Policy Frequently Asked Questions

Per Policy 0.0, the President has the authority to approve temporary authorization of new or amended policies for 150 days. During that 150 day period, the policy must go through the regular approval process in order to be fully authorized. Work closely with the Vice President associated with the policy to determine a need for immediate, temporary approval.

During the drafting process, policy stewards and their writing committees, in consultation with the Office of Legal Affairs as needed, research applicable federal, state, and local laws; Utah Board of Higher Education policies; similar policies at other universities; related policies at SUU; and other information pertinent to the policy.
Once a policy draft is ready, it enters a vigorous process of review and revision wherein every member of the University Community has the opportunity to provide feedback.
After sufficient review and revision, and with approval from the President’s Leadership Council, the policy must be reviewed and approved by the SUU Board of Trustees before it is enacted. Following approval and implementation, policies are reviewed regularly to ensure they are kept up-to-date and continue to meet compliance standards.

You can follow the policy’s approval steps with the Policy Progress Tracker, in addition to watching for the policy on meeting agendas for the President’s Leadership Council and the Board of Trustees. If the policy is not listed in any of those places, contact the associated Vice President about the review/approval status.

Policies may be edited by University administration to use consistent language, better follow the Policy Style Guide, comply with legal requirements, or other reasons. If this editing has changed the content and/or meaning of the policy substantially, contact the Vice President over your area with these concerns.

Repeal a policy if it has become redundant, irrelevant, presents compliance conflicts, is not achieving its intended outcome, or otherwise does not merit an amendment. Be sure to check with the Office of Legal Affairs to ensure that there are no external obligations on the University to keep the policy in question implemented and enforced.

Depending on the severity of the violation and individual circumstances, the University may impose penalties such as warnings, probation, or other disciplinary sanctions and corrective action as found in policies 8.3.5, 11.2, and 6.28 respectively.
The University reserves the right to take legal action for a policy violation as appropriate.

Individuals are responsible for being aware of University policies that pertain to them and their area of operation. Ignorance of a policy is typically not an acceptable excuse for violating it.

Writing & Editing Policy

External requirements such as laws, accrediting conditions, industry standards, and other binding obligations sometimes require that we maintain certain language in a policy. Be sure to check with the Office of Legal Affairs to ensure that there are no external obligations on the University to keep the policy in question implemented and enforced.
Barring any external obligations to keep certain language in a policy, a policy may be amended or replaced however necessary or desired to allow for a more effective, coherent, and clear policy.

Be sure to include URLs to link to any supporting documents or forms in section V. Relevant Forms/Links, as well as for referenced material as found in section II. References (including SUU or USHE policy, or Utah Code).

Ideally, policy numbers should be clustered together with like policies. First, determine which general section the policy will best fit in and then determine that the proposed number isn't already currently taken. Finally, reference the Repealed Policy list to see if the proposed number has been used in the past, and if it hasn't, use that number. If you'd like help during any of these steps or would like a number suggestion for a new policy, please reach out to the policies@suu.edu email.

If you repeatedly define a term or describe a concept, circumstance, or object in the policy, include it in section III. Definitions rather than in section IV. Policy.
Define any terms, abbreviations, and acronyms that are used repeatedly in the policy or that are not commonly known.
Define a term if it is consistently used in the policy to convey something technical or situation-specific, or it could have multiple meanings or interpretations.
Once it’s available, see glossary.

Any defined term, no matter how you use it. Noun, adjective, gerund, different suffix, etc. capitalize it. Also capitalize “University” anytime it is used to refer to SUU.

Revisions to an existing policy or policy Proposal that correct typographical or grammatical errors, change policy format, correct minor inconsistencies in language within the policy or when compared to other University or USHE policies or laws, edits or additions to relevant forms, links and/or responsible office(s) listed in the policy, and/or updating University, Board of Trustees, Board of Higher Education, titles, or similar reference information. Non-Substantive Amendments do not alter the intent, scope, meaning, or application of the policy.