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Academic Affairs / Provost

Administration 203
Warrensburg, MO 64093
Phone: 660-543-4116



Establishing and Maintaining Academic Policy

Academic Policies and Procedures

 

Establishing and Maintaining Academic Policy

Date of Current Revision:  February 2016     

Primary Responsible Officer: Provost or designee

 

Establishing and Maintaining Academic Policy

 

I. Purpose

 

The Academic Policy and Procedure is a collection of organizational structure, operational policy for academics, procedure, guidelines, and resources. The purpose of this policy is to describe processes for new proposals and maintenance for the UCM Academic Policy and Procedure. Principles of good policy followed at UCM include being in compliance with legal requirements; being regularly reviewed, updated and maintained; being accessible to faculty and staff; and being concisely written in plain language.

 

II. Scope

 

Establishing and Maintaining Academic Policy and Procedures guide the development, approval, and maintenance of academic policies and procedures located in the Academic Policy and Procedure. This policy applies to all faculty members, staff, and students seeking to establish and maintain academic policies and procedures.

 

III. Definitions

 

Academic Policies and Procedures are defined as those policies which impact academic programs and services to students and facilitate the academic and professional life of the faculty. Academic Affairs policies which come forward from the campus, 1) affect faculty and staff, 2) have academic implications and 3) require approval by the Provost or the Provost’s Delegate before implementation. These policies are located in the Academic Policy and Procedure. This policy does not apply to content in the Academic Policy and Procedure that is not academic affairs policy but included in the guide as a resource (e.g. organizational structure, institutional policies, university services or external relations).

 

Policy Coordinator.  The Policy Coordinator is a member of the Academic Affairs Office and is responsible for overseeing the procedures for approved policies as outlined below.

 

Policy Webmaster.  The Policy Webmaster is the assistant to the vice provost ap&s. This individual is responsible for electronic position or electronic removal of policies from the online Academic Policy and Procedure as directed by the Policy Coordinator.

 

IV. Procedures

 

New Proposals – See Figure 1.Routing

 

•Initial Proposal - The proposal originator (governance groups, individuals, ad hoc groups, committees, administrative teams, legal counsel) will forward the policy/procedure proposal with a justification to the relevant administrator. The administrator may consult with appropriate university personnel in determining the need for such a policy/procedure. If it is determined by the administrator that the proposed policy/procedure should be considered for implementation, he/she will forward the proposal to the vice provost for academic programs & services (vice provost ap&s).

 

Figure 1. Routing:

 

https://www.ucmo.edu/academicpolicy/academic/images/clip_image002.png

 

•Review and Recommendations - The vice provost ap&s will review the proposal. If endorsed, the vice provost ap&s will forward the proposal to an appropriate Faculty Senate committee (FSC) or the Provost Council (PC).

The FSC or PC will review the proposal. Members will discuss the proposal with their governance groups and other constituents and bring their comments back to the meeting(s). It may take multiple meetings before the review process is complete. FSC policy recommendations may include a full Faculty Senate review.

 

When requested by FSC or PC, the academic policy coordinator will distribute the proposal to the appropriate campus stake holders for review.  The review period is typically 30 days, but may be extended by request (e.g. FSPPC does not meet in the summer). Proposals affecting faculty members or students will be reviewed during the academic year whenever possible. During the open review period, the academic policy coordinator will collect comments, questions, and concerns from individuals, governance groups, and other constituents.

Final proposals will follow the UCM policy template, be documented in the meeting minutes, and emailed to the provost with the academic policy coordinator electronically carbon copied. 

 

•Approval - The provost will review the proposal. Legal counsel may be consulted. The provost’s approval is final. At this time, the assistant to the vice provost ap&s will process the approved proposal. The processing includes documenting the policy in the administrative drive for historical reference, adding the approved policy to the publically available, online Academic Policy and Procedure, and deleting old versions when needed.  

 

If the provost determines that the proposal requires approval by the president, the provost will recommend review to the president.

 

Timelines and review process up to the provost’s consideration may be relaxed or waived in circumstances where the provost is convinced of the necessity to act without these deliberation measures. The effective date is the date the policy is approved.

 

•New policies are communicated by the academic policy coordinator to the campus upon approval via electronic communication. In addition, the campus is supplied with a summary of all new policies, revisions and deletions at the end of every semester.  The policy is accessible online through the UCM Academic Policy and Procedure webpage. Departments should link Academic Policy and Procedure references directly to this site.

 

Editorial or Technical Updates

 

Since the Academic Policy and Procedure is a collection of organizational structure, policy, procedure, guidelines, and resources; editorial or technical updates may be needed to reflect an organizational change, clarification or minor procedural changes.  These changes may occur between review cycles and may be made without going through the review or final approval process.  When an editorial or technical update is made to a policy document, the revision date and who made the change is added to the approval date section.  Non-policy content in the Academic Policy and Procedure may be modified with approval of the vice provost ap&s.  Editorial updates are historically archived, posted to the web, and the old versions deleted from the web by the assistant to the vice provost ap&s.

 

Regularly Scheduled Policy and Procedure Review

 

1. Policies are reviewed using a three year review schedule which is maintained by the assistant to the vice provost ap&s.

 

2. Responsible parties are notified by the assistant to the vice provost ap&s of the target date for completion of the review and are provided a review checklist (Appendix A).

 

3. Each policy section will be assigned one of the following actions by the reviewer:

 

Action

Description

1. No changes required

 

The reviewer will note none required.

 

The assistant to the vice provost ap&s will add a comment in the footnote indicating the policy has been reviewed and process as described in V.3. 

2. Minor revisions required

The reviewer will note changes using track changes.

 

The assistant to the vice provost ap&s will process as described in V.3.  

 

 

3. Major revisions are required

 

 

The reviewer will determine a target date for submission of the draft for review.

 

The assistant to the vice provost ap&s will indicate the target date on the review schedule.   

 

4. Delete from manual

Deletions require a justification and resources for current procedures if applicable.

 

The assistant to the vice provost ap&s will add a comment in the footnote indicating the policy has been deleted and process as described in V.3. 

 

 

V. Formatting and Further Information

 

The UCM standard policy format is Associated Press format. Associated Press format per policy section denoted by capital letter. Each section has its own page and will require review in its entirety. A policy template (Appendix B) is provided with this policy.

Policy Writing References:

 

The Elements of Plain Language, J. Kimble

AP Stylebook - Purdue OWL style guidelines, abbreviations, tips on writing, & journalistic writing style.

Writing Revisable Manuals, A Guidebook for Business and Government

 

 Appendix A. Policy Review Checklist

 

Academic Policy and Procedure Review Checklist

 

POLICY/PROCEDURE NUMBER AND TITLE

 

REVIEWER AND DATE OF REVIEW

 

#

Item

Yes

No

N/A

1

Objectives, implementation, and compliance are being achieved.

 

 

 

2

Compliant with internal and external legislation

(Chapter 172, 173, and 174 State Colleges and Universities, Revised Statutes of Missouri and University statutes and regulations).

 

 

 

3

Appropriate university delegations, authorities, and responsibilities.

 

 

 

4

Consistent with the University of Central Missouri Policy Framework, (BOG Policy 1.2.010, UCM policies and procedures and Academic Policy and Procedure) and compliant with the Board of Governors resolutions.

 

 

 

5

Consistent with UCM plans and industrial agreements.

 

 

 

6

Hyperlinks are correct and functional.

 

 

 

7

Titles and names (of individuals, groups/committees, related documents, legislation, forms, etc.) are accurate.

 

 

 

Describe actions to be taken as a result of the review process:

 

 

 

Modified with permission from The University of Melbourne (2013). Policy and Procedure Review Checklist. Version 1.  Retrieved from http://www.policy.unimelb.edu.au/contacts-resources/resources.html

 

Appendix B. Policy Template

 

UCM Academic Policy and Procedure 
Section Number and Section Title
Policy Letter and Policy Title
Approved by the Provost on XXXX (date)

 

I. Purpose/Policy Statement

II. Scope

III. Definitions

IV. Procedures

 

Sample Revision History:

Approved by the Provost on September 2015.
Edited to reflect (fill in the blank) on September 2014.
Revised and approved by the Provost on February 2012.
Formatting updated August 2013.

 

 

Revision History:

Approved by the Provost on February 9, 2016.

Previously annotated as II.J Establishing and Maintaining Academic Policy and Procedures. Renamed Establishing and Maintaining Academic Policy and Procedures for alphabetical listing, grammar and spell check, and transitioned into policy library April 2017