Policy Submission Steps
To meet the April 15, 2027 final submission deadline for all policies related to the collective bargaining contract, it is requested that units submit policy drafts on an ongoing/rolling basis before the final deadline to manage the volume of submissions. This guide outlines how these policies will flow from the development stage to review to final approval.
1. Policy Development
The OFA Policy Alignment page includes general guidance on policy alignment, benchmarking guidance and FAQs, unit-level guidance documents and checklists, policy library templates, and a suggested submission timeline.
Guidance documents are available for most impacted policies on the OFA Policy Alignment page.
Utilize the templates and checklists available on the OFA Policy Alignment page to ensure your unit meets all policy revision requirements.
2. Policy Review
Before submitting to the Office of Faculty Affairs for review, the new or revised policy should be approved by the unit faculty members through unit-level shared governance procedures (e.g., by a department vote) and by the appropriate administrator (e.g., dean, associate dean, or vice chancellor for research). All submitted policies should be formatted using the provided policy library template, which is linked to on the policy alignment page.
As always, new and revised policies relevant to the faculty role will be reviewed by the Office of Faculty Affairs and the Office of Policy Administration. Certain policies may also require additional review, consistent with university policy and principles of shared governance (e.g., promotion and tenure policies will be reviewed by the Standards and Procedures on Promotion and Tenure (SPPT) Committee.
There will be a designated form for electronic submission of new and revised policies related to alignment with the KU-UAKU MOA. The form will also include a checklist regarding alignment of the new or revised policy with university policy, the KU-UAKU MOA, and KBOR policy as approrpriate. Using the electronic submission form will allow the Office of Faculty Affairs to keep track of which policies have been submitted and where each policy is in the review process. Please do not submit your policy documents by email. After policies are submitted using the electronic submission form, the Office of Faculty Affairs will direct each submitted policy to the relevant offices and committees for review.
3. Final Approval
The policy will be reviewed by appropriate provost, chancellor, vice provost/vice chancellor for final approval. The Office of Faculty Affairs will ensure that each policy is sent to the relevant offices or committees for approval.
The Office of Policy Administration will notify your unit when all necessary approvals have been secured and the document is available in the policy library.