University Committee on Administrative Policies (UCAdP)

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

• It is expected that new policies will have been widely discussed among appropriate stakeholders before being brought to UCAP.
• The policy developer will be invited to introduce a new policy or recommended changes to any existing policy. 
• Changes to existing policies will be shown in revision mode. 
• 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.
• All policies will be presented in the JCU policy template. The headings within the template can be modified, if needed, for particular policy contexts.

UCAdP members represent various constituencies of the University, and so, during its review of the policy, UCAdP brings a University-wide perspective to ensure consistency and to support the University’s mission. UCAdP will also edit the document to improve clarity, close loopholes, confirm ownership of the policy, and or address concerns of committee members.

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

The final proposed policy version will be circulated to the Senior Leadership Team for input if they have not seen it or if it has changed significantly since they have seen it, and then will be posted for review and public comment 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.  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. All signed comments will receive a response from the Committee and all comments and responses will be posted on the JCU Faculty & Staff Google Shared Drive.

Except under extenuating circumstances, the Committee will vote to approve or not approve the policy no sooner than one week after comment responses are sent.  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.

All Committee actions may be taken either in person or via electronic vote.

If a policy is required to be in place for regulatory compliance, the committee may vote to implement it as an interim policy and then proceed with the normal review process to put the policy in place permanently. the end or replacement of such an interim policy will be immediately announced.

If the Committee reviews an existing policy with no changes (or only minor ones) on the regular review cycle and there are no comments from the community, then the vote to send the policy for comment will also be construed to be a vote to approve the policy for another review cycle. Updates to titles or inconsequential adjustments to procedures may be made with a single vote and no community comment.

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

Additionally, the following vacant position has a seat on UCAdP: Student Government Representative

2022-2023 Meetings will be held at 9:00 a.m. in the LSC Conference Room (fall)/CAS Conference Room (spring) unless otherwise noted. 

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

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

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

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.

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

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

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

April 26 Notes