Prior Approval by Shared Governance
If the policy has been approved by a recognized shared governance group, such as Faculty Senate, University Council, or a special interest committee recognized by the institution, the policy is not required to be posted to the Library for 30 days. The Policy Owner (or designee) should use the Submission Form to submit the policy into the Library for recognition as a university policy.
Approval Through Policy Library Posting
If the policy has not been approved by a recognized shared governance group, the policy must be posted to the Library for 30 days for review and comment, unless a waiver is requested and approved (see section C.).
To submit a policy for 30-day review and comment, the Policy Owner (or designee) should use the Submission Form. The Policy Librarian will ensure that all of the required information is completed and then post the policy for review and comment. The Policy Librarian will coordinate with Institutional Communications to inform the campus community of the policy that is posted. The Policy Librarian will collect comments on the policy. Once 30 days have expired, the Policy Librarian will share the comments with the Policy Owner to consider additional changes based on the comments submitted. Upon completion, the Policy Librarian will secure approval from the appropriate authority and publish the policy into the Library for recognition as a university policy.
Waiver and Temporary Policies
A waiver for a policy is the omission of the 30-day review and comment period. A temporary policy is a new or revised policy that is in effect during the 30-day review and comment period.
The Policy Owner (or designee) may submit a waiver or temporary policy under one of the following circumstances:
- Changes are editorial, purely housekeeping or stylistic in nature.
- State or federal law or regulation requires an immediate change in the policy.
- Essential business operations require an immediate change in the policy.
- Other unusual or unforeseen circumstance.
Review
Policies should be reviewed every five (5) years after the date of approval. The Policy Librarian will assist the Policy Owner in identifying policies that need updating due to organizational changes.