Policy Processes

There are three established business processes for UNT policies: the Six-Year Review, Policy Amendment, and Policy Creation.  Each consists of six steps and each begins with the initiation of a policy draft document.

At any step of the review process, changes may be recommended.  If the changes are not substantive, the draft may proceed forward.  If the change is substantive, then the policy draft circles back to the first step for consideration and further updates by the policy owner/contact.  It then proceeds forward again through each step, incrementally.

Six-Year Policy Review Process

The first, and most common, process is for our required 6-year review of existing policies, as illustrated below.  The first step begins with the University Policy Office (UPO) reaching out to the Policy Contact & Owner with a draft.  They then review the policy, make any needed updates, and return it to the UPO.  The second step involves a quick preliminary review by the UPO of the draft to ensure the language in the document is consistent in its style, formatting, voice, and tone with other policies for the institution.  Next, for the third step, the policy moves to the Policy Advisory Group for a broader stakeholder review.  Then, for the fourth step, the Office of General Counsel checks the draft for legal sufficiency.  The policy then returns to the Policy Owner for the fifth step, for a formal review, before it ends, at the sixth step, with the Office of the President for final review and approval.  Once a policy reaches the end of this process it is published by the UPO to the Policy Manual web site.

Flow chart displaying the 6 major steps for the policy review process, including: 1. Policy Office initiating draft with the Policy Contact & Owner, 2. Policy Office reviewing draft for formatting consistency, 3. Policy Advisory Group review, 4. Office of General Counsel Review, 5. Policy Owner review, and 6. Office of President review.

Policy Amendment Process

The second process, which is less common but equally important, is the workflow for the amendment of an existing policy.  The policy owner initiates the change, by creating a draft and then sending it to the Policy Office.  Then, the rest of the process is identical to the above review.

Flow chart displaying the 6 major steps for the policy amendment process, including: 1. Policy Owner initiates a draft with the Policy Office, 2. Policy Office reviewing draft for formatting consistency, 3. Policy Advisory Group review, 4. Office of General Counsel Review, 5. Policy Owner review, and 6. Office of President review.

Policy Creation Process

When a new policy is needed, the responsible executive first identifies the need, a policy contact, and a policy owner with the assistance of the Policy Office.  The executive or new policy owner then creates and sends a draft to the Policy Office.  The remaining steps mirror what is in the aforementioned processes.

Flow chart displaying the 6 major steps for the policy creation process, including: 1. Responsible executive identifies a need, a policy contact & a policy owner, and initiates a draft with the Policy Office; 2. Policy Office reviewing draft for formatting consistency; 3. Policy Advisory Group review; 4. Office of General Counsel Review; 5. Policy Owner review; and 6. Office of President review.

If you have any questions, suggestions for changes, or needed exceptions to the above, please reach out to our office at: (940) 565-2335 or policy@unt.edu.