Development, Revision, and Rescission of UW-Whitewater Policies and Procedures (Policy #001)

Policies, procedures, and interim policies must be up-to-date, consistent in format and how they are approved, and easily accessible and understandable to stakeholders.  This policy on the development and approval of policies and procedures is issued to promote these objectives.

Office of Compliance and Risk Management

This policy applies to the development, revision, and approval of UW-Whitewater (UWW), Departmental, and Academic Governance policies, procedures, and interim policies.  Policies promulgated under Wis. Admin. Code UWS 2.02 and UWS 9.02 are exempt from the process established in this policy and shall be developed in accordance with the relevant sections of the Wisconsin Administrative Code. Universities of Wisconsin Administration will facilitate the process for obtaining the necessary Board of Regents approvals.

UW-Whitewater Policies: Institutional policies that are broadly applicable across the UWW and UWW at Rock County campuses and are designed to establish institutional standards, promote efficiency and consistency, reduce risk, and/or enhance the operational objectives of the institution.  These policies shall establish standards to achieve compliance with or implement applicable Federal, State, Board of Regents (BOR), and Universities of Wisconsin laws, regulations, and policies, where appropriate. These policies apply broadly across the University or to one or more defined institutional populations (employees, students, or guests) and are not limited to the internal operations of a single department or unit.

Examples include but are not limited to: UWW 080: Display of Official Flags; UWW 302: Discrimination, Harassment, & Retaliation; UWW 801: Smoking Policy; and UWW 901: Public Posting.

UW-Whitewater Procedures: Institutional procedures that establish specific processes, responsibilities, and action steps necessary to implement and comply with  a UWW, Universities of Wisconsin, or BOR policy or a Federal or State law or regulation. Procedures may include specific instructions, forms, workflows, or other supporting information necessary to promote consistent implementation and compliance. These procedures generally apply broadly across the University or to one or more defined institutional populations (employees, students, or guests) and are not limited to the internal operations of a single department or unit.

Interim Policies: Policies that are needed to address an emergency within a period too short to go through the full review process. These interim policies always have an expiration date, typically within one year of approval. An interim policy can establish new practices or amend, waive, or suspend provisions of existing UWW policies.

Departmental Policies & Procedures: Policies and procedures that are primarily applicable to the internal operations of a specific department or unit at UWW and are designed to establish department-specific standards, promote efficiency, reduce risk, and/or enhance the operational objectives of the specific department or unit. These policies and procedures generally do not establish requirements that broadly apply across the University or to one or more defined institutional populations (employees, students, or guests).  

Technical Revision: Amendments to policies, procedures, or guidance that do not provide substantial change to the content or meaning of the document. These revisions do not require formal consultation or review by campus stakeholders or leadership.

Examples include but are not limited to: updates to formatting, updates to contact information, changes in office names, cross-references to additional information, and rate changes.

Academic Governance Policies and Procedures: Policies and procedures that establish or govern academic requirements, standards, processes, or procedures applicable to students or academic programs, including matters related to enrollment, registration, grading, academic standing, degree requirements, degree completion, and the academic record, and that are developed through the academic governance processes of the Faculty Senate or Graduate Council.

A. UW-Whitewater Policy, Procedure, and Interim Policy Format and Content

UWW Policies developed after the effective date of this policy shall use the consistent format, UWW 1.B, UW-Whitewater Policy Template.

UWW procedures developed after the effective date of this policy shall use the consistent format, UWW 1.C, UW-Whitewater Procedure Template. The Office of Compliance and Risk Management may grant exceptions for procedures that primarily serve as forms, workflows, or other supporting information rather than step-by-step instructions.

Interim policies shall use a consistent format, UWW 1.D, UW-Whitewater Interim Policy Template.

UWW policies and procedures should be brief and easy to read.  Each policy and procedure should take into account the following:

1. Legal and ethical implications,
2. Fiscal implications,
3. Personnel or human resources issues,
4. Simplicity in technical explanations,
5. Cross reference of related, or companion policies,
6. Identification of an appropriate reference for questions and clarification,
7. Reference to a department website as appropriate, and
8. Federal, State, Board of Regents, and Universities of Wisconsin System Administration laws, regulations, and policies.

A UWW policy should satisfy all of the following criteria:

1. It is consistent with shared governance as specified in Wisconsin Statutes (Chapter 36), UWS Administrative Code and relevant UWW policies and procedures approved and enforced by governance bodies,
2. It is a governing principle that mandates or guides action,
3. It has institution-wide application,
4. It will change infrequently and sets a course for the foreseeable future,
5. It helps ensure compliance with applicable laws and regulations and reduces risk,
6. It enhances the University’s mission, and
7. It is approved by the Chancellor and where necessary approved by the Board of Regents.

B. Standard UW-Whitewater Policy and Procedure Process

The development and revision of UWW policies, procedures, and interim policies are outlined in UWW Procedure 1.A.

The development and revision of UWW policies, procedures, and interim policies must include the opportunity for appropriate levels of consultation with affected stakeholders and a date upon which the policy will be reviewed by individuals or groups charged with reviewing policies and procedures.  The review of procedures associated with policies shall coincide with the policy review date.  UWW policies and procedures are to be developed in alignment with all laws, regulations, Regent Policy Documents, and other UWW policies and procedures.

The UWW Chancellor shall approve the development, revision, and rescission of all UWW policies.  The development, revision, and rescission of all UWW procedures shall be approved by the appropriate Vice Chancellor, as determined by the nature of the procedures being considered.  The Office of Compliance and Risk Management, or designee, shall serve as the custodian of UWW policies and procedures and work with relevant offices at UWW to ensure the timely communication and publication of all approved policies and procedures. The Office of Compliance and Risk Management, or designee, shall be responsible for assigning the appropriate UWW policy or procedure number for each proposed policy or procedure.

C. Interim UW-Whitewater Policies

Interim policies may be necessary to address an emergency situation by:

Drafting a new policy, where an interim policy addresses a high-level concern that requires clarification sooner than would be allowed by the full UWW policy review process, with the intention that a normal UWW policy will be drafted and reviewed to replace the interim policy; or

Amending/waiving provisions of an existing policy or procedure, if the action is to be necessary for only a temporary time (e.g., one-time extension of the due date of a required report).

All interim policies will include an expiration date, which will be no longer than one (1) year after the policy is approved.  An interim policy may only be extended beyond a one-year period from the original issuance date under extraordinary circumstances.  The policy owner must provide justification in writing for the extension.  That justification must be reviewed by the Vice Chancellors and Shared Governance Leaders and approved by the Chancellor prior to any extension taking effect.  The UWW Chancellor must approve all interim policies.

An interim policy that is originally published with an expiration date of less than a year from its original issuance date may be extended up to a year from its issuance date upon consultation with the Vice Chancellors and Shared Governance Leaders and approval by the Chancellor.  If an interim policy addresses an operational or business need that exists beyond one year or the original justified effective period, a related draft UWW policy will be created and sent through the UWW policy review process outlined in UWW Procedure 1.A.

D. Record Retention

In accordance with the Universities of Wisconsin Records Schedule, the Office of Compliance and Risk Management shall be responsible for permanently maintaining records of all UWW policies, procedures, and interim policies, including all revisions and rescission records from the effective date of this policy.

E. Departmental Policies & Procedures

The distinction between UWW and Departmental Policies and Procedures shall take into consideration the following:

• The population or organizational units affected;
• Whether the document establishes rights, responsibilities, requirements, or restrictions;
• The potential impact of the document on members of the University community;
• Whether the document implements a legal, regulatory, Universities of Wisconsin, or BOR requirement;
• The level of institutional risk associated with the document; and
• Whether review or approval by University leadership or shared governance is warranted.

The Office of Compliance and Risk Management shall, in consultation with appropriate University leadership, when warranted, determine the appropriate classification and approval process.

Departmental policies and procedures shall be developed in alignment with all laws, regulations, Regent Policy Documents, and other UWW policies and procedures.

The development, revision, approval, and rescission of departmental policies and procedures are at the discretion of the individual department or unit and shall reflect the specific needs and operational objectives of that area.  While the process may vary, departments shall:

1. Ensure policies and procedures are clear, accessible, and effectively communicated to faculty, staff, and students as applicable
2. Consult with relevant stakeholders within the department or unit to promote transparency and alignment with best practices
3. Permanently maintain documentation of all approved policies and procedures, including all revisions and rescission records
4. Coordinate with the Office of Compliance and Risk Management when policies or procedures intersect with UW-Whitewater policies and procedures to avoid conflicts or inconsistencies and
5. Review policies and procedures as necessary, but no less frequently than every five (5) years.

F. Academic Governance Policies and Procedures

Academic Governance Policies and Procedures that are developed through the Faculty Senate or Graduate Council shall follow the governance and approval processes established by those bodies rather than the policy development and approval process outlined in this policy. Following completion of the applicable academic governance process, the Chancellor shall approve the policy or procedure.


Academic Governance Policies and Procedures shall remain subject to applicable federal and state laws, Universities of Wisconsin and Board of Regents policies, and other applicable University requirements. Such policies and procedures shall be maintained in the UWW Policy Library in accordance with the requirements of this policy.


Academic Governance Policies and Procedures shall be reviewed at least once every five years in accordance with the policy review requirements established by this policy. The review shall follow the applicable academic governance process and shall result in the policy or procedure being revised, rescinded, or retained, as appropriate.

G. Universities of Wisconsin Policies and Procedures

A campus department seeking to post a Universities of Wisconsin policy or procedure in the UWW Policy Library may submit a request to the Office of Compliance and Risk Management.

H. Technical Revisions

A responsible party seeking to make a technical revision to an existing UWW Policy or Procedure may submit a request to the Office of Compliance and Risk Management.  Upon confirmation that the revision is technical in nature and not substantive, the Office of Compliance and Risk Management shall update the corresponding policy or procedure in the UW-Whitewater Policy Library.

A technical revision shall not reset the regular review timelines established herein.

• UW-Whitewater Procedure 1.A, Development, Revision, and Approval of UW-Whitewater Policies and Procedures
• UW-Whitewater Procedure 1.B, UW-Whitewater Policy Template
• UW-Whitewater Procedure 1.C, UW-Whitewater Procedure Template
• UW-Whitewater Procedure 1.D, UW-Whitewater Interim Policy Template
• UW-Whitewater Procedure 1.E, UW-Whitewater Policy and Procedure Transmittal Form
• UW-Whitewater Procedure 1.F, UW-Whitewater Policy and Procedure Retention Form

First Approved: September 2025

Revised: September 2026

June 2027

Questions regarding the interpretation of this policy should be directed to:
Office of Compliance and Risk Management
Telephone: 262-472-1772
Email: policies@uww.edu