University Policy Office (UPO)


Current list of FAQs:

Q1. What is a University policy?

A University policy is a document that (1) states the university’s position on a particular issue, and (2) includes procedures for compliance.

A university policy is defined by all the following criteria:

  • It has broad application throughout the university
  • It helps achieve compliance with applicable laws and regulations, promotes operational efficiencies, enhances the university’s mission, or reduces institutional risks

If a policy fits the criteria above, it is a university policy. If it does not, it is a departmental, office, or college policy.

Q2. How can I get a copy of a policy?

The policies that have been issued through UPO are available to read and print from the ComplyTrack website. If you need information on a policy listed that is under “Major” or “Minor Revision,” contact the Policy Contact for an update. If a policy is in “Pending Signature,” the policy has been approved by the relevant committees and is awaiting electronic approval from the Policy Contact.

Q3. What is the role of the University Policy Office (UPO)?

The UPO assists in the creation, development and revision of policies and procedures. The UPO is responsible for providing updated templates, posting current policies and procedures on the UPO site and archiving outdated documents.

Q4. Does the University Policy Office (UPO) actually write policies?

At its inception, the University Policy Office (UPO) was charged with the responsibility to identify and standardize all university policies. In doing so, policies were found in all forms: some written, some as memos compiled in notebooks dated back many years, some existing only word-of-mouth, and some that needed development from beginning to end. Standardization or development of a policy requires consultation with individuals from all parts of the university, such as administrators, business managers, vice presidents, and other officers, college deans, University Counsel the President and Board of Trustees. In meetings and consultation with these different groups, UPO gathers information and assists in the crafting of a cohesive document that is complete, comprehensible, and easy to use.

Q5. Who approves University policy?

As a policy is developed, it goes through a rigorous review and approval process. The Policy Contact and/or designed Editor(s) draft a policy and then submit the policy for review by the appropriate individuals/committees within the department or college. Then, the editorial process takes place, during which the policy is analyzed for relevance and application. The Operations Council and/or the Dean’s Council and Faculty Senate member(s) review making any necessary changes. The entire review process often takes six months or more before final approval is complete.

Q6. Can I make suggestions to improve a policy?

Absolutely, you are welcome to make suggestions! Feedback about policies may be sent to the Policy Contact and/or UPO. Typographical or other simple errors that you submit can be changed immediately by UPO. Suggested changes of a more substantive nature will be introduced to the responsible executive, and revision to the policy will take place when and if applicable.

Q7. How do I suggest changes to existing policies?

1. Talk to your supervisor to get his/her reaction to your suggestion and determine whether both of you agree on the changes.

2. Contact the responsible office for the policy. This information can be found in the heading of any policy being managed by UPO. Discuss your suggestions with the policy owner.

3. If the policy owner agrees that the changes hold be made, he/she will contact appropriate stakeholders and begin the process of reviewing the policy.

Q8. Where do I call if I have a question on a policy?

Almost all of the policies issued through the UPO have a contacts section directing you to the appropriate office for answers to your questions. For policies that do not have a contact section, or if you are unsure of where to call, contact your department’s administrative office or the responsible office for that policy.

Q9. How can I get a university policy started from my unit?

The UPO is equipped to assist you with questions you have about the process in general. If you want to know whether a university policy is warranted in a particular situation, send an email to: policies@westernu.edu or call 909-469-8517.

Q10. Where do I send questions or comments about this Webpage?

Send questions, comments or suggestions about this Webpage to: policies@westernu.edu

Q11. Where do I send requests for assistance with technical issues while creating or revising a policy on Self-Services (BanWeb) site?

Send all requests for assistance with technical issues to:

Technical Support < techsupport@westernu.edu >