POL-U1000.10 Developing, Maintaining and Cancelling University Policies

All University policies must be approved and signed by the President. Colleges or divisions may develop and maintain policies related specifically to the personnel and operations within their units. Divisions and department policies may address issues not covered by University policies but must not conflict with University policies. 

Per RCW.28B.35.120, the Board of Trustees may adopt policies for the governance of the University and for the regulation of the business of the Board. The development or revision of such policies do not require comprehensive university review and only require the approval of the Board.

The University Policy and Rules Review Group (UPRRG) is responsible for reviewing proposed policies that are newly developed, revised, or cancelled. Policy Owners must include all supporting documents, such as, standards, procedures and forms, with the policy draft for UPRRG review. In addition, policies are reviewed by the Technical Review Committee and the university community during a 30-day review period.

Director, University Policy is responsible for ensuring Policy Owners complete the required steps of the policy process as outlined in this policy and procedure, PRO-U1000.10A.

Western Washington University adopts the policy-writing style developed by Larry Peabody in the publication How to Write Policies, Procedures & Task Outlines: Sending Clear Signals in Written Directions.

Exception: Policies may be developed in another format as needed to ensure compliance with federal or state policy mandates.

Policy Owners (or designees) review existing policies under their purview for relevancy and currency and update as necessary. Enclosed Policy Review Checklist provide additional information to assist policy owners conduct comprehensive review. In addition, the Director, University Policy shall create a schedule and plan to promote the systematic review of policies.

When policy amendments are proposed, the Director of University Policy shall, in consultation with the Assistant Attorney General and Policy Owner (as needed), determine whether a proposed policy amendment is a minor change or a substantive change. Substantive changes require a full review (as described in PRO-U1000.10A). Minor revisions do not require full review and can be completed through an approval of the division Vice President and Director, University Policy (see PRO-U1000.10B). Minor revisions, include but are not limited to:

1. Additional or updated references to relevant law and regulations;
2. Spelling or grammar errors;
3. Revisions to the policy name or number;
4. Changes to attached procedures and/or forms;
5. Position/Title changes of personnel;
6. Procedural changes that marginally impact policy implementation, but do not affect policy substance or content.

Policy Owners must consult with representatives from groups affected during the development of both new and significantly revised policies (including legislative changes) and proposals for cancellation of existing policies. Legislative changes are statutory changes and/or new legislation where stakeholder input will not change the outcome.
Although a policy may remain unchanged, supporting documents such as guidelines, procedures and standards can be amended or revised as needed. At a minimum, Policy Owners (or designees) must review substantive changes to standards with the stakeholders originally listed in the approved Policy Impact Statement for their input/feedback. Policy Owners (or designees) must send all records pertaining to stakeholder feedback to the Director, University Policy to maintain a complete policy record.

The President may adopt interim policies or procedures to meet legal or operational requirements as needs arises. Interim policies will have an expiration date that provides time for full consideration in accordance with this policy.

If there is an immediate need, Policy Owners (or designees) may develop an interim guideline as substitute guidance for a current policy that is no longer valid because of changes in laws, rules or processes. This gives time for a revised or new policy to go through the full policy review process, or other formal governing document created, that will replace the invalid policy. The interim guideline may only be used for a reasonable and limited period of time, and its use discontinued as soon as a replacement policy or other formal governing document is finalized.

The Policy Owner (or designee) submits the interim guideline to the Director, University Policy for publication and monitoring.

Director, University Policy and Policy Owners (or designees) are responsible for communicating new or revised policies, interim guidelines and supporting documents to the University. The Director, University Policy is responsible for university-wide communication and Policy Owners are to communicate with stakeholders they engaged in during the policy development process.

A policy may be cancelled if has become inconsistent with legal or policy requirements; it no longer reflects the University’s practice; or it is consolidated into other policies, guidelines, or procedures.

Policy Owner (or designee) may propose the permanent cancellation of all policies that are not under consideration for revision using FRM-U1000.10C Policy Impact Statement - Canceling University Policy. Such proposals will be reviewed by the University Policy and Rules Review Group, followed by a recommendation to the President. The President (or designee) approves cancellation of all university policies.