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Policy Process


UCAdP Policy Graphic


Prior to a meeting, the UCAdP Chair(s) will provide copies of any new policies or existing policies due for review, following initial review by the Office of Legal Affairs.

  1. It is expected that new policies will have been widely discussed among appropriate stakeholders before being brought to UCAP.
  2. The policy developer will be invited to introduce a new policy or recommended changes to any existing policy.
  3. Changes to existing policies will be shown in revision mode. 
  4. A policy review tracking form will be maintained electronically for each policy reviewed to note any changes and keep track of the policy through the process.
  5. All policies will be presented in the JCU policy template. The headings within the template can be modified, if needed, for particular policy contexts.

The Committee will vote to 1) send the policy on for public comment, 2) recommend further changes, or 3) not approve the policy. Policies that are recommended for further changes will be reintroduced to the Committee either by email or during a subsequent meeting.

Once the Committee reviews the policy and recommends adopting the changes, the final proposed policy version will be circulated to the Senior Leadership Team, as appropriate, for input, and then will be posted for review on InsideJCU for thirty days. Other bodies (Staff and Faculty Councils and the University Committee on Educational Policies) will also be provided the policy for review during this period.

After the thirty-day review period, the Committee will review the policy along with any comments or recommended changes for a final time. The review can either occur electronically or during the next scheduled meeting. Should
the policy garner a large number of comments or undergo substantive change from the circulated version that require additional input, it may be re-circulated for a second review period.

The Committee will vote to approve or not approve the policy. The majority of members must approve the policy for it to be adopted. If approved, the Policy will be assigned a Policy number, communicated to all stakeholders via
appropriate means, and uploaded to the website.

The University Committee on Administrative Policies was described in the original UCCG presentation in two ways:

  • A cross-divisional committee to discuss and make recommendations about administrative functions including the results of administrative programs reviews, human resources policy development, data governance, Title IX, legal issues, survey policies, and professional development for staff.
  • To promote institutional efficacy by gathering and providing institutional data and external benchmarking, ensuring compliance, overseeing administrative program review, data governance, technology needs and promoting best practices.

During the initial (spring 2017) meeting, the ideas below emerged:

  1. This committee will not micromanage administrative units but rather provide a place for
    • reporting the work of those units and UCAdP’s subcommittees,
    • hosting cross-divisional conversations affecting units/subcommittees, and
    • strengthening recommendations from units/subcommittees to USPG and/or senior leadership.
  2. Completed Administrative Programs Reviews (AdPR) will be examined by this committee who will provide feedback and recommendations to the unit in question as well as the appropriate VP. This committee should use the AdPRs and possibly other data (internal audits?) to seek not only efficiencies but also improved effectiveness, particularly in breaking barriers between units on campus (silos). As our institutional data culture matures, this group can provide a cross-divisional forum to examine institutional and benchmarking data.
  3. The UCCG restructuring will require continued mapping and alignment of university committees; this task may fall to this committee. This committee may play a role in the Board-mandated review of governance documents.

UCAdP Membership

Name Position
Steve Herbert Co-Chair, Provost and Academic Vice President
Todd Bruce Co-Chair, Assistant Provost for Institutional Effectivness & Assessment
Jim Burke Chief Information Officer
Yuh-Cherng Chai Faculty Council Representative
John Clifford Controller
Garry Homany Director, Regulatory Affairs & Risk Management
Brian Hurd Director and Chief, JCU Police
Heidi Miller-Dickson Staff Council Representative
Adam Nichols Staff Council Representative
Maria O'Connor Director, Institutional Research
Martha Pereszlenyi-Pinter Faculty Council Representative
Jen Rick Assistant Vice President, Human Resources
Colleen Treml General Counsel
Megan Wilson-Reitz Representative, Diversity & Inclusion

Additionally, the following vacant positions have a seat on UCAdP: Student Government Representative


Current Meeting Materials

Fall 2021 Meetings will be held at 9:00 a.m. in the LSC Conference Room unless otherwise noted. Spring 2022 Meetings will be held in the Murphy Conference Room unless otherwise noted.

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda
September 2, 2021 Agenda
September 30 cancelled
October 14 cancelled
October 28  
November 11  
February 3 (LSC Conference Room)  
February 17  
March 3  
March 31  
April 28  
May 12  


2020-2021 Meetings were held at 9:00 a.m. via Zoom (unless otherwise noted).

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Other Meeting Materials
October 1, 2020 Agenda  
October 15 Agenda Comments on International Travel Safety Policy
October 29 Agenda  
November 12 Agenda


January 21, 2021 Agenda  
February 4 Agenda  
February 18    
March 4    
April 15 Agenda  
April 29 Agenda  
May 13  Agenda  

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Minutes Other Meeting Materials
September 12 Agenda Minutes  
October 3 Agenda Minutes  
October 17 Agenda Minutes Consensual Relationship Comments
October 31 Agenda Minutes

Alcohol Use and Service Comments

Animals on Campus Comments

November 14 Agenda Minutes  
December 12 Agenda Minutes

Indirect Cost Comments 

Sensitive Data Comments

January 23 Agenda Minutes  
February 6 Agenda Minutes   
February 27 Agenda Minutes  

March 26 (Zoom)

Agenda Minutes  
April 23 (Zoom) Agenda Minutes  
May 7 (Zoom) Agenda Minutes  Speakers and Events Comments


All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Minutes Other Materials
September 20 Agenda Minutes  
September 27 Agenda Minutes   
October 11 Meeting cancelled      

October 25

(in Dolan A202/203)

Agenda Minutes  
November 8 Agenda Minutes   
December 6 Agenda Minutes   
January 24   Minutes Presentation
February 7 Agenda Minutes  
February 21 Agenda Minutes   
March 21 Agenda Minutes   
April 4 Agenda Minutes  
May 2 Agenda Minutes Data Governance Update


All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Meeting Date Agenda Minutes Any Additional Meeting Materials
9/21/2017 Agenda Minutes AdPR PresentationHR Policy ProcessHR Policy Listing
10/5/2017 Agenda Minutes  
10/19/2017 Meeting cancelled    
11/2/2017 Agenda Minutes Policy Process
12/7/2017 Agenda Minutes  
1/25/2018 Agenda Minutes  
2/22/2018 Agenda Minutes  
3/22/2018 Agenda Minutes  
4/26/2018 Agenda Minutes

April 26 Notes