. The Policy Manual Coordinator shall provide electronic notice of substantive changes to the affected University constituents.

In the case of a legal/audit/compliance issue with a short implementation timeframe, the President or designee may draft a policy to cover the issue to meet the external deadline in a timely manner. The President shall inform the Academic Senate immediately, and it should review the policy as soon as possible. If the policy must be implemented prior to the completion of review by the Senate, the Senate may propose and approve modifications to the policy through regularly established processes for the revision of policies.

 

First approved: 3/1/18

Originator: Office of General Counsel
Academic Senate

Contact: Office of General Counsel
(309) 438-8999


2018-12-07T11:07:33.15-06:00 2018
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