Approval of Academic Policies
Provost’s Council, comprised of the academic deans, faculty, staff, and students appointed by the Provost, will follow these procedures in reviewing and recommending academic policies:
- Any member of Provost’s Council may bring to the council for consideration a proposed or revised academic policy and/or procedure. (A policy always includes, and must always come to the council with, one or more accompanying procedures.) The policy in question should be governed or managed by a committee, unit, or other group whom the member represents on the council. The council member should request that the Chair of Provost’s Council place the policy on the council’s next available meeting agenda. The Chair, in consultation with the Provost, makes the final determination of the meeting agenda. The Chair will not place on the May agenda any policies that have not previously come to Provost’s Council unless, under rare circumstances, the Provost deems an immediate policy review necessary and calls a special meeting in the summer.
- At the next available meeting, the Chair will ask the council member who requested that the policy be placed on the agenda to introduce it and to provide a context for creating or revising it. The minutes from the meeting will reflect the rationale for introducing the policy. If the council member is proposing a revision, the original and the revision should be clearly distinguished on the document introduced to Provost’s Council. Provost’s Council will discuss the policy, may make initial suggestions for consideration, and will take action:
- If the policy is new or revised (with or without a revision to the procedure):
- The Chair may activate the policy along with its procedure into review. If Provost’s Council makes initial suggestions for consideration, only the unedited policy and procedure, as originally introduced, will enter the review and approval cycle unless the council decides to make immediate corrections to substantial factual errors to avoid inaccurate information from circulating on campus.
- The council may decide to delay the review of the policy temporarily.
- The council may recommend, by majority vote, to withdraw the policy from further consideration.
- If only the policy’s procedure has been revised, the council will accept it as an information item. The council member who introduced the procedure will collect any feedback, revise the procedure as necessary, and present it to the Provost directly for approval. In the event that the council deems the revisions to the proposed procedure to be so significant that they warrant greater circulation on campus, the Chair will activate the procedure along with the policy into review for the purpose of additional input, not eventual approval.
- The secretary of Provost’s Council will post policies in review on the Provost’s website and will notify the campus community of recent postings. All such policies will be marked ‘draft’ and will be posted under a section clearly marked ‘in review’ to avoid confusion with approved policies.
- The review period will typically last approximately 30 days (i.e., from the meeting at which the policy is first introduced to the next scheduled meeting) unless the Provost deems a shorter review cycle necessary. During the review period, all council members assume the responsibility, as appropriate and relevant, for reviewing the policy with their respective constituent groups and for soliciting and collecting feedback.
- At the next scheduled meeting, the Chair will ask council members to report feedback from their respective constituent groups. The Chair will manage that feedback, incorporating and reconciling the suggestions, and the secretary will record the revisions. Then Provost’s Council will take action:
- If a new or proposed policy along with its procedure(s) was activated into review:
- Provost’s Council may decide to delay the vote to provide constituent groups additional time to review the policy and/or to provide constituent groups the opportunity to review substantial revisions to the policy made at that meeting. In no instance, unless approved by the Chair in consultation with the Provost, will a policy review exceed 60 days.
- Or the council may decide, by motion, to vote:
- Either to recommend that the Provost approve the policy as proposed or revised;
- Or to recommend that the Provost not approve the policy as proposed or revised.
The vote is a recommendation only and applies only to the policy, as the procedure, if revised, is an information item.
- If a revised procedure along with the unrevised policy was activated into a special review, Provost’s Council will accept the procedure as an information item.
- If Provost’s Council decides, by majority vote, to recommend approval, the Chair will present the proposed or revised policy along with any revisions to the procedure to the Provost for approval.
- The Provost will present approved policies to the President’s Cabinet as information items.
- At the next Provost’s Council meeting, the Provost will inform the council of policies and/or procedures that he/she has approved.
- The secretary of Provost’s Council will post approved policies on the Provost’s website along with the minutes of all council meetings. The secretary will notify the campus community of recent postings.