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1001: University Policy

Old Dominion University

 1001: University Policy

Responsible Oversight Executive: Vice President for Administration and Finance
Date of Current Revision or Creation: May 4, 2012

    This policy defines the process for developing, reviewing, approving, and maintaining all University policies.


    Virginia Code Section 23-9.2:3, as amended, grants authority to the Board of Visitors to establish rules and regulations for the institution. Section 6.01(a)(6) of the Board of Visitors Bylaws grants authority to the President to implement the policies and procedures of the Board relating to University operations.

    The policies of Old Dominion University fall within the following framework and hierarchy and, therefore, are subject to compliance with laws and regulations instituted by higher levels of authority:

    1. Federal laws and regulations
    2. State laws and regulations
    3. Board of Visitors policies
    4. University policies
    5. Guidebook/Handbook - Faculty Handbook, Classified Employee Guidebook, Wage Employee Guidebook, and Graduate and Undergraduate Catalogs.
    6. Divisional policies and procedures
    7. Departmental policies and procedures

    In the event of a conflict between different levels in 1 through 7 above, the lower numerical heading shall take precedence over the higher numerical heading.


    Board of Visitors Policy - Policy that is reviewed and approved by the Board of Visitors and falls into five categories, namely:

    • policy that governs the Board of Visitors or interaction with the Board;
    • policy that is designated by the General Assembly, Executive Branch or some other governmental entity as an item that must have the approval of the Board of Visitors;
    • policy that ensures basic rights and obligations to constituencies within the University that include, but are not limited to, faculty, employees and students;
    • policy governing the award of degrees, emeritus/emerita designation, recognition of related corporations, and naming; or
    • policy generated directly by the Board of Visitors or a member thereof.

    Editing Subcommittee - A subcommittee of the Policy Review Committee, selected by the Chair, which is tasked with editing policies during the pre- and post- review process.

    Executive Policy Review Committee (EPRC) - A committee comprised of the Chief Operating Officer, all University Vice Presidents, and University Counsel. This group is charged with approving the policy impact statement, assigning a Responsible Oversight Executive, suggesting members of a Policy Formulation Committee (PFC), and recommending approval of University policies to the President.

    Interim Policy - A University policy executed by the President, at his or her discretion, without following the process discussed herein. Interim policies should receive formal review through this process within one year of execution.

    Policy Formulation Committees (PFC) - These committees are assigned by the Responsible Officer, with suggestions from the Responsible Oversight Executive, and are specific to a policy. The PFC is comprised of a sufficient number of technical, editorial and subject matter experts to adequately formulate the policies. These committees are charged with writing clear and understandable University policies that utilize the required University Policy Template. In some instances, the ROE may designate only one individual to draft the policy in lieu of a PFC.

    Policy History - The policy history addresses details regarding the initial approval and subsequent revisions and is maintained by the Policy Manager. The document details all language changes and periodic reviews that do not require any revisions.

    Policy Manager - An individual appointed by the President to manage the policy review process and chair the Policy Review Committee. This individual maintains, publishes and notifies the University community of all approved and revised University policies.

    Policy Review Committee (PRC) - A standing committee appointed by the President and comprised of individuals from across the University who participate in the review of all proposed University policies and revisions.

    Procedure - A statement that prescribes specific actions to be taken to conform to established policies, allowing for the orderly implementation of those policies.

    Responsible Officer (RO) - The responsible officer is assigned by the Responsible Oversight Executive to administer the policy. This individual is responsible for keeping the policy up to date and coordinating a detailed review at least once every five years. After completion of a draft policy by the PFC, the RO is responsible for forwarding the policy to the Policy Manager for facilitating a 30-day comment period, which allows for feedback from affected University community members. The RO will work with the Editing Subcommittee to revise the policy draft as needed, based upon feedback received from the 30-day comment period and the Policy Review Committee.

    Responsible Oversight Executive (ROE) - The member of the EPRC who is assigned to sponsor a specific policy. The ROE oversees its development process and acts as the EPRC contact.

    University Policy - Policy that applies broadly throughout the University and pertains to more than one division of the University. University policy requires the President's review and approval and falls into three categories, namely:

    • policy that enhances the mission of the University;
    • policy that ensures compliance with applicable laws, rules and regulations; or
    • policy that promotes operational effectiveness and efficiencies and reduces institutional risk.

    University Policy Impact Statement - A document that describes the need and justification for a newly proposed University policy or revisions to existing University policy when the revisions are being proposed outside of the regular five-year review process.

    University Policy Template - A required policy format developed to ensure consistency. Use of the template facilitates the adoption of clear, concise and uniform University policies.

Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed:

/s/ Donna W. Meeks
Responsible Officer
March 14, 2012

Policy Review Committee (PRC) Approval to Proceed:

/s/ Donna W. Meeks
Chair, Policy Review Committee
March 27, 2012


Previous Revisions

December 1, 1988; October 9, 2008; February 21, 2011; May 4, 2012

Scheduled Review Date

May 4, 2017