Overview
Description of the process for creating, submitting, and reviewing new Administrative Policies or policy revisions.
Roles and Responsibilities
- Records and Information Management (RIM) – Executive Vice Chancellor and Provost Office (EVCPO)
- Responsible Executive: The name and title of the senior official sponsoring the policy, often a vice chancellor or an associate vice chancellor.
- Responsible Office: The office charged with administering the policy and accountable for the policy’s accuracy, interpretation, and updating.
- Policy Owner: Subject matter expert who serves as the content owner and primary resource to the community for questions about the policy.
Process
Step1
Policy Development
The Policy Owner:
- completes a Policy Action Form (PAF) and policy template
- drafts proposed policy according to the template and consults with appropriate key stakeholders
- circulates PAF for signature
- works directly with unit coordinator and EVCPO toward completion.
Step2
Policy Initiation
Policy Owner submits:
- draft PAF that outlines the proposed purpose and changes
- first draft of the policy or revision
- redline (if a policy revision) to the EVCP Records and Information Management (RIM) team
Step3
First RIM Review
The RIM team:
- evaluates the draft PAF and conducts a preliminary review of the draft policy. The review ensures the policy follows UCSF guidelines and excludes procedural content.
- assists the Policy Owner in determining the offices and stakeholders that should be informed, including, but not limited to UC Legal, Labor and Employee Relations, and Academic Senate.
- provides feedback to the Policy Owner, who must address the comments and submit a revised draft, if necessary, and discusses next steps.
Step4
Approval of PAF
- Policy Owner circulates finalized Policy Action Form for electronic signature with a clean copy and redline version (if revision) of the policy.
- The RIM team is the final signatory on the form.
Step5
Notice of Proposed Change and Circulation for Comment
The RIM team:
- sends a 45-day call for comment to the community with opportunity to provide comments via a survey.
- provides access to comments to the Policy Owner throughout the comment period.
- closes the survey at the end of the comment period and provides a final copy of the comments to the Policy Owner.
Step6
Post-Comment Action
The Policy Owner:
- reviews the collected feedback and creates a final draft of the policy, incorporating any necessary changes.
- consults with RIM team as needed.
- submits the Policy Publication Form, including redline and clean versions of the policy.
Step7
Publication
- Once the Policy Owner has gathered all necessary approvals via the Policy Publication Form, the RIM team will publish the policy on the UCSF Policy website.
- For new policies, a policy number is assigned based on subject area.
- The RIM team will send an email notification to all relevant parties once the publication is complete.