The University of Colorado at Boulder ("UCB") develops and adopts many different types of guidelines, statements, directives, procedures and policies. The purpose of this policy is: (1) to clearly distinguish between two types of documents (UCB Policies and Unit policies, procedures, directives, guidelines, and statements, as defined below), and (2) to establish a uniform and consistent practice to be followed by UCB in developing and adopting these documents.
- UCB Policies: Governance documents, and any changes thereto, formally adopted by UCB that:
- may apply to all persons and/or entities comprising UCB;
- set forth the UCB's official position on an issue; or
- mandate or constrain persons and/or entities to ensure compliance, enhance the UCB's mission, or reduce institutional risk.
- Unit policies, procedures, directives, guidelines, and statements: Administrative documents, and any changes thereto, that apply to one or more specific UCB departments, divisions, schools, colleges, institutes or programs, and which do not typically have campus-wide application.
- System Policies: Laws of the Regents, Regent Policies, resolutions adopted by the Board of Regents, Administrative Policy Statements, and other policies adopted by the Board of Regents or System Administration.
III. UCB Policies
- Proposing a UCB Policy. Individual students, staff and faculty members can submit to their supervisor, appropriate administrator or representative body (e.g. Boulder Faculty Assembly, Staff Council, and University of Colorado Student Union) subjects they believe should be addressed by a UCB Policy.
- UCB Policy Form. UCB Policies must conform to the template described in Attachment A. Consultation with the Office of the Chancellor or University Counsel is advised for general troubleshooting and to ensure policy developers obtain the most current template.
- Policy Adoption. A UCB Policy shall not be adopted or considered effective unless or until it has been reviewed and approved in accordance with the following procedure:
- The originator shall submit a hard and electronic copy of the proposed UCB Policy to their area Vice Chancellor for approval and review with an accompanying cover letter or memo;
- The Vice Chancellor will consult with his/her appropriate constituencies, and upon approval, the Vice Chancellor shall submit the proposed UCB policy for review by the Vice Chancellors. The Vice Chancellors shall review the draft and make a recommendation to approve, deny or approve with revisions;
- Office of the University Counsel shall complete a legal review of the proposed policy;
- The Chancellor's Executive Committee shall review and approve the proposed UCB Policy; and
- The Chancellor shall date and sign the proposed UCB Policy.
After approval by the Chancellor, the Chancellor's Office will retain the original signed UCB Policy and will inform the author of the approval.
- Interim UCB Policy. In extreme circumstances, the Chancellor, or his designee, in consultation with members of the Cabinet, under conditions where time constraints do not allow for the normal review process described above in Section III (C), may implement an interim UCB Policy. Interim UCB Policies may remain in force for up to six months from the adoption date but shall expire and cease to be effective if not reviewed and approved prior to that time.
- Posting UCB Policies on Website. After a UCB Policy has been adopted and signed by the Chancellor, a link to the policy will be posted on http://www.colorado.edu/policies, ("Official Policy Website"). Printed versions of UCB Policies may be included in handbooks, announcements, and other publications, but must include a disclaimer that the Official Policy Website should be consulted for the latest version.
IV. Unit policies, procedures, directives, guidelines, and statements
- Discretion to Adopt: Individual UCB departments, divisions, schools, institutes and colleges may generally develop, approve, and adopt Unit policies, procedures, directives, guidelines, and statements without prior review by the Chancellor's Executive Committee or the Chancellor's signature, so long as the appropriate administrator has reviewed and approved the document (though nothing in this Policy is intended to limit the Chancellor's Executive Committee or Chancellor discretion in developing and adopting department documents). However, it is strongly recommended that review by the Office of the University Counsel be obtained.
- Request for Review: If a unit director believes that a proposed departmental policy, procedure, directive, guideline or statement, in whole or in part, has the potential to affect the overall reputation or mission of UCB, s/he should request review of the document by the area Vice Chancellor prior to adoption. If the Vice Chancellor believes the policy should be a UCB Policy, s/he may propose it as such in accordance with Section III (C) above.
- Form. Departmental Policies, Procedures Directives, Guidelines and Statements should start with a heading that includes the date the document was adopted or last revised and the name and title of the person under whose authority the document is issued.
- Legal Validity: In the event of a conflict in whole or in part between a federal or Colorado law or System or UCB Policy and a Unit document, the higher legal authority shall supersede the Unit document.
V. Effective Date and Periodic Review
This Policy shall take effect as of November 1, 2009 and shall be periodically reviewed and updated by the Vice Chancellors, or their designee, every two years thereafter.
VI. Additional Resources
Distribution: Deans, Directors, Department Heads
Reviewed by: Vice Chancellors, 9/2/09; Chancellor's Executive Committee, 10/21/09