How to Revise a Policy

(also view flowchart)

Responsible Executive:

  1. Identifies a need for revision and designates a Responsible Office.

Responsible Office:

  1. Obtains WORD version of the source document from the Office of the Secretary of the University (OoS) by emailing secretary@oq.rutgers.edu.
  2. Edits the document using track changes.
  3. Consults with OoS to decide if the changes being proposed are "Substantive" or "Non-Substantive".
  4. If changes are "Non-Substantive" then proceeds to obtain the Responsible Executive approval. Sends approval along with two versions of the policy, a "track changes" version (with strikeouts and additions) and and a "clean" version (without strikeouts) to OoS for posting on the policy library website.
  5. If changes are "Substantive":
    • Coordinates Stakeholder Review.
    • Refines draft and sends it to the OoS for a review of content for clarity, grammar, spelling, and any formatting inconsistencies.
    • Obtains endorsement from the Responsible Executive followed by an approval from Approval Authority.
    • Sends OoS approval along with two versions of policy, one with "track changes" and a "clean" version (without track changes.)
    • If Approval Authority is Board of Governors (BOG) and/or Board of Trustees (BOT), works with the Office of the Secretary of the University to schedule and obtain endorsement by the appropriate committee and approval by the board.

Office of the Secretary of the University:

  1. Provides consultation to Responsible Executive and Responsible Office at the outset and as needed during the entire revision process.
  2. Reviews all policy proposals for clarity, spelling, and any formatting inconsistency.
  3. Sends draft with comments and suggestions back to Responsible Office for obtaining endorsement and approval respectively from Responsible Executive and Approval Authority.
  4. If Approval Authority is Board of Governors (BOG) and/or Board of Trustees (BOT), works with Responsible Office to schedule committee reviews as a prelude to obtaining approval of BOG/BOT.
  5. Updates policy library website and communicates to the University.
  6. Notifies Responsible Executive and Responsible Office that the policy has been published.

Responsible Executive:

  1. Ensures policy is maintained  current by review/revision of content on a periodic and as needed basis.