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How to Develop/Update a Policy

The KU Policy Register is a compilation of authorized academic and administrative policies of Kutztown University, which serves as a source of information for the campus community, and as a basis on which decisions can be made.

It is the responsibility of the Chief of Staff to the President to oversee and maintain the Policy Register, by recording any policies as approved by the Council of Trustees and/or the President, and endorsed by the appropriate governance structure. This Policy Register is updated through periodic additions, deletions and changes. Policies under revision have been taken off the website, to avoid any misunderstanding. Further information may be obtained by contacting the President's Office. The Office of the President has prepared the following guidelines to help departments and university officials in the development and revision of official university policies:

POLICY DEVELOPMENT AND IMPLEMENTATION GUIDE
The Chief of Staff to the President is responsible for the administration of university policies and will:

  • Provide the campus community with a policy standard format to follow
  • Maintain and update the policy register, with at least one annual review
  • Support and collaborate with university departments to develop, implement, and review policies

Policy Development and Formulation

  • Policies may be originated by the Council of Trustees, the President, or a Cabinet member.
  • The President and the Council of Trustees are the only entities that may approve a policy, however, following the university's shared governance model, the president solicits, if applicable, the endorsement of APSCUF, University Senate and Administrative Council.
  • The President may implement a policy that has not received endorsement from APSCUF, University Senate and/or Administrative Council.
  • The degree of endorsement necessary to enact a university policy depends upon the policy's classification as academic policy, administrative policy or Council of Trustees policy.
  • Academic Policy: An academic policy directly affects the educational mission of the university. Usually developed by the Provost's office, this policy may be presented to the following entities (depending on type of policy) for endorsement:
    • President's Cabinet
    • APSCUF
    • University Senate
    • University Curriculum Committee
  • Administrative Policy: This type of policy oversees the internal operations, rules and regulations of the university and it is used to provide guidance on general procedural matters. This policy may be presented to the following entities for endorsement:
    • President's Cabinet
    • Administrative Council
  • Council of Trustees Policy: The Council of Trustees policy is originated by the Council of Trustees. This policy does not require any endorsement from the Cabinet or the governance bodies.

Step by step guide for policy development and implementation

For Academic Policies:
  • The Academic and Student Affairs division develops a new academic policy
  • The Provost submits the policy to the Chief of Staff for format review
  • Upon review from the Chief of Staff, the policy is presented to the President's Cabinet for approval
  • Upon approval from Cabinet, the Provost's office is to forward the policy to APSCUF and/or University Curriculum Committee for endorsement
  • Once the APSCUF and/or University Curriculum Committee endorsements have been secured, the Chief of Staff will ensure the policy is placed on the meeting agendas of Administrative Council and University Senate for endorsement
  • Once all appropriate endorsements have been received, the President will give the final approval and the policy will be uploaded to the Policy Register website
  • If endorsement was not received by any of the governance bodies, the policy will be returned to the President, who will  determine whether or not the policy shall be enacted or not
For Administrative Policies:
  • A Department or Division develops a new policy
  • The Division's head submits the policy to the Chief of Staff for format review
  • Upon review from the Chief of Staff, the policy is presented to the President's Cabinet for approval
  • Upon approval from Cabinet, the Chief of Staff will ensure the policy is placed on the meeting agendas of Administrative Council and University Senate for endorsement
  • Once all appropriate endorsements have been received, the President will give the final approval  and the policy will be uploaded to the Policy Register website
  • If endorsement was not received by any of the governance bodies, the policy will be returned to the president, who will determine whether or not the policy shall be enacted or not
  • Administrative policies will be submitted as an "Information Item only" to the Council of Trustees by the Chief of Staff