I:01:01 Policy Review Process

I. RESPONSIBILITY

The Provost and each Vice President are responsible for ensuring that policies falling within their area of responsibility are accurate and kept current.  The Office of the University Counsel is responsible for maintaining the signed hardcopy of policies and the institutional policy website. Policies will be approved by the President of the University before implementation and posting on the website.

II. INITIATING OFFICE

Budgetary heads and university committees (“initiator”) can initiate proposals for new policies or changes in existing policies through the Provost or the appropriate Vice President.   The initiator should include explanation(s) of the policy revision or need for a new policy.  Questions regarding the substance of the policies should be directed to the initiator of the policy.

III. REVIEW

It is the responsibility of the Provost or appropriate Vice President to make certain that the proposed new policy or changes in existing policies are in compliance with Tennessee Board of Regents policies and guidelines,  existing MTSU policies and any applicable statutes. All proposals for new policies or changes to existing policies should be submitted by the Provost or appropriate Vice President to the Office of the University Counsel for initial review and proposed revision.

The draft of the proposed new policy or changes to existing policy will then be provided to the  Provost and Vice Presidents who may share the draft with other appropriate staff for review and comments. As deemed appropriate, the Provost will solicit input from  faculty on policies related to academic affairs by providing copies to the Faculty Senate or appropriate university committees for review. As deemed appropriate, the Vice President for Student Affairs will solicit input from the Student Government Association on policies related to student affairs. These comments will be considered in drafting the  policy or in making changes to existing policies.

After approval by the Provost and Vice Presidents,  the  draft version  will be provided to the Office of the University Counsel which will then present the proposed draft to the campus for a 30-day comment period.  Comments submitted will be considered and additional revisions made as deemed appropriate. If additional revisions are made, the Provost and Vice Presidents will again review and approve the draft. New policies or changes to existing policies may be implemented prior to the conclusion of this comment period where quick implementation is necessary.  Comments submitted by the campus community will still be considered and, where needed, further revisions will be made.  The hardcopy final version of the policy will  be forwarded to the President for approval and signature.  Once approved by the President, the policy will be posted on the University policy webpage.

IV. STANDARD FORMAT

In order to provide for the standardization and clarity of policies, all  drafts submitted for inclusion should conform to the following criteria:

A. Organization: Policies will be categorized into five major areas:

1. General University Policy

2. Academic Affairs

3. Student Affairs

4. Finance and Administration

5. Development and University Relations

B. Numbering System: Policies will be identified by a multi-digit number. The first digit (or digits) will be Roman numerals and will designate the major University administrative office having ultimate responsibility for the policy. These designations are as follows:

I:00:00    General University Policy
II:00:00   Academic Affairs
III:00:00  Student Affairs
IV:00:00  Finance and Administration
V:00:00  Development and University Relations

C. First Page Format: The first page of the hardcopy of the  policy will provide information pertaining to the policy identification number, effective date of the policy, number of the policy superseded (if it is a new policy,  “none” will be included in this space), date of the superseded policy,  title of the policy, and the President’s signature of approval. 

D.  Subsequent Pages:   Subsequent pages of the hardcopy of the policy will be consecutively numbered in the upper right hand margin of each page.

V. PUBLICATION

When a policy becomes final upon signature of the President (or at a later-designated date), a notice will be provided to the campus community and the policy posted to the University policy webpage. 

VI. EXCEPTIONS

A. Exceptions to this process may be made at the direction and discretion of the President.

B. As stated in Section III, new policies or changes to existing policies may be implemented prior to the conclusion of the 30-day campus comment period where quick implementation is necessary.  Comments submitted by the campus community will still be considered and, where needed, further revisions will be made to the policy. 

C. Non-substantive, editorial revisions such as correcting typographical errors, formatting changes or updating position titles, will only require notice to the Vice Presidents and Provost, and will not require a comment period or the President’s review and signature.

 

Revisions: December 5, 1995; December 17, 1998; December 4, 2014.