UNIVERSITY OF PITTSBURGH PROCEDURE 01-01-01
SECTION: University Policy
SUBJECT: Establishing University Policies
EFFECTIVE DATE: September 26, 1988
To outline the steps for the preparation, review, approval, and distribution of new University
policies, or revisions to existing policies.
This procedure is applicable to all University-wide policy statements, directives, and
This procedure supersedes the existing method of release of policy through memoranda
directed to deans, directors, department chairmen, and campus presidents.
III. ADMINISTRATIVE RESPONSIBILITIES
Level of Initiation: Policy proposals or revisions may be generated at any level within the
Administrative Officers having jurisdiction and expertise in the area covered are responsible
for the initial review of the proposal and should:
- Verify the need for the policy
- Provide complete rationale for the policy
- Consider the immediate and long-term effects of the policy
- Prepare the final proposal
- Ensure that the proposal is reviewed by the appropriate University constituencies
The Senior Officers of the University are responsible for ensuring that proposed policies
have undergone the appropriate review, and are consistent with:
- The Bylaws, Charter, and goals of the University
- Previously established University policies
- Established accounting, business, administrative, and/or educational principles
- Governmental regulations and legal concerns
An Ad Hoc Policy Review Committee may be established by the senior officers. The
committee should be comprised of representatives from all offices affected by the
proposed policy, and those who have expertise in that area.
The President, with the advice of the executive staff, executes final review, and if required,
forwards the proposed policy to the Board of Trustees for approval.
The Director of Management Information and Policy Analysis manages the process of
establishing or revising policy, determines the appropriate format, exercises editorial control,
and officially announces and distributes approved “University Policy.”
Policy: A policy is a statement of intent or commitment which reflects the basic principles,
philosophies, or goals of the University. They are designed to guide University personnel
in achieving those goals and objectives by defining appropriate courses of action to follow
and limits to be observed.
Senior Officer: An administrative officer of the University with the title of President, Provost,
Senior Vice President, or Executive Vice President.
The following terms define the sections which may be required in policies:
TERM DEFINITION USE
Scope A short description of the subject matter All
covered by the procedure.
Policy Statements establishing or reaffirming All
basic principles, philosophies, or goals
of the University.
References References to related policies and When
References to policies issued by the When
Board of Trustees, or based on the Necessary
Pennsylvania Legislature or other such
Initiator 1. Identify the need for a new policy or a revision
to an existing policy.
2. Forward a proposal to the Director, Management
Information and Policy Analysis for review. Director,
Management Information and Policy Analysis.
3. Verify that the proposed policy is new, and does not
duplicate existing policy.
a. If no policy exists, assign a document number and
draft a Policy Statement in the format consistent
with the Policy Manual.
b. If existing policy is to be revised, prepare a draft,
and maintain original document number.
4. Review the draft with the initiator, and make any
5. Submit the final draft to the initiator’s dean, director,
campus president or vice president for review.
Vice President 6. Approve the policy for presentation to the senior officers.
Information and Policy
Analysis 7. Forward the final draft, together with FORM 0001 PITT
1173, Policy/Procedure Approval, (Exhibit A) to the
appropriate senior officers for review and approval.
Senior Officers 8. Review the proposed or revised Policy Statement to
ensure that the policy is consistent with the goals of the
9. If appropriate, constitute a Policy Review Committee.
10. Make necessary revisions and return the policy to the
Director, Management Information and Policy Analysis.
Information and Policy
Analysis 11. Forward the final Policy Statement draft to the President
for review and approval, together with FORM 0001 PITT
1173, Policy/Procedure Approval.
President 12. Review and approve the proposed policy, or request final
approval from the Board of Trustees.
13. Indicate approval by signing FORM 0001 PITT 1173,
Policy/Procedure Approval, and return the policy and
the form to the Director, Management Information and
Information and Policy
Analysis 14. Publish the policy for insertion in the Policy Manual,
and distribute it in accordance with the established
15. Retain and file the signed FORM 0001 PITT 1173.
Exhibit A - FORM 0001 PITT 1173, Policy/Procedure Approval
FORM 0001 PITT 1173 Form Instruction Guide
Policy 01-01-01, Establishing University Policies
Policy 01-01-04, Distribution of University Policies