Alignment Review
The regular review of administrative policies at the university and campus level to ensure consistency and alignment with relevant Board of Trustees policies. The University Policy Office is the unit responsible for organizing and conducting these reviews.
Appendix
Documents that are attached to a policy to provide examples, include forms, an approval map, outline guidelines, or address frequently asked questions (“FAQs”) with answers. Changes to appendices that do not affect the policy content are not required to follow the approval process for the development, review, or maintenance of policies included in this policy.
Campus Policies
Policies that reside specifically on an individual Indiana University campus. These policies govern only those who are affiliated with that specific campus.
Comprehensive Review Cycle
The comprehensive review of policies, by Policy Owners, every five years except when changes in laws, regulations, or best practices necessitate a shorter review period to ensure compliance. If no revisions are required, the Policy Owner must communicate that to the University Policy Office. If a Policy Owner wishes to extend the scheduled review period beyond the standard five years, the Policy Owner must complete a Scheduled Review Extension Request Form and receive approval from the PEC.
Consultation
The required engagement by Policy Owners to consult with representatives from target and affected audiences during the development phase of both new and significantly revised policies, proposals for the retirement of existing policies, and during a comprehensive review. The University Policy Office will ensure appropriate parties have been consulted.
Expedited Policies
Responsible University Offices may forego the review period and approve a policy via an expedited process when necessary. Special situations where this is likely may include a change in federal or state law, a significant and immediate financial opportunity, or a major institutional risk.
Interim Policies
The development of a policy that is necessary to address legal requirements or a significant institutional risk and there is insufficient time to complete the policy development process. The PEC may approve an interim policy to go into effect immediately. A policy plan and timeline for completing a review of the interim policy must be included in the request to the PEC. If approved, the policy owner must complete the standard policy review and approval process outlined in the submission to the PEC.
Non-Substantive Revisions
Revisions that correct a grammatical or formatting error, update the name or title of an office or person named in a policy, update the organization of the information in the policy, or make other similar minor changes to the policy.
Policy
A formal, high-level directive that provides direction for operations, administration, or programs across the University. It establishes principles, standards, or requirements that align with the University’s mission to promote operational efficiency, compliance with laws and regulations, and/or the reduction of institutional risk. Policies serve as the guiding framework for University-wide activities and decision-making.
Policy Owner
The role responsible for a policy and all connected components including its related procedures, processes, standards, instructions, and forms. The Policy Owner typically is a senior leader or delegate of the Responsible Office (defined below) and might be the Responsible University Officer (defined below). The Policy Owner may also be a person(s) who reports to the Responsible University Officer and is designated by the Responsible University Officer to serve as the Policy Owner. The PEC is responsible for determining whether a policy 1) is academic or administrative in nature; and 2) is progressing in a timely manner. Should there be a disagreement or lack of clarity about the identification and/or appropriateness of a Policy Owner for a particular policy, the PEC will resolve the dispute.
Policy Statement
A description of the goals and role of the policy that is found at the beginning of a policy.
Policy Template
Outlines the required structure and format for submitting policies for review.
Procedures
Detailed, step-by-step instructions that outline how to implement a policy. They describe the specific tasks, actions, and processes required to achieve the goals of the policy. Procedures are typically presented separately from policies and may be updated more frequently. They include information on responsible offices or individuals, timelines, and conditions under which actions should be taken. Individual campuses may also develop their own procedural documents detailing how to carry out university-wide policies at the campus level.
Responsible University Office
The role responsible for administering a policy and its related procedures, processes, instructions, and forms. The Responsible Office typically is the office, or one of the offices, that the Policy Owner leads. Under the direction of the Policy Owner, the Responsible Office drafts new policies or revisions to existing policies. The Responsible Office will be accountable for the accuracy of a policy’s subject matter and its timely review. The Responsible Office also ensures that procedures necessary to carry out the policy are current and available as hyperlinks to the appropriate departmental or another website.
Responsible University Administrator
A senior leader, typically a member of both the PEC and the President’s senior leadership team, whom the President or Board of Trustees has charged with overseeing University policies that naturally fall within their areas of responsibility. The Responsible University Officer may assign some operational responsibilities to the Policy Owner as appropriate. Depending on the scope of the policy, a policy may have more than one Responsible University Officer. The Responsible University Officer and the Policy Owner may be the same individual(s). The Responsible University Officer is accountable for the substance of University policies under their jurisdiction and oversees the Policy Owner’s performance in administering assigned policies.
Substantive Revisions
Revisions that alter the meaning, goals, intent, orcore components of a policy.
Unit-Specific Policies
Policies created by and for colleges, schools, departments, centers, and other administrative units at an Indiana University campus. These policies govern only those who are affiliated with that specific unit.
University Policies
A University Policy is a formal, high-level directive that provides direction for operations, administration, and programs across the University. It establishes principles, standards, or requirements that align with the University’s mission to promote operational efficiency, compliance with laws and regulations, and/or the reduction of institutional risk. Policies are enforceable, must be consistent with University bylaws and applicable regulations, and serve as the guiding framework for University-wide activities and decision-making.