Definitions and Procedures

The UIC Policy on Policies describes the process for the development, approval, and oversight of official university-level policies. The process is in place to ensure that policies with a broad university application have a consistent format, are formally reviewed, approved by the chancellor, widely communicated, centrally maintained, and readily available for review. Any questions regarding the process should be directed to policies@uic.edu.

The exception to this requirement is educational policy, as described in the University of Illinois Statues, which follows a different process (II.1.b-e).

UIC policies and procedures should conform to applicable federal and state laws and regulations, and to the University of Illinois system Statutes, General Rules, policies, and procedures.

Definitions

Committee on Policy: a committee with the requisite policy expertise and stakeholder representation in areas relevant to university-level, non-educational policy development and implementation. The committee is responsible for review of the initial proposal and approval of the policy draft, which is then submitted to the Chancellor’s office for review and possible approval.

University Policy: a statement that governs decision-making and conduct at UIC. To be formally recognized and implemented, university policy should meet all of the following criteria:

  • Has broad application across campus, i.e., affect more than one major college or administrative unit, including the University of Illinois Hospital and Health Sciences System.
  • Advances compliance with applicable laws and regulations, promotes operational efficiencies, enhances the university's mission, or reduces institutional risks
  • Mandates action or restraint with procedures for compliance.
  • Has been through the established policy development process and formally approved by the Committee on Policy and the Chancellor.
  • Is published in the policy library.

Policies vs. Procedures: University policy should meet the criteria noted in the definition above. The procedure is a statement that outlines, often in a step-by-step fashion, how a policy will be implemented and by whom. The Committee on Policy approves policies, but not procedures. Procedures are developed by the unit that owns the policy. This allows the unit to update its procedures on a regular basis without having to return to the committee for approval.

Policy Development Procedure

Step 1.  With the approval of the vice chancellor/associate chancellor, or designate, responsible unit completes an internal review, including the recommended Policy Needs Assessment form.

Step 2. Notifies Committee on Policy that a policy is in development via policies@uic.edu.

Step 3.  Drafts policy (using the Policy Template) with input from relevant stakeholders and senior leadership (or designate) in unit/s affected.

Step 4. Forwards draft of policy to Committee on Policy for review. Committee on Policy may request revisions or other changes prior to approval.

Step 5.  After approval by Committee on Policy, committee sends to Chancellor's office for initial review, any next steps, and final approval.

Step 6. Once the Committee on Policy and the chancellor approve the policy, the committee publishes policy on website and the responsible unit notifies appropriate stakeholders.

Expedited Review

An expedited review may occur for any of the following reasons:

  1. Non-substantive revisions (such as changing an office name or contact information, or reformatting an existing policy)
  2. Legislative, Board of Trustees, or regulatory mandates requiring immediate action
  3. Repeal of an existing policy

New and repealed polices that go through the expedited review process must be approved by Committee on Policy and the Chancellor's office.

Interim Policies

The chancellor may issue or authorize interim policies in situations where there is insufficient time to complete the full policy development and approval process before an external mandate becomes effective.  An interim policy may remain in effect up to six months from the date of issuance.

Proposal from Someone Other than a Vice Chancellor/Associate Chancellor

A VC/AC is not the exclusive initiator of a new policy. Anyone on campus who determines a need for a new policy or a reason to revise an existing policy may propose a policy action.

Policies Requiring Other Approval

In some cases, approval beyond the chancellor’s office may be necessary and will be determined on a case-by-case basis.

Existing University Policy

For information on adding existing university policies to this website, please contact policies@uic.edu.  Substantive revisions to existing UIC university policies should be made using the Policy Development Procedure.

Updated October 2022