EXISTING POLICY REVIEW PROCEDURES AND CHECKLIST

Purpose and Scope

This Policy Review Procedures and Checklist is aligned with WCU’s Policy on Policies and ensures the consistent process and format for the review of existing policies.

Per Policy on Policies, at least every four years, it is the responsibility of the policy owner(s) to review, and to update policies when necessary. Each policy includes a “review date” and remains in effect even if the review date has passed.

Procedures

Policy Review/Revisions

The university official(s) charged with the responsibility for implementing and/or updating university policies their area is the policy owner(s). At least every four years, it is the responsibility of the policy owner(s) to review and update policies when necessary. The policy owners will receive an electronic alert from the Policy Library of the policies scheduled one year prior and another reminder 6 months prior to be reviewed in that year.

  1. Upon consultation with other Division Policy Designees, determine if the policy goal can be attained through a revision of existing policies of similar subject matter. If the policy will affect certain university members in expected or unforeseen ways, the policy owner should consult with appropriate constituent groups across all divisions for review and feedback.

    The policy owner or designee should email policydesignees@wcupa.edu that your policy is up for review.
  2. Ensure continued alignment with applicable System, State, Federal, accreditation requirements, and applicable bargaining units.
  3. Apply a diversity, equity, and inclusion lens to the review process to include:
    1. Avoid the use of gender specific pronouns.
      Ensure the use of gender-inclusive language within policy documents. For example:

      Gendered 

      Chairman/Chairwoman 
      He/She pronouns 
      Freshman 
      Father/Mother/Brother/Sister 

      Gender Inclusive

      Chair/Chairperson
      They/Them pronouns
      First year student
      Parent/Sibling


      “They/their” and “you/your” are the most inclusive pronouns to use in policies and in communications, in general. These pronouns alienate neither women nor persons who identify as nonbinary.
    2. Does the policy leave out any identity group? (if so, is there a reason for this?)
      While the impact of campus policies on the performance of all WCU students is important, consider the following groups as primary targets of the Equity lens process as they represent groups historically excluded or marginalized in higher education:
      • First Generation students
      • Underrepresented students/faculty/staff by race, age, gender identity, and/or sexual orientation
      • Members of the LGBTQ community
      • Nontraditional students (homeless, single parents, aged out of foster care, etc.)
      • Culturally/Linguistically Diverse (international)
      • Socio-economic status (personal or high school)
      • Persons with disabilities
      • Women
      • Military/Veterans 
      • Religious groups
    3. Is the Policy free from bias towards a particular (or more than one) identity group?

      Like everyone else, faculty and administrators have a range of biases, mental shortcuts, and social and cultural influences that can impact decision-making. Consider who is at the policy review table. We often look for information that confirms our existing views. Who should be brought into the conversation? What participatory structures can be added to hear from more voices? Who or what informs your thinking on these issues?
    4. Does the policy impact one group over another in a discriminatory fashion? Does the policy benefit one group at the expense of another?

      Ask what the intent is behind the policy being reviewed? What assumptions does the policy include? Who benefits from the way things are and who is adversely impacted? For example, when looking at workplace leave policies, some organizations have adopted “floating holidays” which enable employees the ability to make a choice and more appropriately schedule preferred religious holidays/observances.
    5. Depending on the content of the policy, does the policy identify access for those with disabilities? Is the policy accessible in a different format? (ie facility Use Policies, Use of Space on Campus, Websites, Communications to internal/external publics, etc.)
    6. Does the language meet the minimum or exceed expectations? Language is not neutral. The words we use affect how we think and perpetuate attitudes about groups. Choose words that convey sensitivity and understanding not because we want to be correct, but because how we use words affects our Rams community.
    7. Have shifts in the evolution of inclusive terminology been addressed? (i.e. handicapped vs. individuals with disabilities)

      All language evolves. Language changes with time to reflect the campus community/society, and, therefore, policy language must also evolve and remain current. Handicapped: a word that originates from “cap in hand” or someone who needs to beg. The term handicap may be used, however, best to be used to describe an imposed barrier that restricts a person.
  4. If no changes are required when a policy is reviewed, the policy owner(s) will cumulatively add the “Review Date” (keeping original dates as well) on the policy and upload as such into the Policy Library as well as inform the University President, Executive Vice President, or appropriate Vice President indicating no change to the policy who will then inform President’s Cabinet.

    It will be important for policy owners to ensure their unit VP has the requisite information to inform President’s Cabinet review of said policy (and no changes).
  5. The policy owner(s) can make minor revisions that do not change the substance of a policy (e.g., changing links, changing references to other policies or documents, changing position titles) without completing the formal approval process described in the Business Rules for Revising or Small Edits to an Existing Policy. Such changes should be made to the policy to include cumulatively adding the “Review Date” (keeping previous dates) and upload as such to the Policy Library. Depending on the scope of the minor revisions, the policy owner will determine if an automatic email communications will be generated to faculty and staff.

    It will be important for policy owners to ensure their unit VP has the requisite information to inform President’s Cabinet of the review and minor revisions to said policy prior to an automatic email communication.
  6. Major or substantive revisions to an existing policy must be treated the same as new policies, and will undergo the development and approval process outlined in the New Policy Development Procedures Checklist.
  7. If it has been determined that a policy should be rescinded, the policy owner should follow the Business Rules for Rescinded Policies to include the use of the Rescinded Policy Template.

References

WCU’s Policy Library

PASSHE Board of Governors Policies

Middle States Commission on Higher Education

U.S. Department of Education