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University Policy Office

Shelly G. Gonzalez, Policy Officer
Administration 208
Warrensburg, MO 64093
Phone: 660.543.4730
Fax: 660.543.8022
sgonzalez@ucmo.edu





Policy/Procedure Review and Approval Process
Board of Governors Policy 1.2.010
Revised and approved by the Board of Governors on August 23, 2012

This process applies to Board of Governors policies (“policy”) and/or university procedures (“procedure”) which come forward from the campus, 1) affect all university employees, 2) have university-wide implications and 3) require approval by the Board of Governors or university president, whichever is mandated by this policy, before implementation.

  1. The proposal originator (governance groups, individuals, ad hoc groups, committees, administrative teams) shall forward the draft proposal with a justification/impact statement to the provost or relevant vice president (“administrator”). The administrator may consult with appropriate university personnel in determining need for such a policy/procedure. If it is determined by the administrator that the proposal should be considered for implementation, he or she shall forward the proposal to the Strategic Leadership Team.

  1. The Strategic Leadership Team shall conduct a preliminary review and discussion of the proposal. Upon the recommendation of the Strategic Leadership Team the proposal shall be forwarded to the Policy Review Council. Members of the Strategic Leadership Team may forward comments to the chair of the Policy Review Council.

  1. The Policy Review Council shall initiate review and discussion of the proposal. Council members shall discuss the proposal with their governance groups and other constituents and bring their comments back to the Policy Review Council meeting(s). It may take multiple council meetings before the review process is complete. At the completion of the review process the policy officer shall initiate a period of open campus review. This open review period will normally last six weeks, but may be modified as special circumstances dictate. Proposals affecting faculty members or students will be reviewed during the academic year whenever possible. During the open review period, the policy officer will collect comments, questions and concerns from individuals, governance groups and other constituents. The recommended policy/procedure will be returned to the Strategic Leadership Team in legislative form for consideration.

  1. The university president considers the proposal for approval or revision. If the president determines that the proposal should be implemented as university procedure, the president’s approval is final. If the president approves the proposal as written and/or revised, and determines that it requires approval by the full Board of Governors, the president will recommend to the president of the Board of Governors that it be placed on the Board of Governors meeting agenda as a “First Reading” item.

  1. Upon the first reading, the Board of Governors may ask for specific revisions to the proposal. If so, the president may request that the Strategic Leadership Team and/or the appropriate Board of Governors committee review the revisions, before bringing the revised proposal back to the full Board of Governors. If, after the first reading, the Board of Governors does not ask for significant revisions to the draft, it may be placed on the next Board of Governors meeting agenda for “Second Reading for Final Approval”. Final approval by the Board of Governors will not occur before the second reading, unless an exception is deemed necessary and approved by a majority of the board. The second reading may not always culminate in a final approval. The board may, at any time, ask for further discussion or revisions to the proposal before approving or rejecting it.

  1. Timelines and review processes up to Board of Governors consideration may be relaxed or waived in extremely rare circumstances where the president is convinced of the necessity to act without these deliberation measures.


Approved by the Board of Governors June 21, 2000
Revised and approved by the Board of Governors on December 13, 2002
Revised and approved
by the Board of Governors on September 20, 2006
Formatting updated August 1, 2007
Revised and approved
by the Board of Governors on August 23, 2012