PLAC Representation

• Academic Affairs (liaison for Supervisory and Confidential employees)
• Business and Finance
• Student Affairs
• Policy Administrator
• Human Resource Services (liaison for Merit employees)
• Internal Audit
• University Counsel
• Faculty Senate
• P&S Council
• Government of the Student Body

Representatives who cannot be present at a PLAC meeting should arrange for a substitute to take their place at the meeting.

PLAC Role

The role of the PLAC is strictly advisory to policy developers and policy approvers. The PLAC will not create or approve policies.The PLAC will:

• Meet on a regular schedule, as needed, to oversee and provide guidance on the development and content of university policies.
• Strengthen and facilitate the policy development process by interacting face-to-face with policy initiators at four critical stages in the process without adding unnecessary bureaucracy and delays.
• Provide a multi-perspective review of the policy.
• Coordinate with the Faculty Senate Governance and Documents Committee on policies that arise through the Faculty Senate's process.

Exceptions

• Non-substantive edits are not subject to the PLAC review process described below.
• The steps below are subject to customization based on unique circumstances and the significance of the policy or revision.

PLAC Policy Discussion

The PLAC will meet with policy developers for discussion at the following points in the policy development or revision process:

1. Concept

   Assure that top university officials will support the policy concept and the investment of human and other resources required for the policy's development.

   At least one week prior to a scheduled PLAC meeting, a representative of the policy originators will contact the policy administrator to discuss the proposed policy or revision.

   PLAC Agenda: The policy administrator will include the topic on the PLAC agenda, and distribute the agenda to PLAC members at least two days prior to the PLAC meeting.

   PLAC Discussion: One or two of the policy originators will attend the PLAC meeting to discuss the policy concept and planning. The PLAC will offer insights and guidance. Based on the discussion, the PLAC may determine that university executive level endorsement of the concept should be sought before any further steps are taken.

   Next: If the concept is endorsed by the PLAC (and, if applicable, at higher levels), policy originators may proceed according to the guidance provided by the PLAC and develop a Policy Development Plan (PDP).

2. Policy Development Plan (PDP)

   Assure due consideration of all the significant factors and stakeholders relevant to development of the policy draft.

   The policy originators, with assistance from the relevant area coordinator and/or policy administrator, will draft a PDP. 

   PLAC Agenda: The policy administrator will include the PDP on the PLAC agenda, and distribute the agenda and PDP to PLAC members at least two days prior to the PLAC meeting. PLAC members will review the agenda and attachments and be ready for discussion at the upcoming PLAC meeting.

   PLAC Discussion: One or two of the policy originators will attend the PLAC meeting to explain the PDP before its submission for executive approval. The PLAC will offer insights and guidance, as needed.

   Next: Following finalization of the PDP, the relevant area coordinator or the policy administrator will route the PDP for approval by relevant officials. Upon full approval of the PDP, the policy originators will develop the draft policy or revision in accordance with the PDP.

   Expiration of PDP Approval: The approval of the PDP is valid for one year. If the new policy or revision has not been adopted within one year of the PDP's approval date, it may be necessary to start the process anew due to various changes that may have occurred with the passage of time.

3. Policy Draft

Assure that the policy as drafted:

• Complies with all requirements of the Policy Library
• Is stated and organized clearly and concisely
• Serves the intended purpose

At least one week prior to a scheduled PLAC meeting, a representative of the policy originators will submit to the university policy administrator the draft policy or revision that has previously been thoroughly reviewed and scrutinized by the stakeholders indicated in the PDP.

Agenda: The policy administrator will include the draft policy or revision on the PLAC agenda and distribute the agenda and attachments to PLAC members at least two days prior to the PLAC meeting. PLAC members will review the agenda and attachments and be ready for discussion at the upcoming PLAC meeting.

Discussion: One or two of the policy originators will attend the PLAC meeting to discuss the policy draft. PLAC members will review the policy draft (see bulleted list above) and provide feedback.

Next:  Policy originators will finalize the draft policy or revision. In many cases, University Counsel will then discuss the draft policy or revision with the university president's cabinet or other university leaders. If the policy or revision is likely to be of broad interest/concern or have widespread impact, the draft will be posted in the Policy Library for review and comment by the university community.

Final Approval and Implementation

When the draft policy or revision is ready for executive approval, the area coordinator will prepare a Final Approval Form, and route the form and draft for signature approval by university officials as provided in the PDP.

Following final approval, the policy will be posted and announced in the Policy Library. In some cases, announcement may also be made in university internal publications. Training, if needed, will be arranged by the policy originators according to the PDP.