How do I initiate a policy action?

• A six-year review of a policy is initiated by the University Policy Office and may lead to any three outcomes: review without revision, revision, or deletion.
• If you wish to amend an existing policy, the policy contact or owner may initiate a modification by submitting a request via email to policy@unt.edu with a draft of the policy document, with the proposed changes rendered in the document using the Track Changes feature in Word. If you do not have a clean copy of the policy in Word format, please contact us at policy@unt.edu and we will be happy to provide one.
• If you wish to create a new policy, the responsible executive may identify a need, and then select a policy contact and owner. They would then draft a new policy using the policy template located on our Resources page, and submit it to the University Policy Office via email at policy@unt.edu.

What is the difference between policy and procedure?

• A quick way to distinguish a policy from a procedure is that a policy states “Why” the institution takes certian positions on an issue, and a procedure outlines “How” the institution will implement this policy position. For a more detailed break-down of the difference, please check out our Policies v. Procedures Comparison Table page.

On average, how long does it take to complete a policy action?

• If a change request is minor, such as a change in policy contact information or policy owner or contact, this can take a few business days. However, for substantive changes to the policy itself, the UNT Policy Processes involve six steps of thorough review. They are a collaborative effort of Vice Presidents, the Office of General Counsel, and stakeholders. A typical review cycle for an uncomplicated policy action, e.g., a deletion or review without revision, may take twelve (12) weeks or more. The more complex the action, the longer the process will take. Occasionally, there might be an accreditation, system, state, or federal deadline by which a policy action must be complete. In that case, the UPO will communicate the need for urgency to all parties involved, and request expedited review to meet the required timeline.

What happens to the policy once I submit my draft to UPO?

• The UPO will review and provide feedback or edits, if necessary. We will then initiate the routing process after confirming the policy draft meets prescribed standards and addressing any feedback concerns with the owner. Our processes are outlined in more detail in our Policy Processes page.

Who do I talk to if I have a question about the content of a policy?

• The best person to address your questions pertaining to policy content is the Policy Contact listed on the policy's web page. This page can be found by browsing or searching the Policy Manual for the policy-at-issue, and selecting the policy from the list.

Where do I find the previously approved versions of the policy?

• UPO works closely with the Records Management Program and the University Archives to maintain the older versions of UNT policies. The University Archives should be your first stop as you look for older versions of the policy. If for some reason the University Archives cannot produce the requested materials, please contact UPO staff at policy@unt.edu, and we will check our internal records in order to accommodate your request.

What is the legal sufficiency review?

• The purpose of the legal review is to analyze policies to determine consistency with applicable law, identify and address legal risks, and improve legal defensibility. The UNT Office of General Counsel (OGC) conducts legal sufficiency reviews for all UNT policies. Please refer to the OGC Legal Sufficiency Review Guide on our Resources page for more information on the requirements and steps of the process.

Substantive vs. non-substantive change?

• A "substantive change" is a change to the policy draft document contents that affects the substance of the policy in a way that modifies meaning and interpretation of the policy. Examples of a substantive change include, but are not limited to: addition or deletion of a definition, change in a responsible party, change in applicability of policy, and a revision of text in the policy body which alters the scope of it applicability. A "non-substantive change" is a change to the policy draft document contents that does not affect the meaning and interpretation of the policy. Examples of non-substantive changes include, but are not limited to: font and paragraph adjustments, page numbering, and policy number change.

How do I know when the policy was last updated?

• Each policy contains the initial approval date and revision history at the bottom of the document. If you would like to learn about recent policy updates, you may also go to the Policy Updates page. There, you will find a list of all the recent policies changes.

Are there any rules about posting UNT policy on our departmental web page?

• In order to ensure proper updating of policies, and consistency in presentation, only one version of a University-wide policy may exist. That version resides within the University Policy Manual on the official policy page. If you would like to reference a UNT policy on your department’s web page, please link back to the policy that resides within the University Policy Manual on the official policy page.

If you do not see your question, or cannot find the answer you seek, please reach out to our office at: (940) 565-2335 or policy@unt.edu.