Policy Pipeline Updates: Policy Actions Approved by President's Council, February 22, 2024

On February 22, 2024, President’s Council approved the following policy actions:

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 1
Pipeline Draft Executive Summary

 

Who does this apply to? Those interested in or part of the policy process

Why is this policy being revised? This policy was last updated three years ago. During that time, those involved in the process have come to understand which parts of the policy could be shortened and which procedures could be modified to improve efficiency while preserving the shared governance process. 

What changes can I expect to see?  Proposed revisions to this draft include, among others, the following: 

  • Removing Stage 3 University Community Review from the regular process
  • Adding a waiver for Stage 2 where university governing bodies may 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  

 

Policy 136 Intellectual Property

Approval Process Regular
Policy Sponsor Wayne Vaught
Policy Stewards Daniel Fairbanks
Policy Actions Revision
President's Council Action Entrance to Stage 3
Pipeline Draft  Policy 136

 

Who does this apply to? Any employees and students involved in the development of technology using university resources

What were the key revisions in Stage 2? The key revisions are as follows:

  • Clarifying  language that allowed for flexibility when dealing with specific cases such as those that do not fit within the purview of the "standard" form faculty are to sign
  • Adding the federal definition for "work made for hire"
  • Implementing minor wording changes for clarification
  • NOTE: Two comments requested that AI provisions be added but the steward decided to leave the provision out until AI is more fully clarified in the future.

Please see the Summary of Comments Form at the bottom of the file for details or the executive summary for an overview. 

Now that this draft is in Stage 3, what does this mean for me? In Stage 3, you may submit comments to the policy steward via email. Stage 3 ends March 1.

 

Policy 445 Institutional Data Governance

Policy 450 Processing and Control of Distributed Administrative Data (Deletion)  

Approval Process Regular
Policy Sponsor Christina Baum
Policy Stewards Laura Busby
Policy Actions Revision, Deletion
President's Council Action Entrance to Stage 3
Pipeline Draft Policy 445, Policy 450

 

Who does this apply to? University entities interested in and impacted by data governance

What were the key revisions in Stage 2? The key revisions clarified enterprise architecture guidelines: where they are, who approves them, who will be able to access them.

What responses did the stewards give to Stage 2 comments?

  • Several commenters requested more detail on procedural or operational scenarios. Steward generally explained in responses that 

    • The policy establishes the governing council and individual roles responsible for that program, who will build data governance procedures and guidelines. 
    • University-level procedures that are specifically related to data governance have not been formalized and approved yet because the council and those in data governance roles need to have input.  
    • There are related policies that precede Policy 445, which apply to specific actions taken related to institutional data security or other scenarios. 
  • The steward received questions related to the definition of institutional data and how it differs from research data and activities. They reiterated that this policy does not override Policy 138 Institutional Review Boardand referred commenters to section 4.1.5 in the policy draft.  

Please see the Summary of Comments Form at the bottom of the file for more details or the update section in the executive summary for an overview.

Now that the draft is in Stage 3, what does that mean for me? In Stage 3, you may submit comments to the policy steward via email. Stage 3 ends March 1.

 

Policy 632 Assignment and Advancement in Academic Rank

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

 

Note: Some revisions were made to Policy 632 as a result of feedback received in Stage 2 or the executive summary for an overview.

Who does this apply to? Faculty

What changes are being added to this policy?  The key changes included the following: 

  • Clarifying language around (1) rank advancement committee and their duties, (2) RTP committee, (3) rank advancement letter, and (4) rank advancement review portfolios
  • Clarifying directions on how departments should ensure their rank advancement criteria are less ambiguous

What responses did the stewards give to Stage 2 comments?

  • Faculty expressed their concern that they believe the role of deans in the selection of extra-departmental professors should be limited. The steward reiterated that this procedure needs to remain under the direction of the dean to ensure departments or groups of departments select faculty members who are qualified.  
  • Faculty Senate believes that full professorship should not be a requirement for the rank advancement committee. Departments should have the autonomy to decide if a professor, who is not a full professor, has the qualifications for being included on RTP committee or included in lieu of a full professor. However, the steward pointed out in the research for best practices for this policy, they found that such requirements are standard among higher education institutions. The policy does not prohibit departments having a single committee as long as the required representatives sit on the committee. 
  • Faculty Senate believes that faculty should be able to vote on the Provost’s revisions of rank advancement criteria. The policy steward reiterated that the Provost has final approval.  

Now that this policy draft is in Stage 3, what does this mean for me? In Stage 3, you may submit comments to the policy steward via email. Stage 3 ends March 1.

 

Policy 108 Contacting the Trustees or Regents (Deletion)

Policy 109 Contacting the Office of General Counsel and Attorney General's Office (Deletion)

Approval Process Regular
Policy Sponsor Clark Collings
Policy Stewards Jeremy Knee
Policy Actions Deletion
President's Council Action Entrance to Stages 1 and 2
Pipeline Draft Policy 108, Policy 109

 

Who does this apply to? All employees

Why are these being deleted? These two policies covered topics that were out of date and no longer applicable. Any procedures for contacting the Office of General Counsel can be found on their website.

Now that this policy draft is in Stage 2, what does this mean for me? If you have comments or concerns, please contact your PACE, UVUSA, or Faculty Senate senator. 

 

Policy 208 Outside Vendors/Contracts on Campus (Deletion)

Approval Process Regular
Policy Sponsor Val Peterson
Policy Stewards Frank Young
Policy Actions Deletion
President's Council Action Entrance to Stages 1 and 2
Pipeline Draft Stage 2 Draft

 

Who does this apply to? All employees

Why is this policy being deleted? The content of this policy was covered in the new revision of Policy 210 Independent Contractors and is no longer accurate or needed. 

Now that this policy draft is in Stage 2, what does this mean for me? If you have comments or concerns, please contact your PACE, UVUSA, or Faculty Senate senator. Stage 2 ends April 4, 2024.

 

Policy 209 Contracting with Non-University Employees (Deletion)

Approval Process Regular
Policy Sponsor Marilyn Meyer
Policy Stewards Drew Burke
Policy Actions Deletion
President's Council Action Entrance to Stages 1 and 2
Pipeline Draft Stage 2 Draft

Who does this apply to? All employees

Why is this policy being deleted?This policy contained information that was outdated and would be covered in external procedures and Policy 210 Independent Contractors.

Now that this policy draft is in Stage 2, what does this mean for me? If you have comments or concerns, please contact your PACE, UVUSA, or Faculty Senate senator. Stage 2 ends April 4, 2024.

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.