Policy on the Development, Approval, and Maintenance of University Policies

Development, Approval, and Maintenance of University Policies

I. Purpose

The purpose of this policy is to establish a consistent and transparent framework for the development, review, approval, and maintenance of all University policies. This ensures that policies are clearly authorized, appropriately reviewed, and effectively communicated across all Schools and administrative units of SGU.

II. Scope

This policy applies to all SGU wide policies, whether academic or non-academic, initiated at the program, school, or institutional level.

• Academic Policies include those governing curriculum, assessment, student progression, and other matters related to teaching and learning.
• Non-Academic Policies include administrative, operational, compliance, human resources, and other institutional policies.

III. Definitions

• Policy: A formal written statement that governs decisions, actions, or processes across SGU or within a School or program.
• Policy Owner: The individual or office responsible for the implementation, review, and maintenance of a policy.
• Program or School Policy: A policy developed and implemented within a specific program or school that aligns with broader University policy standards.
• Institutional Policy: A policy that applies across all Schools and units of SGU.
• President’s Council: The deliberative body chaired by the President, and constituted of all Vice-Presidents and invited representatives, who may review and finalizing all policies that apply to SGU wide functions.
• Provost’s Council: The deliberative body chaired by the Provost responsible for reviewing and finalizing academic policies for University-wide adoption for recommendation to the President.

IV. Policy Statement

SGU is committed to maintaining clear, consistent, and accessible policies that uphold academic integrity, administrative accountability, and institutional governance. Policies must be:

1. Developed through appropriate consultation.
2. Reviewed for compliance with applicable laws and institutional standards.
3. Approved by the appropriate authority level; and
4. Published and maintained in official SGU or School Manuals with clear version recording.

V. Authority

Office of the President: reviewed every 3 years.

VI. Version History

(1025001)

VII. Appendix

Procedures

A. Policy Initiation

Policies may originate from any office/department, but must be sponsored and channeled through the established governance structures and given final ratification by the Office of the President:

• Curriculum or Academic Committees within Schools or Programs.
• President’s Office and affiliates (all Vice and affiliated Presidents), Provost’s Office and affiliates (all Vice and affiliated Provosts) or Deans’ offices as appropriate.
• The Faculty Senate, Student Affairs Committee of Senate; Faculty Affairs Committee of senate.

B. Development and Review Process

1. Program or School-Level Policies

• The relevant Curriculum Committee or other governance body drafts or recommends a policy.
• The draft is reviewed by the Dean for alignment with University policy and strategic priorities.
• If the policy falls within existing University policy parameters, it may be approved and implemented directly by the Dean.
• The Dean ensures the policy is communicated (e-mail notice) to all affected faculty, staff, and students, and is included in the appropriate Student Manual.

2. University-Wide Academic Policies

• Policies requiring institution-wide application are submitted by the Dean or Curriculum Committee to the Provost’s Office.
• The Provost’s Council reviews, finalizes, and agrees upon the policy and makes a recommendation to the Office of the President.
• Once ratified by the President's Office, the Provost's Office will ensure that the appropriate Manuals are updated after consultation with legal counsel and compliance office or any other appropriate administrative offices.

3. Non-Academic Policies

• Non-academic or administrative policies may be submitted directly to the President’s Office.
• The President's Office reviews, finalizes, and ratifies the Policy.
• Once ratified by the President’s Office, the President’s Office will ensure that the appropriate Manuals are updated after consultation with legal counsel and compliance office or any other appropriate administrative offices.

C. Publication and Record Keeping

• All approved policies must be published in the appropriate Manual (e.g., Faculty Handbook, Student Manual).
• Each policy must include the effective date, version number, and approval authority.
• The Office of the Provost (for academic policies) and the Office of the President (for non-academic policies) maintain an archive of superseded versions to ensure institutional continuity and transparency.

D. Review Cycle

• All University and School policies must be reviewed at least once every three (3) years to ensure continued relevance, compliance, and effectiveness.
• The Policy Owner is responsible for initiating the review, coordinating with relevant governance bodies, and submitting revisions for re-approval as required.

E. Responsibilities

F. Policy Numbering

Policies should be numbered with the date they were finalized by month and year and a unique 3-digit identifier (MMYYXXX). Upon review of a policy the original policy number should be placed at the end of the Policy under Version History and a new number affixed according to the stated rules.  A history version should be retained within the document.