Policy No.    91-54    
Date:  7/8/91
Revised: 2/13/2001
Revised : 1/23/2006

1.0   INTRODUCTION

Policies from various sources provide a structure for University students, employees, and volunteers. They are intended to establish fair and consistent practices, which permit the University to fulfill its mission and accomplish its purposes in accordance with the philosophy and traditions of the issuing body.

  The University is governed by policies developed at several levels. They include federal policies, Wisconsin administrative codes and legislative requirements, Board of Regents and UW System Administration policies, and policies developed at the University.

University policies establish guidelines, which help assure that decisions and transactions are made in uniform and authorized ways. They provide a means for communicating the University's position on issues and provide the authority needed to ensure compliance. 

2.0        DEFINITION OF OFFICIAL ALL-UNIVERSITY POLICY

2.1 All-University policies are formal statements designed to guide the University toward achievement of specific objectives relating to operations, which affect the entire institution. To be considered as an All-University policy, the issue addressed must have university-wide significance. Formalizing such issues into policy is a statement of the importance the University attaches to the issue. 

2.2 Policies which relate only to the operations of units are not appropriate to be All-University policy.

  3.0   STATEMENT OF POLICY

3.1  All-University policies must comply with the definitions, scope, criteria, and guidelines specified in this document.

3.2  All-University policy becomes official when it is approved by the Chancellor. Approval must include a statement indicating that it is the Chancellor's intent that the document become policy and must bear his/her signature and the date on which the policy is to be enacted.

4.0   SCOPE OF ALL-UNIVERSITY POLICY 

4.1 Areas in which All-University policy is developed must be selected with care and moderation. All-University policies should address: 

4.1.1  Issues of major significance which influence the University's ability to fulfill its mission or accomplish its purposes. 

4.1.2  Issues where decisions are likely to have a long-term or irreversible impact on the institution. 

4.1.3  Issues or decision areas where the impact is broader than a single unit or division. 

4.1.4  Issues or areas which bear upon the University's relationships with external constituencies. 
 

4.2  Official University policy must be developed: 
 

4.2.1  To comply with a UW System, state or federal directive to develop institutional policy.

4.2.2  To extend the policy of the University beyond that expressed in policy from the UW System, state or federal levels with which the University must comply.  

5.0   CRITERIA FOR DEVELOPMENT OF ALL-UNIVERSITY POLICY 

In addition to meeting the scope requirements for All-University policy listed in Section 4, policies must:

5.1  Be designed to achieve an All-University objective. 

5.2  Contain a statement of policy and appropriate procedures.   

5.3  Go beyond a mere statement of intent to comply with a UW System policy or state or federal law.   

5.4  Reflect the values of the University.  

6.0   GUIDELINES FOR IMPLEMENTATION

6.1  Process for Development of All-University Policy 

6.1.1  All-University policy can be proposed by any faculty, staff, administrator, student or group and can be brought forward through a division administrator. 

6.1.2  All-University policy must meet the scope and criteria listed in Sections 4 and 5. 

6.1.3  A proposed All-University policy must follow the University's standardized process for review prior to approval by the Chancellor (see Appendix A).
 

6.2  Codification and Distribution 

6.2.1  Once approved by the Chancellor, new and revised All-University policies will be assigned a code number identifying them as official University policy and will be maintained in the Budget, Planning and Analysis office and on the UW-Stout website. 

6.2.2 The Budget, Planning and Analysis office will notify the campus community of new and revised policies. 

6.2.3 To assure that policies are available to persons within the University, the Budget, Planning and Analysis office will distribute new and revised policies to the editors of official employee and student handbooks. 

6.2.4 Public access to All-University policies will be assured through copies filed in the Archives unit of the University's Library Learning Center. 

6.3 Periodic Review of University Policies  

Because the University is continually changing and developing, policies must undergo continuing review and modification. While change-induced review lends itself to policy revision, All-University policies should also be reviewed periodically to assess the adequacy of existing policies to achieve their intended purpose and to identify areas where policy may be lacking. 

6.3.1 Policy review for the purpose of revising, deleting, or adding policy can be proposed by an individual or group to a division administrator.  See Appendix A for the process for revising, deleting or adding policy.

6.3.2 The Budget, Planning, and Analysis office will request review and updates by policy owners on an appropriate timeline.

7.0   RESPONSIBILITY FOR IMPLEMENTATION 

The Chancellor is responsible for implementation of this policy and for appointing the persons with responsibilities specified above and indicated on the "Policy Development Flowchart" (Appendix A).

APPENDICES:

Appendix A:  Policy Development Flowchart [PDF]
Appendix B:  Guidelines for Policy Content   
Appendix C:  Technical and Implementation Review
Appendix D:  Technical and Implementation Review Recommendations
Appendix E:  Implementation Review Checklist