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Policy Process

 

UCAdP Policy Graphic

 

Policy Process Details

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.

  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.

Original Conception and Charge

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.
Committee Membership

UCAdP Membership – Fall 2019

Steve Herbert (Co-Chair, Provost and Academic Vice President)

Todd Bruce (Co-Chair, Assistant Provost for Institutional Effectiveness and Assessment )

Jim Burke (Chief Information Officer)

Eric Butler (Coordinator, Title IX)

Yuh-Cherng Chai (Faculty Council Representative [2022])

John Clifford (Controller)

Dominic DeSalvo '21 (Student Government Representative)

Garry Homany (Director, Regulatory Affairs and Risk Management)

Brian Hurd (Director and Chief, JCU Police)

Maria O'Connor (Director, Institutional Research)

Lisa Ramsay (Staff Council Representative)

Jen Rick (Assistant Vice President, Human Resources)

Coleen Treml (General Counsel)

Kris Willis (Project Manager, Facilities)

Elle Wu (Faculty Council Representative [2020])

Amy Zucca (Staff Council Representative)

Subcommittees

Current Meeting Materials

Fall 2019 Meetings will be held at 8:30 a.m. in the LSC Conference Room (unless otherwise noted).

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 (Draft)

December 12:

Archived Agendas, Minutes, and Other Meeting Materials (2018-2019)

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

Archived Agendas, Minutes, and Other Meeting Materials (2017-2018)

September 21: Agenda + Minutes + AdPR PresentationHR Policy ProcessHR Policy Listing

October 5: Agenda + Minutes 

November 19: Meeting cancelled  

November 2: Agenda + Minutes + Policy Process

December 7: Agenda + Minutes 

January 25: Agenda + Minutes 

February 22: Agenda + Minutes 

March 22: Agenda + Minutes 

April 26: Agenda + Minutes

Initial Meeting (Spring 2017)

April 26: Notes