PRO-U1000.10A Developing And Maintaining University Policies And Standards

Action By:

Policy Owner

  1. Completes the Policy Impact Statement New or Major Revisions e-sign form and sends to their Division Policy Coordinator.

Division Policy Coordinator

  1. Approves or disapproves the Policy Impact Statement (PIS) form. If approved, sends PIS form to Vice President of their division. If not approved, remands to Policy Owner with suggestions for resubmission.

Vice President

  1. Approves or disapproves Policy Impact Statement form. If approved, sends to Direcctor, University Policy, Rules and Public Records (UPRPR). If not approved, remands to Policy Owner.

Director, University Policy, Rules and Public Records (UPRPR)

  1. Records submission and forwards Policy Impact Statement to Division Policy Coordinators for their input.

Policy Coordinators

  1. Review Policy Impact Statement form and include comments for areas within the purview under them on the e-sign form.

Director, UPRPR

  1. Forwards Policy Impact Statement form with comments to University Policy and Rules Review Group (UPRRG) and informs Vice Presidents whose divisions may be impacted as necessary.

Policy Owner

  1. Presents Policy Impact Statement form at meeting of UPRRG for review and recommendation.

UPRRG

  1. Considers Policy Impact Statement for fiscal and equity impacts, operational efficiencies, and appropriate stakeholder engagement in policy development.
  2. Approves/disapproves Policy Impact Statement form or remands to the Policy Owner with comments for further consideration and potential resubmission.

Director, UPRPR

  1. Notes Policy Impact Statement approval and other UPRRG comments in Policy Development and Evaluation Form, assigns policy number and locks form.

Policy Owner

  1. Develops first draft of policy and any supporting standards, solicits input from appropriate stakeholders and subject matter experts.
  2. Submits policy draft to the Director, UPRPR for consideration of Technical Review Committee (TRC) and notifies Director, UPRPR of subject matter experts(s) that may be necessary to assist in TRC review.

Director, UPRPR

  1. Coordinates  and chairs TRC meeting for review of policy draft.

Technical Review Committee

  1. Reviews draft for legal compliance and format, operational efficiencies, institutional risks, and other regulatory requirements and recommends amendments to policy draft. 

Director, UPRPR

  1. Records comments in Policy Development and Evaluation Form.
  2. Posts draft policy for a 30-day review and comment period to university policy web site and Western Today, and provides email notice of posting to University Policy and Rules Review Group and leaders of student, faculty, and staff shared governance groups and employee unions.
  3. Following 30-day review, records all comments received on policy development and evaluation form, and submits to Policy Owner for review and development of final policy draft.

Policy Owner

  1. Considers comments received, develops final drafts, completes 30-day summary form and submits to the Director, UPRPR. 

Director, UPRPR

  1. Receives final draft of policy and submits it and updated Policy Development and Evaluation Form to UPRRG.

UPRRG

  1. Considers final drafts and comments in Policy Development and Evaluation Form.
  2. Recommends approval to the President or remands to the Policy Owner for further consideration.

President

  1. Considers recommendation and reviews policy draft and Policy Development and Evaluation Form.
    1. If approved, signs and submits policy and signature sheet to Director, UPRPR for publicantion.
    2. If not approved, remands to Policy Owner for revision, with notice to Director, UPRPR
  2. If policy requires approval of the Board of Trustees, submits policy to the next regular Board meeting, notifies Director,UPRPR when policy is approved. 
          

Director, UPRPR

  1. Notifies Policy Owner of approval.
  2. Sends university wide communications, which includes posting policy on the University Policy website and Western Today  and notifies President’s Cabinet and leaders of campus shared governance groups.

Policy Owner

  1. Notifies employees and departments directly affected of the policy in a timely manner. 

Procedure Information

Approved By:

President Sabah Randhawa

Effective Date:

May 10, 2022

Revised Date:

July 28, 2025

Authority:

Related Forms

No forms apply to this procedure.

Procedure Contact

President's Office

Email: president@wwu.edu

Phone: (360) 650-3480

President's website