LR 216.1 – Policy on Policy Management

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University of Arkansas at Little Rock
Policy Name: Policy on Policy Management
Policy Number: LR 216.1
Original Effective Date: May 4, 2018
Most Recent Revised Date: September 9, 2025

Purpose

The purpose of this policy is to describe the essential elements of university policies, as that term is defined below; to define the manner in which university policies are developed, maintained, and published; and to promote the regular review of university policies. This policy will be reviewed regularly to ensure that it remains current and fulfills its intended purpose.

Delegation of Policy-Making Authority

UA Little Rock is governed by the University of Arkansas Board of Trustees. Through the President of the University of Arkansas System, the Board of Trustees has generally delegated authority over executive, administrative, and academic matters to the chancellors of the University of Arkansas campuses. This delegation includes policy-making authority, unless otherwise reserved to the Board or the President. Policies adopted by UA Little Rock are not intended to replace Board policies or applicable laws, but to provide campus-specific directives and guidance to UA Little Rock administrators, faculty, and staff.

Such university policies are frequently adopted in response to changes in Board policies or in federal and state laws and regulations. University policies may also be adopted in response to changing needs and circumstances specific to UA Little Rock. All university policies should include and improve controls, enhance understanding of what to do in a specific situation, reduce risk, increase efficiency and effectiveness, and elaborate on compliance matters that are not covered under Board policy.

Definition of Terms

1. University Policy: A policy adopted and approved consistent with the requirements of this policy that has broad applicability beyond the internal operating procedures of a single office, department, or division of UA Little Rock.
   1. Academic Policies: Academic policies are non-administrative policies in the purview of the Faculty Senate, subject to the approval of the Chancellor, and reviewed pursuant to the UA Little Rock Constitution. Academic policies are posted in the Policy Library and are compiled or referenced in the faculty handbook, the student handbook, and the graduate, undergraduate, and law catalogs.
   2. Administrative Policies: Administrative policies are non-academic policies that are primarily directed to the operation of the university, providing an orderly environment for faculty and staff as they work to accomplish the university’s purposes. Administrative policies also provide a framework for university students and off-campus persons and groups interact with the university. Administrative policies can be initiated by any Vice Chancellor or other senior administrator who reports directly to the Chancellor. Administrative policies are subject to the approval of the Chancellor. The UA Little Rock Faculty Senate, Staff Senate, and Student Government Association may, through their own established processes, propose and recommend administrative policies to the Chancellor. Administrative policies are posted in the Policy Library and are compiled or referenced in the faculty handbook, the student handbook, and the graduate, undergraduate, and law catalogs.
2. Originator: The originator of policy is the university office, department, body, or official that generates a new policy (or has created an existing policy), using the policy template.
3. Custodian: The custodian is typically the office, administrative unit, or official at the university that is most directly responsible for implementing and administering a particular university policy. The custodian is the primary contact for questions concerning implementation and administration.
4. Policy Management Board: The Policy Management Board is an advisory board with members designated by the Chancellor that is responsible for recommendations on the creation, revision, and decommission of university policies. The Policy Management Board serves as a resource for policy originators and custodians. It can aid in policy development or proposals to change policies, and it reviews policies before submission to the Chancellor. The Policy Management Board maintains and revises the template for university policies.
   1. The Board will be composed of the following members: at least one member appointed by each vice chancellor to represent their divisions, one representative from University Legal Counsel, one representative from Faculty Senate, and one representative from Staff Senate.
   2. The Policy Management Board will elect a chair from within its membership.
   3. The Policy Management Board will provide feedback on all new policy proposals and will ensure regular review of active policies, using procedures it determines for this purpose.
   4. The Board will create a procedure by which any stakeholder of an active university policy may request review of that policy.
   5. The Board is authorized to consult with any expert, stakeholder and/or impacted office/unit on any new or existing policies. The Board is encouraged to solicit student feedback when appropriate.
   6. The Board will conduct an impact analysis of any proposed and existing policy under review. This impact analysis may include an equity analysis.
5. Policy Template: The template created and maintained by the Policy Management Board to ensure clarity and a consistent format across university policies. All university policies must be written using the current policy template before consideration by the Chancellor.
6. Policy Coordinator: A staff member appointed by the Chancellor to maintain a searchable, electronic Policy Library, in coordination with appropriate offices and individuals. The Policy Coordinator notifies relevant parties, including the originator and custodian, when a university policy has been approved and assigned a number. The Policy Coordinator also notifies relevant parties when the status of an active policy changes (e.g., when it is decommissioned). The Policy Coordinator is responsible for archiving all policy revisions and associated documents.
7. Policy Library: An indexed and searchable repository of all university policies, maintained electronically in a public facing webpage. A university policy in the Policy Library supersedes and preempts a campus-wide policy on the same subject that is not included in the Policy Library, subject to applicable Board of Trustees and University of Arkansas System policies and procedures.

Development and Management of University Policies

Required Information

University policies will contain the information in the policy template below. In some cases, information provided in the template may not apply to a given policy. Information with an asterisk (*) is required for all university policies.

*Required	*Required if Relevant
*Policy Name	*Original Effective Date (date policy was first approved; for policies with an unknown date of first approval, the Original Effective Date will be the date of the earliest documented revision)
*Purpose of Policy (summary)	Related university policies
*Policy Statement (full description)	Related external policies, statutes, or resources
*Most Recent Revised Date (date the current policy revision was approved)	Definitions, if policy contains defined terms
*Status (e.g., active or decommissioned)	History of revisions (list of Revised Dates in chronological order)
*Custodian	Financial impact of policy
*Originator	Decommissioned Date (date the policy decommission was approved)

Policy Number and Status

Once a university policy is approved by the Chancellor, it will be assigned a number using protocols established by the Policy Management Board. University policies will begin with “LR” followed by the assigned policy number. As provided in the Policy Template, all university policies will have a status. “Active” status means the policy is currently in effect. “Decommissioned” means the policy is no longer in effect. “Active – Under Review” means the policy is currently being reviewed, whether through routine review or by request.

Approval of University Policies

Policy proposals must contain all information required by the policy template and any additional information relevant to the proposal, including potential financial impact. The Policy Management Board serves as a resource for policy originators and custodians by providing feedback on new policy proposals if requested. The Policy Management Board reviews proposals and advises the Chancellor on the policy approval process.

The originator or custodian is responsible for alerting appropriate stakeholders of any current policy that will be affected by a policy in development. The Policy Management Board can assist in this notification process.

Before final approval by the Chancellor of any proposed university policy, a custodian will be recommended for the policy by the Policy Management Board. The custodian will be responsible for implementing and administering the policy, consistent with the definition of that term above.

When a policy is approved by the Chancellor, its status will be “Active.” The Policy Coordinator will then add the policy to the Policy Library; notify the custodian, originator, and the Policy Management Board; notify the Chancellor’s Office; and alert other members of the campus community who may be directly affected by the policy, as appropriate.

Maintenance and Publication of University Policies

The Policy Coordinator will maintain an original and revision history of all university policies with associated documents, including approval cover sheets. The Policy Coordinator will work with appropriate administrative units and individuals to publish and maintain an accessible Policy Library, which shall include appropriate links to policies and procedures of the Board of Trustees and the University of Arkansas System.        

Decommission of University Policies

Any originator of a policy, custodian of a policy, stakeholder, appropriate vice chancellor, or another administrator who reports directly to the chancellor, may propose that a policy be decommissioned. If determined appropriate by the Chancellor, then the custodian, originator, administrative unit, or stakeholders may be consulted before decommission. The Policy Management Board or other administrative unit designated by the Chancellor will oversee this process. Once approved by the Chancellor, the decommissioned policy will be removed from the Policy Library. A copy will be retained by the Policy Coordinator for archival purposes with a status of “Decommissioned” and the date of decommission.

Review of University Policies

The Policy Management Board shall set a schedule for a systematic, routine review of UA Little Rock policies. They will work in conjunction with the custodian (and, as relevant, with the originator) to assure that each policy is reviewed to make sure that it remains useful as well as consistent with applicable federal and state laws and regulations, UA System policies and bylaws, university policies, including Faculty Senate legislation. If it is determined that changes to a university policy are necessary or prudent as a part of the routine review or at any other time, the custodian or originator may propose a policy change consistent with this policy. Any stakeholder of a policy may request the review of a specific policy by following the procedures determined and disseminated by the Policy Management Board.

Annual Report on Policy Management to Chancellor

A member of the Policy Management Board will report to the Chancellor’s Office with a written summary of the policies created, revised, and decommissioned, as well other relevant activities of the Policy Management Board. This report shall be submitted once per academic year in a form approved by the Chancellor, and maintained by the Policy Coordinator.

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Revised Dates: 09/2025; 05/2018
Status: Active
Originator: Office of the Chancellor
Custodian: Policy Management Board