The cycle and due dates for the development, review, finalization and retirement of University Policies, University Operating Procedures (UOPs), and University Guidelines is based on the academic calendar.  The cycle process runs from the start of the fall semester through the end of the spring semester (typically the end of August through the end of May).  Regardless of whether the document is a Policy or a UOP, the process always includes these steps:

  1. Identify NeedSteps in the development of a policy or UOP
  2. Develop & Approve
  3. Policy Publiched
  4. Disseminate & Train and/or Attest/Certify
  5. Review & Revise
  6. Maintain

Step #5, “Review & Revise” is where the process diverges depending on whether it is a Policy or a UOP.  This will often depend on the types of revisions being made (housekeeping vs. minor vs. substantial) and how the revisions impact other departments, personnel or existing processes.  RO’s should involve other key stakeholders and those with operational responsibilities throughout this process.  Similarly, RO’s should communicate with those departments, units or colleges affected by the Policy/UOP as often as needed during this process.

More information can be found in the University's Adoption of University Policies, University Operating Procedures and University Guidelines (PDF) Policy.

Document Types

Description of four document types: Policy, UOP, Guidelines, and Resource WebpagePolicy

A Policy is a directive that includes rules for its consistent application. Enforceable and mandated. Something must be done and it must be done this way. Often the result of a law or regulation. Significant changes require PRG review and PAT approval. Most reviewed every 4 years unless otherwise specified.

UOP

UOP provides details on how to accomplish a process. Step-by-step instructions. Established ways of doing things. RO responsible for changes and updates. Significant changes require PAT approval. Recommended review every 4 years.

Guideline

A Guideline provides advice on how to accomplish a task or process. Recommendations but not mandated. Best practices. Not enforceable. RO responsible for changes and updates as needed. No set review cycle.

Resource Page

A Resource Webpage is generally a separate webpage that contains links to Policies, UOPs, Guidelines, Forms, additional resources and other information related to a specific topic. Often described as “portals”. The RO is responsible for changes and updates as needed. No set review cycle; however, ROs are responsible for maintaining the accuracy of information contained on those websites for which their college/unit/department hosts.

Policy Numbering

UVM Policy Numbering Convention

University policies are numbered using a three-digit numbering rubric which is structured around the University's Organizational Chart (opens in new window).

1st Digit Represents the Oversight Official (President, Provost or applicable Vice President Position) that is responsible for the policy or over sees the Responsible Official as identified in the policy.
2nd Digit Sequential numbering of individual policies within oversights and Official's areas of responsibility.
3rd Digit Policy Version - (ex. "1" represents first version represented undering the numbering schematic)

Numbering Key

First Digit Oversight Official
1 President's Office
2 Provost and Senior Vice President
3 Vice President of Operations and Public Safety
4 Vice President for Finance and Treasurer
5 Vice President for University Relations and Administration
6 Vice President for Research
7 Vice President for Human Resources, Diversity and Multicultural Affairs
8 General Counsel
9 Privacy Services
10 Audit and Compliance

 

Example: Grade Appeals Policy Number 2.16.2

2 = Responsible Official Office is the Provost and Senior Vice President
16 = Sixteenth policy under the Provost and Senior Vice President (numbers assigned sequentially as policies are posted)
2 = Second version (after adoption of numbering system)

Policy Format

A policy is typically a directive that includes rules for its consistent application. Enforceable and mandated. Something must be done and it must be done this way. Often the result of a law or regulation. Must be reviewed every 4 years unless otherwise specified.

File Policy Template (docx)

Operating Procedure Format

An operating procedure typically details how to accomplish a process; step by step instructions. Established ways of doing things. Recommend review every 4 years.

File Operating Procedure Template (docx)