Development, Revision, and Approval of UW-Whitewater Policies and Procedures

UWW Policy 1

Original Issuance Date: 10/17/2025

1. Policy Purpose
Policies and procedures must be up-to-date, consistent in format and how they are approved, and easily accessible and understandable to stakeholders.  This policy on the development and approval of policies and procedures is issued to promote these objectives.

2. Responsible UW-Whitewater Office
Office of Compliance and Risk Management

3. Scope
This policy applies to the development, revision, and approval of UW-Whitewater policies, procedures, and interim policies.  

4. Definitions
UW-Whitewater Policies: Institutional policies that are broadly applicable across the UW-Whitewater and UW-Whitewater at Rock County campuses and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the institution.  These policies shall establish standards to achieve compliance with or implement applicable Federal, State, Board of Regents, and Universities of Wisconsin System Administration laws and regulations, where appropriate. 

Examples include but are not limited to: UWW 080: Display of Official Flags; UWW 302: Discrimination, Harassment, & Retaliation; UWW 801: Smoking Policy; and UWW 901: Public Posting.

UW-Whitewater Procedures: Contain a sequence of action steps related to a UW-Whitewater policy that specifies how that policy should be implemented. Procedures may include specific instructions and forms that foster compliance with an associated policy.

Interim Policies: Policies that are needed to address an emergency within a period too short to go through the full review process. These interim policies always have an expiration date, typically within one year of approval. An interim policy can establish new practices or amend, waive, or suspend provisions of existing UW-Whitewater policies.

Departmental Policies & Procedures: Policies and procedures that are only applicable to specific departments or units at UW-Whitewater and are designed to promote efficiency, reduce risk, and/or enhance the operational objectives of the specific department or unit.

Examples include but are not limited to: University Center Policies (Facility Use, Table Tent, Hall Table, etc.); University Housing Policies (Assistance Animals, Drugs, Fire Safety, etc.); and College of Letters and Science Policies (Office Hours, Absence, etc.).

5. Policy Statement

A. UW-Whitewater Policy, Procedure, and Interim Policy Format and Content

UW-Whitewater Policies developed after the effective date of this policy shall use the consistent format, UWW 1.B, UW-Whitewater Policy Template.

UW-Whitewater procedures developed after the effective date of this policy shall use the consistent format, UWW 1.C, UW-Whitewater Procedure Template.  The Office of the Chancellor may grant exceptions for procedures that primarily serve as forms rather than step-by-step instructions.

Interim policies shall use a consistent format, UWW 1.D, UW-Whitewater Interim Policy Template.

UW-Whitewater policies and procedures should be brief and easy to read.  Each policy and procedure should take into account the following:

1. Legal and ethical implications;
2. Fiscal implications;
3. Personnel or human resources issues;
4. Simplicity in technical explanations;
5. Cross reference of related, or companion policies;
6. Identification of an appropriate reference for questions and clarification;
7. Reference to a department website as appropriate; and
8. Federal, State, Board of Regents, and Universities of Wisconsin System Administration laws, regulations, and policies.

A UW-Whitewater policy should satisfy all of the following criteria:

1. It is consistent with shared governance as specified in Wisconsin Statutes (Chapter 36), UWS Administrative Code and relevant UW-Whitewater policies and procedures approved and enforced by governance bodies;
2. It is a governing principle that mandates or guides action;
3. It has institution-wide application;
4. It will change infrequently and sets a course for the foreseeable future;
5. It helps ensure compliance with applicable laws and regulations and reduces risk;
6. It enhances the University’s mission; and
7. It is approved by the Chancellor and where necessary approved by the Board of Regents.

B. Standard UW-Whitewater Policy and Procedure Process

The development and revision of UW-Whitewater policies, procedures, and interim policies are outlined in UWW Procedure ___.A.  

The development and revision of UW-Whitewater policies, procedures, and interim policies must include the opportunity for appropriate levels of consultation with affected stakeholders and a date upon which the policy will be reviewed by individuals or groups charged with reviewing policies and procedures.  The review of procedures associated with policies shall coincide with the policy review date.  UW-Whitewater policies and procedures are to be developed in alignment with all laws, regulations, Regent Policy Documents, and other UW-Whitewater policies and procedures.

The UW-Whitewater Chancellor shall approve all UW-Whitewater policies.  All UW-Whitewater procedures associated with policies shall be approved by the appropriate Vice Chancellor, as determined by the nature of the procedures being considered.  The Office of the Chancellor, or designee, shall serve as the custodian of UW-Whitewater policies and procedures and work with relevant offices at UW-Whitewater to ensure the timely communication and publication of all approved policies and procedures. The Office of the Chancellor, or designee, shall be responsible for assigning the appropriate UW-Whitewater policy or procedure number for each proposed policy or procedure.

C. Interim UW-Whitewater Policies

Interim policies may be necessary to address an emergency situation by:

• Drafting a new policy, where an interim policy addresses a high-level concern that requires clarification sooner than would be allowed by the full UW-Whitewater policy review process, with the intention that a normal UW-Whitewater policy will be drafted and reviewed to replace the interim policy; or
  Amending/waiving provisions of an existing policy or procedure, if the action is to be necessary for only a temporary time (e.g., one-time extension of the due date of a required report).
• All interim policies will include an expiration date, which will be no longer than one (1) year after the policy is approved.  An interim policy may only be extended beyond a one-year period from the original issuance date under extraordinary circumstances.  The policy owner must provide justification in writing for the extension.  That justification must be reviewed by the Vice Chancellors and Shared Governance Leaders and approved by the Chancellor prior to any extension taking effect.  The UW-Whitewater Chancellor must approve all interim policies.

An interim policy that is originally published with an expiration date of less than a year from its original issuance date may be extended up to a year from its issuance date upon consultation with the Vice Chancellors and Shared Governance Leaders and approval by the Chancellor.  If an interim policy addresses an operational or business need that exists beyond one year or the original justified effective period, a related draft UW-Whitewater policy will be created and sent through the UW-Whitewater policy review process outlined in UWW Procedure ___.A.

D. Record Retention

In accordance with the Universities of Wisconsin Records Schedule, the Office of the Chancellor shall be responsible for permanently maintaining records of all UW-Whitewater policies, procedures, and interim policies, including all revisions and rescission records from the effective date of this policy.

E. Departmental Policies & Procedures

Departmental policies and procedures shall be developed in alignment with all laws, regulations, Regent Policy Documents, and other UW-Whitewater policies and procedures.

The development, revision, approval, and rescission of departmental policies and procedures are at the discretion of the individual department or unit and shall reflect the specific needs and operational objectives of that area.  While the process may vary, departments shall:

Ensure policies and procedures are clear, accessible, and effectively communicated to faculty, staff, and students as applicable;
Consult with relevant stakeholders within the department or unit to promote transparency and alignment with best practices;
Permanently maintain documentation of all approved policies and procedures, including all revisions and rescission records;
Coordinate with the Office of the Chancellor when policies or procedures intersect with UW-Whitewater policies and procedures to avoid conflicts or inconsistencies; and
Review policies and procedures as necessary, but no less frequently than every five (5) years.

6. Related Documents
UW-Whitewater Procedure 1.A, Development, Revision, and Approval of UW-Whitewater Policies and Procedures

UW-Whitewater Procedure 1.B, UW-Whitewater Policy Template

UW-Whitewater Procedure 1.C, UW-Whitewater Procedure Template

UW-Whitewater Procedure 1.D, UW-Whitewater Interim Policy Template

UW-Whitewater Procedure 1.E, UW-Whitewater Policy and Procedure Transmittal Form

7. Policy History
First approved: September 2025

8. Scheduled Review
June 2026

9. Contact Information

Questions regarding the interpretation of this policy should be directed to:

Office of Compliance and Risk Management

Email: policies@uww.edu