1. Policy Office Background & Status

2. Background 2002-2003: interest in policy development and organization Extensive research and study Systems Policy Review Committee Visit to Cornell Policy Office MLDP-2 Inventory White Paper for Board of Regents

3. System Policy Review Committee System-wide/System Administration internal policies: Not centrally maintained Not presented in a standard format Unclear in scope No established processes for policy review, approval and maintenance

4. Policy Office Established: 1/16/2006 Primary Objectives: Create plan for organizing & archiving existing policies Develop process for new policy review, approval and maintenance

5. UT System Strategic Plan 6. Assuring Integrity, Accountability and Public Trust Build and strengthen the general public, media and state leadership’s understanding of the importance of the UT System and the 15 institutions in local communities, the state, and nation Developing and maintaining a common and accessible database of information communicated to the general public and to policy makers, searchable by subject matter as well as by the name of the individual policy maker or committee. Requires transparent process for developing system-wide policy, one that ensures accountability

6. Design Process Extensive research and study: System Administration--policy inventory & current practices Other policy offices Extensive consultation with System Administration Offices System Administration Conversion Process Team

7. March 2 nd : Policy Library and Digital Archive Communication Plan: February 9 th -March 2 nd Official, central repository New, unified indexing system http://www.utsystem.edu/policy/ Five separate indices Full-text and keyword search tools Disposition table Assistance via on-line tutorial

8. April 13 th : Policy Development Processes System-wide/system administration policies Three alternative processes Standard-usual process Interim-temporary approval Expedited-rapid review Mechanism for regular review/re-assessment of all covered policies

9. INT155: Formulation and Adoption of Policies by UT System Administration Broad application throughout the UT System encourages compliance with applicable laws and regulations; promotes operational efficiencies; enhances fulfillment of the UT system’s mission; or reduces institutional risks mandates actions or constraints; contains specific procedures for compliance; and articulates desired outcomes subject matter requires review and approval for policy issuance and major changes from either: The Board of Regents; or The Chancellor, and/or those UT System Administration officers specifically designated by the Chancellor.

10. Definition: UT System Administration Policy Broad application throughout the UT System Broad application = significant impact on daily life, operations, responsibilities, procedures or expectations for one or more key communities, including students, faculty and staff Throughout the UT System = To the entire UT System, including all of the institutions, and UT System Administration; or Across all of UT System Administration, internally

11. What’s Exempt? Regents’ Rules System Administration departmental policies, procedures or guidelines that do not meet all 4 criteria Policies of individual institutions of the UT System.

12. April 13, 2007-Present Support and refine policy development processes (pdps) 5 policies under development Enhance on-line support tools Support next scheduled reviews of covered policies 82 policies in 2007 46 currently under review Refine tracking tools-website usage, pdps and reviews, customer support & satisfaction Policy Clean-up Institutions: Rogue links/outdated references System Administration: Departmental websites

13. How Can We Help? CUSTOMER SERVICE Tell us how we're doing: Take our User Satisfaction SurveyUser Satisfaction Survey On-line and staff support http://www.utsystem.edu/policy/ How can we help you?

14. Contact Us! General inquiries: policyoffice@utsystem.edu 512.499.4744 Staff: Ralph Hasson: Special Assistant to the Vice Chancellor rhasson@utsystem.edu 512.322.3702 Jessica Kubik: Policy Specialist jkubik@utsystem.edu 512.322.3758 Genevieve Pierce: Policy Specialist gpierce@utsystem.edu 512.499.4766