University Policy Office (UPO)


Effective Date

The date the policy/procedure will be placed into operation.


Are used to form the basis of an electronic search for policies and related documents.


A course of action or unequivocal principle considered prudent or beneficial. It defines the direction that the university will take to provide a constant foundation for all decisions and actions affecting the university functions. It is a guiding or governing principle.

Policy Contact

The appointed individual within a college or department responsible for preserving the accuracy and comprehensiveness of policy substance. This individual will periodically review existing policies and procedures, propose revisions where needed, and identify areas where a policy may need to be established. In most cases, this individual is the definitive authority regarding policy.

Policy Editor

An individual within a college or department selected by the policy owner to assist with the creation of new policies and/or to edit substance in existing policies or procedures. The Policy Owner may choose to be both the owner and editor.

Policy and Procedure Administrator

An individual identified by the University to safeguard the integrity of the University policies. This individual serves as a resource to policy owners, university officers, and all others who propose policies.

Policy Number

College or Administration; Heading; Sub Heading; Policy Number; Related Procedure; (1) and multiple procedures (1a) Examples: C4.1.54.5; A2.10.0.20 or including a procedure C4.1.54.5(1)

Policy Statement

One or two sentences that state a rule or a course of action that the university supports. May begin with the words: “It is the policy of Western University, (college or department name), to…”

Policy Support System

Policy owners shall receive support from the University Office of Policy Administration through every phase of policy development process.


Statements that set out step-by-step actions that must be taken to carry out the mandate of the associated policy allowing for the methodical implementation of the policy.

Purpose of Policy

One or two sentences describing why this policy has been developed. May begin with the words: “To ensure; to provide for; to substantiate; to clarify; to maintain adherence to…”.

Related Information

All relevant informational details of the policy should be placed under this heading.

Related Policies, Procedures, Forms, and Documents

This field lists the numbers and titles of related policies, procedures, forms, and other documents that should be read in conjunction with the current policy.

Relevant Legislation, Regulations, and Accreditation Requirements

This entry is relevant to those policies whose origins stem from government legislation or those that have associated statutes, rules, or directives of the accrediting organization, university, or college.

Responsible Office

All university policies are owned by the college or department from which it originated. The foundation for the proposal of a new policy or revision of an existing policy shall be maintained by the dean, vice president or executive representative of the responsible office.

Review History

This field records the dates of all revisions to the policy.


The official title by which the policy is known.


University Policy Office