Policy FAQ
Editing Existing Policy
Q: How do I get a copy of the policy that I need to edit?
A: Please visit the page of the policy you need, highlight the text, copy, and paste it into a new Word document. Additional directions can be found at How to Edit/Revise an Existing Policy.
Q: How do I implement the proper policy formatting during revision, including the strikethrough for text to be deleted and the underlined proposed additions?
A: The Microsoft Word feature Track Changes will manage the formatting for all of these changes, in addition to other changes through the revision process. Additional directions can be found at How to Edit/Revise an Existing Policy.
Creating New Policy
Q: How do I get a template to start a new policy?
A: You can obtain the New Policy Template online. Additional directions can be found at How to Create a New Policy.
Q: How should I choose the policy number for a new policy?
A: Ideally, policy numbers should be clustered together with like policies. First, determine which general section the policy will best fit in and then determine that the proposed number isn't already currently taken. Finally, reference the Repealed Policy list to see if the proposed number has been used in the past, and if it hasn't, use that number. If you'd like help during any of these steps, please submit a contact form.
Referencing Other Sources
Q: How should I reference other SUU policies in a policy?
A: For details on this, please read through the Style Guide section on references.
Q: Should I include the URL for any references listed in Section II?
A: If the reference is an SUU or USHE policy, there is no need to include the URL in the policy. For all other references (including Utah Code), please include the URL where it can be accessed.
Policy Approval Process
Q: I need my policy to be implemented immediately. Is that possible?
A: Per Policy 0.0, the President has the authority to approve temporary authorization of new or amended policies for 120 days. During that 120 days, the policy must go through the regular approval process in order to be fully authorized. Work closely with the Vice President associated with the policy to determine a need for temporary, immediate approval.
Q: How long does it take for a new policy or policy revision to be approved?
A: Plan on several months at the minimum. Academic policies may take longer in the approval process due to additional reviews compared to non-academic policies. The fastest a policy could take would be approximately three months: one month for the President's Council first read, one month for a 21-day campus review and the President's Council second read, and at least a third month for it to be reviewed/approved at the Board of Trustees (depending on their meeting schedule). For academic policies, plan on an additional 2-3 months, at the minimum, to receive review from the Deans’ Council and Faculty Senate.
Q: Where in the approval process is the policy revision I submitted?
A: You can follow the policy’s approval steps with the Policy Progress Tracker, in addition to watching for the policy on meeting agendas for the President’s Council and the Board of Trustees. If the policy is not listed in any of those places, contact the associated Vice President about the review/approval status.
Other Questions
Q: Why was my policy edited after I submitted it?
A: Policies may be edited by University administration to use consistent language, follow the Policy Style Guide, fit into the standardized template hierarchy, comply with legal requirements, or other reasons. This editing process is never intended to change the content and/or meaning of the policy. If this editing has changed the policy substantially, contact the Vice President over your area with these concerns.