On May 23, 2024, President’s Council approved the following policy actions:
Entrance to Stage 1
Policy 447 Information Security
Policy 449 Private Sensitive Information (Deletion)
Policy 451 Retention of Electronic Files
| Approval Process | Regular |
| Policy Sponsor | Christina Baum |
| Policy Stewards | Joe Belnap |
| Policy Actions | Revision, Deletion |
| President's Council Action | Entrance to Stage 1 |
| Pipeline Draft | Policy 447, Policy 449, Policy 451 |
Who does this apply to? University community
What revisions are being made to these policies? All necessary information about private sensitive information is being moved from Policy 449 to Policy 447 so Policy 449 can be deleted. Policy 451 will contain revisions that remove redundant information and refer to the appropriate procedure documentation.
Now that this policy draft is in Stage 1, what does this mean for me? If you have comments or concerns, email the policy steward or the Policy Office.
Entrance to Stage 3
Policy 335 Staff Grievance
| Approval Process | Regular |
| Policy Sponsor | Marilyn Meyer |
| Policy Stewards | Drew Burke |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Staff employees
What were the biggest revisions to the policy? The proposed revisions will bring Policy 335 into alignment with current Utah Board of Higher Education and UVU policies. The revisions establish an informal and formal resolution process for grievances, provide staff employees who have a right to the staff employee grievance procedure with reasonable time off with pay during scheduled working hours, and require parties' and witnesses' testimony be under oath during termination hearings. For more details, see the executive summary at the bottom of the draft in the Policy Pipeline.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31.
Policy 501 Undergraduate Admission and Enrollment
| Approval Process | Regular |
| Policy Sponsor | Michelle Kearns |
| Policy Stewards | Kyle Hicken |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Faculty and students
What were the biggest revisions to the policy? This policy revision contains two specific changes:
1) Section 5.3 will now read, “upon high school completion, concurrent enrollment
students will be automatically admitted to UVU as new freshmen.”
2) Section 5.4 will no longer require that admission applicants under the age of 17
to meet with the Director or Assistant Director of Admissions in person; these meetings may
now occur virtually, over the phone, and so forth.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31.
Policy 503 Add/Drop/Withdraw
| Approval Process | Regular |
| Policy Sponsor | Michelle Kearns |
| Policy Stewards | Kyle Hicken |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Faculty and students
What were the biggest revisions to the policy? The changes to the policy
- Update the references section;
- Add important definitions to support terms in the policy;
- Provide extensive clarification to the add/drop/withdraw procedure; and
- Eliminate the requirement for a student to have chair approval to withdraw from a class.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31.
Policy 522 Undergraduate Credit and Transcripts
| Approval Process | Regular |
| Policy Sponsor | Michelle Kearns |
| Policy Stewards | Kyle Hicken |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Employees and students
What were the biggest revisions to the policy? The changes to the policy
- Clarify and add definitions, adding “Institutional Certificates” as a degree type, modify policy surrounding a student’s ability to earn multiple academic associate degrees at UVU;
- Clarify how dual majors work;
- Clarify credits earned for language proficiency;
- Modify policy related to internships applying to a certificate;
- Replace “Academic Renewal” with student record adjustment and refund procedure;
- Clarify acceptance of credits from “regionally” vs “nationally” accredited institutions; and
- Remove “Repeats” section as this is already found in another.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31st.
Policy 523 Final Grade Processing
| Approval Process | Regular |
| Policy Sponsor | Michelle Kearns |
| Policy Stewards | Kyle Hicken |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Faculty and students
What were the biggest revisions to the policy? The changes to the policy
- Update information about the role of the Council of Academic Standards and update the name of the council in policy;
- Move items currently in the Procedure section to the Definitions section;
- Clarify procedure for student grade appeals;
- Clarify use of “I” and “T” grades;
- Clarify faculty Grade Change procedure and timing;
- Discontinue the use of “E” grades and change to “F” grades;
- Discontinue the use of “UW’”grades; and
- Course Repeats: change from “latest grade” to “highest grade”.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31st.
Policy 526 Student Record Adjustments
| Approval Process | Regular |
| Policy Sponsor | Michelle Kearns |
| Policy Stewards | Kyle Hicken |
| Policy Actions | New |
| President's Council Action | Entrance to Stage 3 |
| Pipeline Draft | Stage 3 Draft |
Who does this apply to? Students
What are the biggest additions to this new policy? This new policy outlines a process that allows a student to petition changes to their transcript based on personal, extenuating, and documented non-academic circumstances. This is process is in compliance with FERPA, which states that students have the right to request amendments to their education records.
Now that this policy draft is in Stage 3, what does this mean for me? This policy is now open for review by the university community. If you have comments about the policy, contact your senator, the policy steward, or the Policy Office. Stage 3 will end May 31.
Entrance to Stage 4
Policy 111 Academic Calendar
| Approval Process | Regular |
| Policy Sponsor | Wayne Vaught |
| Policy Stewards | Kat Brown |
| Policy Actions | Deletion |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 Draft |
Who does this apply to? Employees and students
Why is this policy being deleted? This policy is out of date and does not reflect current procedure. Therefore, this policy is being deleted.
Now that this policy draft is in Stage 4, what does this mean for me? Once approved by Board of Trustees at their June meeting, this policy will be archived and no longer in effect.
Policy 135 Copyright
| Approval Process | Regular |
| Policy Sponsor | Wayne Vaught |
| Policy Stewards | Kat Brown |
| Policy Actions | Deletion |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 Draft |
Who does this apply to? Employees and students
Why is this policy being deleted? The essential components of this policy will be in the revised version of Policy 135 Intellectual Property. All legally required copyright notifications can be posted in easily accessible university websites.
Now that this policy draft is in Stage 4, what does this mean for me? Once approved by Board of Trustees at their June meeting, this policy will be archived and no longer in effect.
Policy 208 Outside Vendors/Contracts on Campus
| Approval Process | Regular |
| Policy Sponsor | Val Peterson |
| Policy Stewards | Frank Young |
| Policy Actions | Deletion |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 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 4, what does this mean for me? Once approved by Board of Trustees at their June meeting, this policy will be archived and no longer in effect.
Policy 209 Contracting with Non-University Employees
| Approval Process | Regular |
| Policy Sponsor | Marilyn Meyer |
| Policy Stewards | Drew Burke |
| Policy Actions | Deletion |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 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 department procedures and Policy 210 Independent Contractors.
Now that this policy draft is in Stage 4, what does this mean for me? Once approved by Board of Trustees at their June meeting, this policy will be archived and no longer in effect.
Policy 367 Employee Resource Groups
| Approval Process | Regular |
| Policy Sponsor | Marilyn Meyer |
| Policy Stewards | Rasha Qudisat |
| Policy Actions | New |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 Draft |
Who does this apply to? Employees
What does this policy entail? Through this policy, UVU will encourage the formation and ongoing engagement of employee resource groups (ERGs) to promote awareness, respect, and inclusion at the University. An ERG is a voluntary, employee-led group centered on shared identities, experiences, or interests. The University must approve each ERG. University ERGs allow employees to identify and share common identities and interests. The policy lays out the process through which employees can apply for approval to establish an ERG.
Now that this policy draft is in Stage 4, what does this mean for me? Once approved by Board of Trustees at their une meeting, this policy will become in effect and employees may be able to begin forming ERGs.
Policy 658 Establishment and Administration of Graduate Programs
| Approval Process | Regular |
| Policy Sponsor | Wayne Vaught |
| Policy Stewards | Jim Bailey |
| Policy Actions | Revision |
| President's Council Action | Entrance to Stage 4 |
| Pipeline Draft | Stage 4 Draft |
Who does this apply to? Faculty and students
What revisions are being made to this policy?
At the completion of Stage 2, Office of General Counsel recommended that section 5.3.1.7 be revised from “Select members of the graduate program admission committee
using diversity principles.” to “Select members of the graduate program admission
committee with as varied disciplinary and experiential backgrounds as practicable.” This revision was made.
Limited scope change to this policy addressed (1) an equity issue (in section 5.3.1.7) and (2) an accreditation issue (in section 4.5.1.2).
Accreditation Issue: Policy 658 currently requires graduate program directors to be elected by full-time graduate faculty. When specialized accreditation standards state specific requirements for graduate program directors, the proposed addition would allow a qualified graduate program director to be appointed. Without this proposed addition, graduate faculty could possibly elect a graduate program director who does not satisfy specialized accreditation requirements, which could jeopardize the program’s specialized accreditation. The Graduate Council recommended adding the proposed changes to section 4.5.1.2.
Now that this policy draft is in Stage 4, what does this mean for me? Once approved by Board of Trustees at their June meeting, this policy will become in effect and all changes will become active.
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.