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Administrative Policy Enactment

University Governance


Contents

  1. Introduction
  2. Roles and Responsibilities
  3. Policy Statement
  4. Definitions
  5. Procedures
  6. Related Information
  7. Policy History

I. Introduction

  1. Authority: C.R.S. § 23-54-102, et seq. (2002) authorizes the Trustees of Metropolitan State University of Denver (MSU Denver) to establish rules and regulations to govern and operate the University and its programs. The Trustees retain authority to approve, interpret, and administer policies pertaining to the governance of the University. The Trustees grant authority to the President of MSU Denver to approve, administer, and interpret policies pertaining to the operation of the University.

  2. Purpose: This policy defines the process to establish, amend, and archive policies governing the administration and operation of the University. Administrative university policies include, but are not limited to, communication, facilities, finance, governance, information security, legal compliance, personnel, risk management, strategic planning, and general University operations.

  3. Scope: University policies and procedures apply to all members of the University community or a subset of all members of the University community, such as all employees or all students, as specified in a particular policy. Divisional and departmental policies and procedures not conflicting with University policies do not fall within the scope of this policy. Academic policies also do not fall within the scope of this policy.

II. Roles and Responsibilities

  1. Responsible Executive: President

  2. Responsible Administrator: General Counsel

  3. Responsible Office: President's Office

  4. Policy Contact: Policy Administrator, 303-605-5231, policy@msudenver.edu

  5. See Additional Roles and Responsibilities.

III. Policy Statement

  1. Criteria

    1. An administrative university policy will (1) advance the university’s vision, mission, values, or strategic plan; (2) align university operations with accreditation, legal, or other externally imposed requirements; and/or (3) address an operational efficiency or institutional risk.
    2. Administrative university policies and procedures apply to all members of the University community or a subset of the University community, such as all employees or all students, as specified in a particular policy.

  2. Principles

    1. MSU Denver’s process to establish, amend, or archive administrative university policies will be consistent, well documented, and transparent.
    2. Impacted stakeholders, including students, faculty, staff, administrators, and other relevant constituent groups, will have the opportunity to participate in the review and deliberation process prior to the establishment, amendment, or archiving of an administrative university policy.
    3. Approved administrative university policies will be documented in a consistent, centralized, and readily searchable format.
    4. Responsible units will communicate with and train the appropriate members of the University community when administrative university policies are established, amended, or archived.
    5. Responsible units will review existing administrative university policies on a regular basis for currency, clarity, and consistency with other internal and external rules, regulations, and requirements.
    6. Responsible units will assess the effectiveness of policies overseen by that unit, including training and communication of policies, on an ongoing basis.
    7. Administrative university policies that are no longer relevant will be archived in a manner consistent with the State of Colorado’s and the University's records retention policy.

  3. Approval

    1. C.R.S. § 23-54-102, et seq. (2002) authorizes the Trustees of MSU Denver to establish rules and regulations to govern and operate the University and its programs. The Trustees are responsible for approving, interpreting, and administering policies pertaining to University governance. The President of MSU Denver is responsible for approving, administering, and interpreting policies pertaining to the operation of the University.

  4. Expedited or Interim Policies

    1. The President may approve an interim, administrative university policy when the standard time for review and approval is insufficient to address legal requirements or a significant institutional risk.
    2. If approved, interim policies are active for one year, during which time the responsible unit must complete the standard policy review and approval process.
    3. Interim policies must be documented and published in a format consistent with standard approved policies.
    4. Grammatical and technical changes may be made to policies to reflect current legal requirements and University branding and standards.

IV. Definitions

  1. Authority: The individual or entity with the power or right to enforce and to make decisions regarding a particular policy.

  2. Academic Policy: A statement of principles guiding the organization and operation of academic programs within the University. Academic programs include, but are not limited to, general education, degree, major, minor, certificate, and teacher preparation programs.

  3. Administrative Policy: A statement of principles guiding the administration and operation of the University. The statement should include what is permitted or prohibited, what is required, or how issues will be handled. Administrative university policies include, but are not limited to, communication, facilities, finance, governance, information security, legal compliance, personnel, risk management, strategic planning, and general University operations. NOTE: If viewers read only this section, they should know what the policy is and how it extends to the university. How-to procedures can be elaborated in the Procedures section.

  4. Definition: The meaning of any specialized terms included in a policy that may be subject to interpretation if undefined.

  5. Functional Area: The broad, operational area to which the policy belongs, such as academics, administration, finance, human resources, information technology, and student affairs.

  6. Policy Number: An alphanumeric ID based on policy type designated by the policy office on approval of a policy.

  7. Principle: A fundamental truth or belief that serves as the basis for a policy and guides the actions or values of the University.

  8. Procedure: The step-by-step actions required to operate or comply with the policy.

  9. Purpose: The rationale for adopting the policy. The purpose may include the problem or conflict the policy is designed to resolve and should reference regulatory or legal reasons for the policy, if applicable.

  10. Sanction: Any penalties, such as disciplinary action and/or civil or criminal penalties, resulting from failure to comply with a policy.

  11. Scope: The University population to whom the policy applies and under what conditions.

  12. Title: A brief, descriptive heading for the policy.

V. Procedures

  1. Procedures for Establishing or Amending Administrative University Policies

    1. The Responsible Unit drafts the proposed policy or revision using the University Policy Template.
    2. The Policy Advisory Committee reviews the proposed policy or revision and provides feedback to the Responsible Unit.
    3. The Responsible Unit responds to and incorporates the Policy Advisory Committee’s feedback, as appropriate.
    4. The University Community reviews the proposed policy or revision and provides feedback to the Responsible Unit. The University Community has 20 business days to review and comment on proposed policies or revisions.
    5. The Responsible Unit responds to and incorporates the University Community’s feedback, as appropriate.
    6. The President’s Cabinet reviews the proposed policy or revision and recommends action on the policy to the President.
    7. The President approves the proposed policy or recommends other action.
    8. The Policy Office publishes the approved policy or revision in the University Policy Library and notifies the University Community.
    9. The Responsible Unit communicates with and trains the University Community on the approved policy or revision.
    10. The Responsible Unit and University Community update University publications to include the new or revised policy.

  2. Procedures for Archiving Administrative University Policies

    1. The Responsible Unit notifies the Policy Office of the request to archive a policy.
    2. The Policy Advisory Committee reviews the request to determine impacts.
    3. The Responsible Unit addresses the impacts of archiving a policy.
    4. The Policy Office notifies the University Community of the request to archive the policy. The University Community has 20 business days to comment on the request to archive the policy.
    5. The Responsible Unit addresses any impacts or concerns raised by the University Community during the comment period.
    6. The President’s Cabinet reviews the policy and recommends action on the policy to the President.
    7. The President approves archiving the policy.
    8. The Policy Administrator archives the policy according to the University’s records retention plan.
    9. The Responsible Unit communicates with the University Community about the archived policy.
    10. The Responsible Unit and University Community update University publications to remove the archived policy. 

VI. Related Information

  1. US Code of Federal Regulations: Title 34 Education (Higher Education Act of 1965, as revised), ecfr.gov

  2. Colorado Revised Statutes § 23-54-102, et seq. (2002), Colorado Revised Statutes (NexisLexis) 

  3. Colorado Department of Higher Education, CDHE Policies

  4. Higher Learning Commission, Accreditation Criteria

  5. Additional Roles and Responsibilities
     
    1. Board of Trustees: The Board approves, interprets, and administers policies pertaining to University governance.

    2. President: The President approves, interprets, and administers policies pertaining to University operations.

    3. President's Cabinet: The President’s Cabinet reviews proposed policies and revisions and recommends to the President whether a proposed policy should be approved. The President’s Cabinet reviews policy impact statements to recommend if a proposed policy should undergo development.

    4. Responsible Administrator: The Responsible Administrator is the University officer or other authorized institutional official responsible for overseeing operation of and compliance with the policy. As the subject matter expert, the responsible administrator or designee drafts the proposed policy or revision, incorporates feedback from stakeholder groups, implements the policy once approved, and trains the campus community on the policy or revision.

    5. Responsible Executive: The Responsible Executive is the University officer or other authorized institutional official responsible for providing high-level oversight and sponsorship of the policy.

    6. Responsible Unit: The Responsible Unit is the office, department, or organization responsible for overseeing or operating a policy. Responsible units are also responsible for communication, training, and assessment of policies overseen by that unit.

    7. Policy Administrator: The Policy Administrator oversees the University’s Policy Management Program and chairs the Policy Advisory Committee. This position supports policy developers and stakeholders by facilitating the policy development and review process; researching best practices on proposed policies; providing policy development tools and templates; communicating with the University community regarding proposed, approved, and archived policies; and maintaining the University’s policy library.

    8. Policy Advisory Committee: Policy Advisory Committee members review administrative, university policies for currency, clarity, and consistency with other internal and external rules, regulations, and requirements prior to enactment, revision, or archival of a policy. Committee members may also research best practices on proposed policies and assist responsible units with drafting policy proposals and impact statements.

    9. Policy Contact: The policy contact is the individual position or office the University community should contact with questions on the policy.

    10. Policy Stakeholder: Policy stakeholders are individuals or groups who are impacted by a particular policy and should provide feedback on those impacts during the policy development phase.

VII. Policy History

  1. Effective: July 1, 2017

  2. Approved by: Board of Trustees

  3. Revised: This policy supersedes the policymaking policy and procedures published in the MSCD Trustees Manual (2007), sections 1.8, 1.9, and 1.12.

  4. Review: This policy will be reviewed one year following enactment and every five years thereafter or as necessary to conduct University operations.