0.00 University Policies and Procedures

Review Deadline

Tuesday, February 10, 2026

Redline Version

Purpose and Policy Statement

The purpose of this policy is to designate operational policies and procedures for the University of Northern Iowa; to specify policy and procedure initiation, approval, and administrative bodies; and to establish a process for the development, review, approval, and dissemination of university policies and procedures.

The University of Northern Iowa Policies and Procedures shall provide the framework for all policies and procedures applicable to the entire university. These policies and procedures shall be written in a format and developed, approved, and disseminated by processes prescribed herein. The University Policies and Procedures shall be housed on the University Policies website.

Definitions

A University Policy is a written statement of policy of general applicability to members of the campus community. University policies may be developed by a college, department, or unit or by university administration in order to express basic values of the institution; to ensure coordinated compliance with applicable laws, regulations, and governing policies; to promote operational efficiencies; to enhance the university’s mission; and/or to reduce institutional risk. University policies are distinct and do not include departmental policies, which apply only to the operation of a specific college, department, or unit. Departmental policies may supplement, but must not conflict with, university policies.

Procedures contain specific mechanisms or processes related to and authorized by a university policy that establish how that policy should be carried out. Procedures may include detailed instructions, steps, and/or forms that facilitate compliance with a university policy. Not all policies include procedures.

Responsible Office is the role responsible for administering a policy and its related procedures, processes, instructions, and forms. The responsible office drafts new policies or revisions to existing policies, is accountable for the accuracy of a policy’s subject matter and its timely review, and ensures that procedures necessary to carry out the policy are current.

Format of Policies

Policies shall be written in a format that includes standard components as well as discretionary components that effectively specify the policy in question. The following policy sections are required:

A. Policy title

B. Purpose and policy statement

C. Definitions

D. Applicability

E. Roles and responsibilities

When necessary, additional sections and related procedures can be included.

The following information will appear at the end of each policy:

  • Revision history (should include the effective date and all revision dates)
  • Authority
  • Responsible office
  • Related resources

Origins of Policy Proposals

Policy proposals may originate from any campus unit, governance body, or administrative office that identifies a need for a new policy or a revision to an existing one. Proposals commonly arise in response to changes in federal or state law, Iowa Board of Regents policies, accreditation or compliance requirements, institutional risk assessments, strategic priorities, or identified gaps in current practices. Academic and administrative leaders, faculty governance groups, and operational units may initiate proposals to ensure university policies remain current, effective, and aligned with the institution’s mission and obligations. The originating body must partner with the designated Responsible Office to evaluate the proposal and if appropriate, prepare it for stakeholder consultation, further review and approval process.

Policy Review Committee

The university shall maintain a Policy Review Committee (PRC) which will review new and revised drafts of university policies under consideration by the campus community and the President. The PRC is considered an advisory committee reporting to the President. This committee shall consist of the following members:

  • A chair or co-chairs, as designated by the UNI President.
  • General Counsel or Associate Counsel.
  • Associate Provost for Faculty or their designee.
  • Associate Provost for Academic Affairs or their designee.
  • One representative from the division of Finance and Operations.
  • One representative from the division of Student Life
  • One representative from UNI Advancement.
  • The Chair of the Faculty or their designee.
  • The Chair of the Faculty Senate or their designee.
  • The United Faculty President or their designee.
  • The Chair of the Council of Academic Department Heads or their designee.
  • One representative from Human Resource Services.
  • One P&S employee representative.
  • One Merit employee representative.
  • One student representative.

Except as otherwise noted, members of the PRC shall be nominated by their respective bodies and confirmed by the President to serve three-year terms. If a representative is not appointed as indicated above, that position on the PRC will be vacant until such appointment is made.

Review and Approval Process for Policies

The process below is to be followed when a new university policy is proposed, an existing policy is revised or a policy is being proposed for deletion:

1. Initial Policy Proposal : A Responsible Office proposes a new policy, revisions to or elimination of an existing policy. This body then:

  • Coordinates consultations from relevant stakeholders. Secures initial approval of the draft policy from its respective division head, or for policies within the President’s division - from the President’s designee.
  • Provides the draft of the proposed policy or revision or the request to delete a policy to the chair/co-chairs of the PRC, who in turn will – (i) have the draft or request to delete posted on the University Policies website, (ii) publicly announce the proposal via campus e-mail, (iii) accept public comment for a period of at least 10 business days after the proposal has been posted and the related email has been issued, and (iv) provide the comments to the Responsible Office. The posting will include an explanation of the reason for a new policy, revisions to or a deletion of an existing policy.
  • Revises the policy as appropriate after considering the university community’s comments.
  • Submits the final proposal to the chair/co-chairs of the PRC, for consideration by the PRC.

2. Policy Review by the PRC: The PRC examines the policy, input from the university community, and the Responsible Office. As soon as reasonably possible, the PRC must either:

  • Agree with the recommendation and move the policy forward in the review and approval process.
  • Suggest revisions and return the policy to the Responsible Office.
  • If the Responsible Office accepts the revisions, the revised policy moves on to the next step of the review and approval process..
  • If the Responsible Office disputes the revisions, it must present its rationale to the PRC. The draft policy does not move forward in the review and approval process until consensus between the Responsible Office and the PRC is reached.

3. Final Review and Approval by the President: All university policies shall be subject to review and approval by the UNI President. The UNI President may bring policies to the President’s Cabinet and/or University Council for recommendations relating to policy approval.

Dissemination of Policies

Upon receiving notice that a new, revised or deleted policy has been approved by the President, the chair/co-chairs of the PRC shall notify the Responsible Office and update the UNI Policies website accordingly. Review and Approval Process for Procedures

All Procedures shall undergo review and approval within their respective Responsible Office. The Responsible Office shall consult with relevant stakeholders to develop and maintain efficient and user-friendly procedures. Procedures are to be approved by a respective Division Head (President or Division Vice President). No formal approval from the PRC is needed.

Other

The following additional rules and practices pertain to UNI policies:

  1. All time periods for university community review of policy proposals must occur during the Fall or Spring academic semesters. If a policy is adopted without satisfying this requirement, it will be considered an interim policy that must be reviewed according to the prescribed process during the next academic semester.
  2. The chair/co-chairs of the PRC, shall have the authority to approve non-substantive changes to UNI policies without PRC approval. Such changes must be discussed with the respective Responsible Office.
  3. All policies and procedures identified on the UNI Policies website should be reviewed at least every five years by the relevant Responsible Office. If there are no substantive changes upon review by the Responsible Office, step 2 of the formal policy review and approval process is not required.
  4. Records of the PRC and other parts of this policy review and approval process involving the chair/co-chairs of the PRC will be maintained by and retained in the President’s division.

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