Policy Library

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Policy Library Advisory Committee (PLAC)

PLAC Representation

  • Academic Affairs (liaison for Supervisory and Confidential employees)
  • Business and Finance
  • Student Affairs
  • President's Office
  • 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. As requested by the President's Cabinet, the success of the role of the PLAC will be evaluated after two years. The PLAC will:

  • Meet on a set monthly schedule for 90 minutes 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, with the agreement of the PLAC, based on unique circumstances.
  • For minor new policies and policy revisions, the fourth review step below may not be necessary.

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 (Preliminary PDP)

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

    Submission: At least one week prior to a scheduled PLAC meeting, a representative of the policy originators will submit to the university policy administrator the policy concept-the general idea-in the form of a preliminary (likely incomplete) Policy Development Plan (PDP) document.

    Agenda: The policy administrator will include the preliminary PDP on the PLAC agenda, and will distribute the agenda and attachments to PLAC members one week before the PLAC meeting. PLAC members (or their substitutes) 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 be present at 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 will proceed according to the guidance provided by the PLAC and finalize the PDP.

  2. Development Plan (Final PDP)

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

    Submission: At least one week prior to a scheduled PLAC meeting, a representative of the policy originators will submit to the university policy administrator the PDP that has been completed but not yet signed by the relevant officials.

    Agenda: The policy administrator will include the PDP on the PLAC agenda and distribute the agenda and attachments to PLAC members one week before the PLAC meeting. PLAC members (or their substitutes) 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 be present at the PLAC meeting to discuss the PDP before its submission for executive approval. The PLAC will offer insights and guidance, as needed.

    Next: Following PDP endorsement by the PLAC, the area coordinator will route the PDP for approval by relevant officials. Upon full approval of the PDP, the policy originators will develop the policy 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, the PLAC may require that the process start over 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

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

    Agenda: The policy administrator will include the policy draft on the PLAC agenda and distribute the agenda and attachments to PLAC members one week before the PLAC meeting. PLAC members (or their substitutes) 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 be present at the PLAC meeting to discuss the policy draft. PLAC members will review the policy draft (see bulleted list above). The PLAC will determine if the draft is ready for vice presidential approval.

    Next: Following endorsement by the PLAC, the area coordinator will route the policy draft for approval by the relevant officials. For minor new policies and revisions for which a public comment period or forums are not necessary, this may be the final step in the process.

    Public Comment (If applicable): With vice presidential approval (and, if appropriate, the endorsement of the President's Cabinet), the draft policy will be posted for public comment during which time public forums may be held. The policy draft may undergo further revisions based on comments received from the public.

  4. Implementation

    Needed only for policies that may be considered significant, sensitive, and/or complex to assure that the policy is ready for implementation pending final approval by vice president(s), president, and if applicable, the Regents.

    Submission: At least one week prior to a scheduled PLAC meeting, a representative of the policy originators will submit to the university policy administrator the anticipated "final" policy draft and information regarding implementation of the policy (e.g., announcements, procedures, training, follow-up, as applicable).

    Agenda: The policy administrator will include the "final" post-comment-period policy draft and implementation information on the PLAC agenda and distribute the agenda and attachments to PLAC members one week before the PLAC meeting. PLAC members (or their substitutes) 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 be present at the PLAC meeting. The group will discuss changes made to the draft policy due to input during the public comment period. Plans will be discussed regarding compiling/archiving documentation of the policy's development and implementation of the policy (e.g., procedures, announcements, training) as indicated in the PDP.

    Next: The area coordinator will route the policy for approval by relevant officials. Upon full approval of the policy, the policy administrator will post the policy in the Policy Library and facilitate the corresponding announcements.

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