(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.E.Guidelines". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

DEVELOPING INSTITUTIONAL POLICY AT THE UNIVERSITY OF NEW HAMPSHIRE: Steps in the Process

Following are some recommended guidelines in the process of creating and revising institutional policies at the University of New Hampshire (UNH). These recommendations should be viewed as providing general direction rather than specific prescriptions for action, except where specific actions are required by existing laws or policies.

The steps outlined below refer to institutional policies within the authority of the UNH President. Institutional policies are those that have general applicability throughout the University. Policies that are unique to one particular part of the University, e.g., college, school, designated committee, Faculty Senate, administrative office, etc., have separate approval processes as delegated by the President of the University.

Policies that must be approved by the University System Board of Trustees or that have System-wide implications for any other reason must be reviewed by the appropriate committees of the University System (see On-line Policy Manual section) and/or the Board of Trustees (see On-line Policy Manual section).

NOTE: These recommended guidelines should be read in conjunction with the 'UNH Policy on Institutional Policy Development, Review, and Approval."

A. Identify the issue/problem to be addressed.

B. In consultation with the appropriate individuals, consider whether a new institutional policy is needed to address the issue/problem. Consider whether the issue/problem can be handled in other ways, for example by clearer communication of existing policies or by developing a policy or procedure at a lower level.

C. If a new institutional policy or institutional policy revision is needed, consult with the appropriate vice president, the Provost, or the President to determine what part of the university will have jurisdiction over the proposed institutional policy development or revision, and what levels of approval are required for its development, revision, and dissemination.

D. Determine who should assist in the development of the proposed institutional policy or revision.

E. Assign the policy drafting or revision process to an individual, administrative unit, existing governance group, or a specially formed committee. If an ad hoc committee is required, consider the appropriate committee composition.

• What constituencies need to be represented on the committee?
• Are there resident "campus experts" who ought to be included or consulted during the process?

F. Collect information from other institutions regarding their related policies. (Use of listservs of appropriate professional organizations may be helpful here as well as personal contacts.)

G. Draft the institutional policy, modeling its form after existing USNH and UNH policy, drawing ideas from other institutions' policies, and seeking advice from the USNH General Counsel on applicable local, state, and/or federal laws and regulations. Elements to include in the institutional policy:

• A statement of the policy (mandatory)
• Who has authority to approve and make changes to the institutional policy (mandatory)
• To whom or to what the institutional policy applies (mandatory)
• Effective date of the institutional policy (mandatory)
• Who administers or has responsibility for the institutional policy (mandatory)
• Reference to other relevant policies and procedures (optional)
• Definitions of terms (optional)
• Examples to illustrate policy (optional)
• Where in the policy "hierarchy" this policy fits, i.e., how it interacts with other policies (optional)
• Enforcement mechanism and appeal process (when applicable)
• Exceptions and exemptions (optional)

H. Distribute the institutional policy draft/revision to the USNH General Counsel and to the appropriate groups and individuals identified in step D for review and recommendation. Depending on the nature of the policy or policy revision, consider distributing it campus-wide for comment from the university community as a whole. In response to feedback, make changes and revisions; then redistribute as appropriate for final comment/review.

I. Submit the proposed institutional policy or revision to the President and appropriate vice presidents. Respond to recommended changes.

J. The President with the advice and counsel of the president's staff determines who has final review of the text of the institutional policy or revision prior to presidential approval.

K. Facilitate distribution of the proposed draft to final reviewers selected by the President. Make additional revisions as appropriate. Include the USNH General Counsel in this stage of revisions for sign-off on legality and consistency with existing USNH policy.

L. The UNH institutional policy or policy revision is signed by the President. Depending on the policy matter, the President or General Counsel may transmit the institutional policy or revision to the Chancellor as an informational item.

M. The USNH General Counsel will add the new institutional policy or revisions to the On-line Policy Manual.

N. The final step is to plan and implement broad communication and distribution of the new institutional policy through mailing of hard copies, announcements on UNHINFO, Campus Journal notices, etc., as appropriate. Consider use of the University web pages to provide information on the new institutional policy/revision, links to other relevant policies, and connections to the administrative offices that have jurisdiction over the institutional policy.

Partial Reference List

Committees, Groups, Constituencies, Administrative Offices, etc., to Consider

When Developing University of New Hampshire Policies

NOTE: Because the list of committees, groups, etc., at the University of New Hampshire is long and constantly changing, this reference list should not be viewed as complete. To help keep it as accurate and up-to-date as possible, please contact the office of the UNH Executive Assistant to the President with any additions, deletions, or other recommended changes.

NOTE: For University System committees, please refer to the On-line Policy Manual section. For University System Board of Trustees committees, please refer to the On-line Policy Manual section.

• Academic Computing Advisory Committee
• Academic Standards and Advising
• Affirmative Action Office
• Alumni Association Board of Directors
• American Association of University Professors
• Athletics Advisory Committee
• Committee on Campus Aesthetics
• Committee on Recognition for Philanthropy and Service
• Council of Academic Department Chairs
• Deans' Council
• Disability Awareness Committee
• Distance Learning Committee
• Drug Advisory Committee
• Executive Committee of the Durham Business Association
• Extension Educators Council
• Faculty Advisory Committee to the Sponsored Program Administration
• Faculty Senate
  • Academic Affairs Committee
  • Agenda Committee
  • Campus Planning Committee
  • Finance and Administration Committee
  • Library Committee
  • Professional Standards Committee
  • Research and Public Service Committee
  • Student Affairs Committee
• Finance and Administration Council
• General Education Committee
• Graduate School Council
• Graduate Student Organization
• Grants Management Advisory Committee to the Sponsored Program Administration
• Human Resources (UNH)
• Institutional Animal Care and Use Committee
• Institutional Review Board for the Protection of Human Subjects
• Issue-specific student groups
• Marine Program Board and Marine Program Safety Board
• Memorial Union Building Board of Governors
• New Student Orientation and Advising
• Office of the Controller
• Sponsored Program Administration
• Operating Staff council
• Parents' Association
• PAT Council
• President's Commission on the Status of People of Color
• President's Commission on the Status of Women
• President's Extended Staff
• President's Staff
• President's Task Force on Gay, Lesbian, Bisexual, and Transgender Issues
• Research Advisory Board to the Vice President for Research and Public Service
• Research Faculty (via Office of the Provost and Vice President for Academic Affairs)
• Research Information Systems Steering Committee
• ROTC Board of Governors
• Space Allocation, Renovations and Repairs Committee (SARRC)
• Student-designed Majors Committee
• Student Senate
• Study Away Committee
• Transportation Policy Committee
• UNH Foundation Board of Directors
• University Honors Program Committee
• University Governance Communications Council
• USNH committees, groups, etc. (e.g., FINPAC, ITPAC, etc.)
• University Environmental Health and Safety Committee
• USNH General Counsel
• USNH Human Resources
• Violence Against Women Committee
• Woodlands and Natural Areas Committee
• Writing across the Curriculum Committee