E. Institutional Policy Development, Review and Approval

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.E.1.1". 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.)

1.   Authority

1.1   RSA 187-A:16 vests authority with the USNH Board of Trustees to establish an administrative board, which is responsible for recommending and implementing policies and procedures which assist the campus presidents in discharging their responsibilities.  This administrative board (also known as the Presidents’ Council), is comprised of the chief executive officers of each component institution and the chancellor of the university system. 

1.2   The President of the University of New Hampshire is responsible under RSA 187-A:16 for the general administration and supervision of all aspects of instructional, research and service programs for the University of New Hampshire. Board of Trustees policy (see BOT III.A) establishes authority for the President to adopt UNH policies.  UNH Policy can be adopted, substantively amended, or repealed only with written approval of the UNH President (see BOT.III.A.3.4).

1.3   In addition to the above responsibilities, Board of Trustees (BOT) and Administrative Board (USY) policy specifies areas of delegated authority and responsibility to UNH. Those specifications are included by functional area.

1.4   The President of the University of New Hampshire may delegate authority to specific officers of the University. Those delegations are included by function into "UNH" designated policy. In addition, the President may delegate authority for the adoption of UNH procedures.

1.5   The President or their designee is responsible for monitoring and updating this policy as needed. 

2.   Definitions

2.1   "Policies" shall mean written statements that articulate an institutional position and establish key expectations, requirements, and standards by which the institution manages its affairs. Policies will be characterized by indicating "what" needs to be done rather than how to do it.  Policies specify required conduct and prohibit conduct that conflicts with the University's mission, in order to ensure coordinated compliance with applicable laws and regulations, promote effectiveness and operational efficiency, and reduce institutional risk. Such statements will have the force of establishing rights, requirements, and responsibilities.

2.1.1   “Institutional Policies” are those that have broad applicability across the University and establish consistent standards necessary for the effective governance and operation of the University.  A policy shall be considered institutional if it meets one or more of the following criteria:

• Applies across multiple colleges, schools, divisions, or administrative units;
• Applies broadly to a defined University-wide population or populations (e.g., all students, all faculty, or all staff);
• Establishes University-wide standards, requirements, or expectations governing institutional operations, programs, or activities; or
• Requires consistent application across the University to ensure alignment with institutional priorities and coordinated functioning of the institution.

Institutional Policies may be further classified into functional categories based on subject matter and area of responsibility. These categories are intended to support appropriate review and approval. A single policy may fall within more than one category and shall be subject to the applicable review requirements of each relevant category.

2.1.1.1   "Student Policies" shall mean any policy which provides direction and directly affects student lives at the University and is non-academic in nature.

2.1.1.2   "Employee Policies" shall mean any policy that governs terms and conditions of employment, workplace conduct, or employee rights and responsibilities.

2.1.1.3   "Academic Policies" shall mean any policy that directly affects the pedagogical mission of the University, including policies related to instructional activities and the award of academic degrees. 

2.1.1.4   “Research Policies” shall mean any policy that governs or provides direction for the conduct, administration, oversight, or compliance of research activities at the University. Research policies include, but are not limited to, those related to research integrity, regulatory compliance, sponsored programs, and the use of research facilities or resources. 

2.1.1.5   “Operations and Facilities Policies” shall mean any policy that governs or provides direction for the management, operation, maintenance, and use of University facilities, infrastructure, and administrative services. Operations and Facilities Policies include, but are not limited to, those related to campus operations, transportation, space management, safety, and the provision of administrative and support services. 

2.1.1.6   “University Policies” shall mean any policy that applies to all members of the university community including faculty, staff, and students.

2.1.2   “Local Policies” shall mean policies that are limited in scope to a specific college, school, division, department, program, building or function and do not meet the criteria for designation as Institutional Policies. Local Policies establish expectations, requirements, or standards applicable only within the defined unit or area of responsibility and do not require uniform application across the University.

The full procedures outlined in this policy do not apply to developing and modifying Local Policies. However, units are expected to follow the general principles of consultation, review, and coordination reflected in those procedures. In developing or revising Local Policies, responsible units are expected to consult with appropriate stakeholders and subject matter experts and consider the relevant review roles identified in this policy’s accompanying guidelines.

Local Policies must not conflict with applicable Institutional Policies or external legal and regulatory requirements.

2.2   "Procedures" shall mean written materials providing specific "how to" information describing the operational processes necessary to facilitate implementation of an established policy. Procedures are specific, prescribe workflow, operational steps, actions, or constraints, and will normally be developed by the office responsible for administration of a policy. The full requirements outlined in this policy do not apply to developing and modifying procedures. However, units are expected to follow the general principles of consultation, review, and coordination reflected in this policy when updating procedures, particularly those that affect broad populations at the University. 

2.3   "Guidelines" shall mean written materials that further explain policies/procedures and will be characterized by narrative descriptions and examples that serve as aids in interpreting and applying them. Guidelines may include administrative instructions, guidance, or a framework to help stakeholders act in alignment with the University's mission and values. The full requirements outlined in this policy do not apply to developing and modifying guidelines. However, units are expected to follow the general principles of consultation, review, and coordination reflected in this policy when updating guidelines, particularly those that affect broad populations at the University. Unless otherwise stated, guidelines will not normally have the force of establishing rights, requirements and responsibilities.

2.4   “Institutional Policy Review Committee” shall mean the University body responsible for institutional review of new Institutional Policies, substantive revisions, and repeals, subject to final approval of the President. The Committee shall include the Chief of Staff as Chair, Dean of Students, Associate Vice Provost for Labor Relations, Vice Provost of Academic Affairs, Chief Human Resources Officer, the Director of Research Integrity Services and a designee from the General Counsel’s Office, or their designees. Other representatives may be added as needed. The Committee reviews proposals to ensure consistency with the Institutional policy hierarchy, appropriate cross-functional coordination, alignment with institutional priorities, and to prevent conflicts within the USNH policy hierarchy. 

2.5   “Responsible Executive” shall mean an individual who is a direct report of the President and has executive responsibility for Institutional Policies owned by a department within their area of direct oversight. The Responsible Executive designates or confirms the Policy Owner, ensures that proposals are reviewed by the Policy Review Group identified through the preliminary review process, and approves proposed Institutional Policies, substantive revisions, or repeals for submission to the Institutional Policy Review Committee. The Responsible Executive is responsible for implementation and communication of changes. The Responsible Executive shall ensure that policies within their area of direct oversight are appropriately documented and maintained.

2.6   “Policy Owner” shall mean the individual or office designated by the Responsible Executive to coordinate the development, revision, periodic review, administration, and day-to-day oversight of an Institutional Policy. The Policy Owner is responsible for monitoring the implementation and effectiveness of the policy, initiating reviews at intervals appropriate to the subject matter, coordinating review and consultation with identified stakeholders, and preparing proposed Institutional Policies, substantive revisions, or repeals for review by the Responsible Executive. The Policy Owner may approve non-substantive revisions consistent with this policy.

2.7   "Substantive Revisions" shall mean changes that materially alter the requirements, principles or intent of an existing policy, impose new responsibilities, or substantially modify the meaning, nature, or scope of existing responsibilities for affected individuals or units.

2.8   "Non-Substantive Revisions" shall mean routine, minor changes or technical corrections intended to enhance clarity but that do not materially alter the requirements, principles or intent of an existing policy, impose new responsibilities, or substantially modify existing responsibilities for affected individuals or units. 

2.9   A “Policy Review Memo” shall mean the document used to support both the preliminary and final review of a proposed Institutional Policy, substantive revision, repeal, or periodic review. At the preliminary stage, the memo shall identify the Policy Owner, Responsible Executive, applicable policy categories, proposed Policy Review Group, and a summary of proposed revisions if known. At the final stage, the same memo shall be updated to document the review completed and summarize significant feedback and resulting changes. The updated memo shall be submitted with the proposed policy text, shown in tracked changes when applicable.

¹ As policies are revised, all dates of revision and the date of original policy issuance should be listed to preserve the history of policy formation.