Policy Pipeline Updates: Policy Actions Approved by President's Council, December 12, 2024

On December 12, 2024, President’s Council approved the following policy actions:

Entrance to Stage 1

Policy 301 Nepotism and Personal Relationships

Policy 114 Conflict of Interest and Commitment

Approval Process Regular
Policy Sponsor Marilyn Meyer
Policy Stewards Drew Burke
Policy Actions New
President's Council Action Entrance to Stage 1
Pipeline Draft Executive Summary

 

NOTE: Policy 114 will be a limited-scope revision.

Who does this apply to? Employees, students, and faculty

What will be included in this new policy?  As a new policy, 301 will address nepotism and personal relationships between employees that involve power  imbalances. These  can create conflicts of interest, perceptions of favoritism, and legal risks such as harassment or retaliation claims if the relationship ends poorly.  Currently, there is broad language on activities related to relatives, family members, and household members in Policy 114 Conflict of Interest and Commitment. However, a new policy (Policy 301) is needed to provide more clarity and detail on how to address these situations proactively, ensuring relationships do not affect the learning environment, disrupt the workplace, or impact morale. The new policy will encourage transparency and set boundaries to protect all parties involved, including staff, faculty, and students, who might feel uncomfortable or excluded.

Now that this policy draft is in Stage 1, what does this mean for me? If you have concerns or input for the drafting committee, please contact the policy steward or provide comments through your elected senator in Stage 2. 

 

Policy 616 Regular and Substantive Interaction

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Laurie Sharp
Policy Actions New
President's Council Action Entrance to Stage 1
Pipeline Draft Executive Summary

 

NOTE: This new policy will replace the temporary policy currently in the Policy Manual.

Who does this apply to? Faculty and students

What are the revisions to the policy? In October 2024, UVU created the temporary version of this new policy in response to the NWCCU
recommendation that to comply with federal law, the University needed to implement a policy that addresses the requirements for regular and substantive interaction between instructors and students in distance learning courses in accordance with the United States Department of Education (USDE) and the
Northwest Commission on Colleges and Universities (NWCCU). The University is now developing the regular policy and making a few clarifications. 

Now that this policy draft is in Stage 1, what does this mean for me? If you have concerns or input for the drafting committee, please contact the policy steward, or provide comments through your elected senator in Stage 2. 

 

Entrance to Stage 2

Policy 153 Religious Accommodations

Approval Process Regular
Policy Sponsor Marilyn Meyer
Policy Stewards Drew Burke
Policy Actions New
President's Council Action Entrance to Stage 2
Pipeline Draft Stage 2 Draft

 

NOTE: This new policy will replace the temporary policy currently in the Policy Manual.

Who does this apply to? Employees and students

What will be included in this new policy?  Over the last year, state and federal laws on religious accommodations have rapidly accumulated. Given the laws’ complexity and overlap, UVU needs clear policies on religious accommodations to ensure consistent safeguarding of employees’ and students’ rights. This new policy will address religious accommodation concerns for both students and employees and subsume the current student religious accommodation provisions in Policy 601. 

Now that this policy draft is in Stage 2, what does this mean for me? Stage 2 University Entities Review will end February 10, 2025. Give your comments to your elected senator.

 

Policy 522 Undergraduate Credit and Transcripts

Approval Process Regular
Policy Sponsor Michelle Kearns
Policy Stewards Laurie Sharp
Policy Actions Revision
President's Council Action Entrance to Stage 2
Pipeline Draft Stage 2 Draft

 

Who does this apply to? Faculty and students

What are the revisions to the policy? Recent changes made to USHE R401 Approval of New Programs, Program Changes, Discontinued Programs, Program Reports and R402 Certificate and Degree Award Structures are not reflected in institutional policy. For example, the nomenclature for certificates has changed, credit requirements for specific programs, and a new program category was instituted. This revision aims to align UVU Policy 522 Undergraduate Credit and Transcripts with these changes.

Now that this policy draft is in Stage 2, what does this mean for me? Stage 2 Entities Review will end February 20, 2025. Give your comments to your elected senator.

 

Policy 610 Credit Hour

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Laurie Sharp
Policy Actions Revision
President's Council Action Entrance to Stage 2
Pipeline Draft Stage 2 Draft

 

Who does this apply to? Faculty

What are the revisions to the policy? The information in UVU Policy 610 aligns with the required United States Department of Education information. However, there is a need to clarify specific statements, update office names, and remove inaccurate information. Please see the executive summary or the revisions in the draft for details. 

Now that this policy draft is in Stage 2, what does this mean for me? Stage 2 will end February 20, 2025. Give your comments to your elected senator.

 

Entrance to Stage 3

Policy 105 Reporting Organizational Changes

Policy 322 Employment Responsibilities and Standards

Policy 353 Group Healthcare Coverage for Benefit-Eligible Employees

Policy 374 Termination Clearance for Hourly Employees

Policy 375 Termination Clearance for Salaried Employees

Approval Process Regular
Policy Sponsor Marilyn Meyer
Policy Stewards Drew Burke
Policy Actions Deletion
President's Council Action Entrance to Stage 3
Pipeline Draft Policy 105, Policy 322, Policy 353, Policy 374, Policy 375

 

Who does this apply to? Employees

Why are these policies being deleted? These policies are being deleted for the following reasons: 
1) The policy or significant parts are outdated or no longer relevant.
2) The policy duplicates other existing policies.
3)  Amended or new laws or regulations have rendered the policy unnecessary, obsolete, or redundant.
4) The policy lacks legitimate regulatory or university-related academic or business reasons to exist in policy, and current university procedures or practices render the policy unnecessary.

Now that this policy draft is in Stage 3, what does this mean for me? If you have comments or concerns, this policy is now open for public commentary. Send your comments  directly to the Policy Office or the steward (link in table above). Stage 3 will end December 19, 2024. 

 

Policy 116 Student Communications

Approval Process Regular
Policy Sponsor Michelle Kearns
Policy Stewards Derek Kent
Policy Actions New
President's Council Action Entrance to Stage 3
Pipeline Draft Stage 3 Draft

 

Who does this apply to? Students and employees working with student communications

What revisions have been added to this policy due to comments from Stage 2? The policy owners made revisions based on Stage 2 comments. Throughout Stage 2, Policy 116 has been refined following feedback from PACE and Faculty Senate. The steward coordinated with the IRB and the Data Collection team in the Office of Institutional Engagement and Effectiveness (IEE) to better align the intent of the policy with the practices of the university community. Specifically, clarifications were added regarding communication to students for events and research requests. Language was added to give the Student Communication Governance Council authority to review and approve/disapprove reinstatement to messaging systems.

Now that this policy draft is in Stage 3, what does this mean for me? If you have comments or concerns, this policy is now open for public commentary. Send your comments directly to the Policy Office or the steward (link in table above). Stage 3 will end December 19, 2024.

 

Policy 609 Academic Scheduling

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Laurie Sharp
Policy Actions Revision
President's Council Action Entrance to Stage 3
Pipeline Draft Stage 3 Draft

 

Who does this apply to? Employees involved with academic scheduling

What revisions have been added to this policy due to comments from Stage 2? Revisions were made in response to feedback from the Academic Scheduling Office, the Academic Affairs Council, and the Faculty Senate, ensuring the policy reflects input from key academic stakeholders. The following key revisions were made:

  • Provided clarification on how and why departments and programs would have or lose priority access to classrooms and labs
  • Indicated that high-impact course section changes will only be considered under extenuating circumstances
  • Clarified that the Academic Scheduling Office manages final exam scheduling decisions
  • Clarified that faculty and staff shall not change schedule type codes for course sections once a semester schedule becomes visible for student planning and registration
  • Clarified that the Academic Scheduling Office may also modify general classroom assignments when actual enrollment does not meet sufficient enrollment for the classroom size
  • Explained in more detail how final exam schedules are managed and when or if changes can be made


Now that this policy draft is in Stage 3, what does this mean for me? If you have comments or concerns, this policy is now open for public commentary. Send your comments  directly to the Policy Office or the steward (link in table above).  Stage 3 will end December 19, 2024.

 

Entrance to Stage 4

Policy 101 Policy Governing Policies

Approval Process Regular
Policy Sponsor Clark Collings
Policy Stewards Jeremy Knee, Cara O'Sullivan
Policy Actions Revision
President's Council Action Entrance to Stage 4
Pipeline Draft Stage 4 Draft

 

Who does this apply to? All university community members

What is being revised in this policy? Proposed revisions to this draft, among others, include the following: 

  • Removing Stage 3 University Community Review from the regular process
  • Adding a waiver for Stage 2 when university governing bodies may decide to forgo  their review
  • Moving the EAC review to Stage 2 University Governance Entities Review
  • Removing President's Council approval from  the non-substantive change process  

At the end of Stage 3, the policy owners made the following revisions:

  • In section 4.2, we added “1) Applicable international, federal, and state laws” to the top level of document hierarchy. We did this to address situations in which contractual obligations and other critical university obligations involve compliance with international law (such as privacy law).
  • In section 4.6.4.2, we needed to clarify that while OGC works with subject matter specialists across the University in various areas of compliance, it is OGC that makes the final determination on whether proposed policy revisions fit the compliance change policy process.

Now that this policy draft is in Stage 4, what does this mean for me? Once the Board of Trustees approves this policy on January 30, all changes to the policy process outlined in revisions will go into effect. 

 

Policy 640 Faculty Sabbatical Leave

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Kat Brown
Policy Actions Revision
President's Council Action Entrance to Stage 4
Pipeline Draft Stage 4 Draft

 

Who does this apply to? Faculty 

What are the revisions to the policy? This policy was updated to provide clear requirements and review criteria for sabbatical requests. 

Now that this policy draft is in Stage 4, what does this mean for me? The Board of Trustees will review and approve this policy on January 30, 2025. 

 

Policy 644 Selection and Responsibilities of Department Leadership

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Kat Brown
Policy Actions Revision
President's Council Action Entrance to Stage 4
Pipeline Draft Stage 4 Draft

 

Who does this apply to? Faculty

What are the revisions to the policy? Since the adoption of the current Policy 644 in 2009, UVU has undergone several fundamental changes that have affected the roles and responsibilities of department chairs. Comprehensive revisions to this policy include the following:

  • Including appropriate references to Utah  Board of Higher Education policies and UVU policies
  • Expanding definitions as appropriate and clarifying department election processes, roles, and rights, as well as the responsibilities of chairs
  • Determining and clarifying the number of terms a chair may serve
  • Establishing the transfer of duties from one chair to the next
  • Determining appropriate post-chair opportunities

Additional revisions made include voting eligibility within departments, which faculty positions may serve as department chair, and department chairs’ lengths of service, among others. 

Now that this policy draft is in Stage 4, what does this mean for me? The Board of Trustees will review and approve this policy on January 30, 2025. 

 

Compliance Change

Policy 511 Student Fees

Approval Process Compliance
Policy Sponsor Michelle Kearns
Policy Stewards Alexis Palmer
Policy Actions Revision—Limited Scope
President's Council Action Approved
Policy Manual Policy 511

 

Who does this apply to? Staff and students

What are the revisions to the policy? Compliance revisions were made to align the policy with Utah Board of Higher Education Policy R516 General Student Fees.

Now that this policy is in effect, what does this mean for me? This policy is now in effect. The Board of Trustees will ratify this policy on January 30, 2025. 

 

For questions or comments regarding any of the above actions, contact the policy sponsor or steward(s) listed, or contact the Policy Office. To learn more about the policy approval process at UVU, visit the Policy Office's Policy Process webpage.

Please note that some of the above links may become outdated or broken as the policy drafts progress through the policy approval process, or are approved for adoption to or deletion from the Policy Manual. For the most up-to-date status regarding a policy or proposed policy draft, see the Policy Manual and Policy Approval Pipeline pages. To request a previous version of a policy or policy draft or for addition questions, contact the Policy Office.