Policy on Policies – 216.1

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University of Arkansas at Little Rock
Policy Name: Policy on Policies
Policy Number: 216.1
Effective Date: October 6, 2015

Policy:

The University of Arkansas at Little Rock is governed by the University of Arkansas Board of Trustees. The Board of Trustees has delegated authority over executive and administrative matters to the chancellors of the several University of Arkansas campuses and has delegated legislative authority over academic policies and programs to predominantly faculty governance bodies on each campus.

University personnel initiate new policies and changes in existing policies in response to changing needs and circumstances. Changes in Board of Trustees’ policies and in federal and state laws and regulations frequently require changes in campus policies and procedures.

Academic Policies:

Academic policies are in the purview of the Faculty Senate, subject to the approval of the chancellor, and are made through processes under the University Assembly and Faculty Senate constitution. Academic policies are posted online and are reflected in the faculty handbook, the student handbook, and the graduate, undergraduate, and law catalogs.

Administrative Policies:

Administrative policies are put in place to provide an orderly environment for faculty and staff as they do their work to accomplish the university’s purposes. Administrative policies also provide a framework for university students and off-campus persons and groups who have interactions with the university.

Administrative policies are primarily directed to the operation of the university and can be initiated by any vice chancellor or other senior administrator who reports directly to the chancellor. They are subject to the approval of the chancellor.

The UALR University Assembly, the UALR Faculty Senate, the UALR Staff Senate, and the student government organizations of the campus may, through their own established processes, propose and recommend administrative policies to the chancellor.

Academic and administrative policies should do one or more of the following:

  • Enhance understanding of what to do in a specific situation.
  • Increase efficiency and effectiveness.
  • Elaborate on new compliance regulations or rules.
  • Delineate what is in Board of Trustees policy or governmental rules and regulations.
  • Improve controls.
  • Reduce risk.

Developing and Revising Administrative Policy:

Before a policy is developed, it must be identified as a need by vice chancellors/deans/other unit heads. The appropriate vice chancellor or other senior administrator who reports directly to the chancellor should determine who the custodian of the policy should be. The department/unit that is identified as the custodian, or someone else designated by the appropriate vice chancellor or other senior administrator who reports directly to the chancellor, drafts the policy. Effective dates of the policy and revision dates are posted at the end of each policy.

Policies should be succinct and easy-to-understand, and policies should not include lengthy procedures and guidelines. A link to a separate procedures and guidelines document can be included in the policy.

Developing a Policy:

  1. After the custodian has drafted a policy, it may be sent by the appropriate vice chancellor or other senior administrator who reports directly to the chancellor to the appropriate group(s), e.g., Deans Council, Undergraduate/Graduate Councils, Faculty Senate, Chancellor’s Leadership Group, etc., for review.
  2. If group review has been initiated, upon completion of review the policy is submitted to the chancellor for review and approval. The chancellor may forward the proposed revisions to the Cabinet or others for further review.
  3. After approval by the chancellor, the policy is assigned a number by the policy manager in the vice chancellor for finance and administration’s office and placed in the policy book and on the policy website (ualr.edu/policy).

Revising a Policy:

  1. If material revisions to a policy are needed, the custodian drafts the proposed revisions to the policy and forwards for review the revised policy draft to the appropriate vice chancellor or other senior administrator who reports directly to the chancellor.
  2. The revised policy draft is then sent to the chancellor for review by the appropriate vice chancellor or other senior administrator who reports directly to the chancellor. The chancellor may forward the proposed revisions to the Cabinet or others for further review.
  3. After approval by the chancellor, the revised policy is forwarded to the policy manager in the vice chancellor for finance and administration’s office to replace the existing policy in the policy book and on the policy website (ualr.edu/policy).

Maintaining a Policy:

Every policy has a custodian identified in the policy. It is the custodian’s responsibility to be sure that the policy is kept up-to-date and rewritten or deleted when necessary. Student, faculty, and staff handbooks must be consistent with policies. Users of policies should contact the policy custodian if there are suggestions, updates, corrections, or problems with the policy.

Decommissioning a Policy:

Any custodian of a policy, stakeholder, appropriate vice chancellor, or other senior administrator who reports directly to the chancellor, may at any time propose that a policy be decommissioned. If approved by the chancellor, the policy will be decommissioned. The policy will be removed from the policy book, policy website (ualr.edu/policy), and future campus publications by the policy manager in the vice chancellor for finance and administration’s office.

Communicating New Policies or Policy Changes:

Faculty and staff at the university are notified of new or revised policies by the policy manager in the vice chancellor for finance and administration’s office through emails and policy website (ualr.edu/policy) updates. The vice chancellor for finance and administration designates the policy manager in his or her office.


Source: Chancellor’s Direct Report Group, November 10, 2009
Revised: October 6, 2015
Approved By: Chancellor Joel E. Anderson, November 10, 2009
Custodian: Office of the Chancellor