FSU Policy 2-1: Development and Approval of University Policies (Draft)

Responsible Executive: President — Office of the President

Introduction

This policy establishes a uniform framework for the creation, revision, approval, and repeal of University Administrative Policies at Florida State University. It is intended to be user-friendly and searchable, and to serve as the definitive reference for anyone involved in drafting or managing university policy.

Applicability

The policy development and approval requirements of this policy apply to all University Administrative Policies. They do not apply to:

• University Regulations and Policies adopted by the FSU Board of Trustees
• University Academic Policies adopted by the Faculty Senate
• Local Policies adopted by Schools, Colleges, Departments, or Units

This policy does not repeal, rescind, revoke, or abrogate existing policies. It provides a framework for the revision of existing policies and the creation of new ones, and applies to all University Administrative Policies created, repealed, or revised after its effective date. All existing University Administrative Policies are hereby ratified regardless of where they are currently published. Questions about applicability should be directed to the Office of General Counsel.

Definitions

University Regulations are statements of general application adopted by the FSU Board of Trustees that implement its powers and duties. They serve as the basic governing code of the university, carry formal legal standing as university law, and apply university-wide. They must be consistent with applicable law and Florida Board of Governors resolutions and strategic plan. Some regulations require additional BOG approval. University Regulations are adopted pursuant to the Regulation Development Procedure for State University Boards of Trustees and are not subject to this Policy.

University Administrative Policies are official directives that establish standards in the operation, management, or implementation of the university's programs, services, facilities, and activities, in compliance with applicable laws and regulations, and in alignment with the university's mission. They mandate, specify, or prohibit behavior in order to express basic values of the university, enhance the university's mission, ensure coordinated compliance, promote operational efficiency, and/or reduce institutional risk. They have broad application — university-wide or across more than one unit — and all faculty, staff, students, volunteers, vendors, and visitors must comply.

University Academic Policies address matters related to the university's educational mission, including Liberal Studies policy, admissions, grading standards, and degree requirements. These are adopted by the Faculty Senate in accordance with the FSU Constitution and Faculty Senate Bylaws, and are not subject to this Policy.

Local Policies are narrowly tailored policies that address the unique needs of, and generally apply only to, one school, college, department, or unit. Local policies must be published on the applicable unit's website and may not conflict with any higher-level regulation or policy.

Procedures and Guidelines are not policies. A procedure describes the operational steps for implementing a policy. A guideline offers recommendations, interpretations, or best-practice guidance. Both should be kept separate from policy documents but linked to the associated policy in the FSU Administrative Policy Library as supplemental information.

The FSU Administrative Policy Library is the official, electronic, centralized repository of all University Regulations and University Administrative Policies. Any University Administrative Policy not posted in the Library will not be considered official administrative policy.

The University Administrative Policy Navigation System (UAPNS) is the online application used for drafting, processing required reviews and approvals, posting notice and collecting public comment, and publishing University Administrative Policies. It must be used for all University Administrative Policies created, revised, or repealed after the effective date of this Policy.

Responsible Executive is the individual who exercises oversight of and maintains ultimate responsibility for the review, accuracy, and approval of University Administrative Policies within their area of authority. The Responsible Executive may delegate review and approval but retains ultimate responsibility.

Substantive Review Group is an ad hoc team that reviews proposed policies and Implementation and Communication Plans submitted by a Responsible Executive, with particular attention to conflicts or cross-area impacts.

Policy development process

1. Draft the policy using the UAPNS template. The Responsible Executive may seek input from stakeholders or subject matter experts at their discretion. The completed draft is submitted to the Substantive Review Group via UAPNS.
2. Complete the Implementation and Communication Plan via UAPNS and submit it alongside the draft. This plan is separate from the policy and will not be published in the Library.
3. Review by the Substantive Review Group, which will meet to evaluate the draft and Implementation Plan and provide required revisions or recommendations back to the Responsible Executive.
4. 21-day public comment period: once revisions are complete, the Responsible Executive posts the final draft on the FSU Administrative Policy Library website. All interested parties may submit comments to the Responsible Executive during this period.
5. Final review by the Responsible Executive after the comment period. The Responsible Executive finalizes any remaining edits and submits the policy and Implementation Plan to the Cabinet for endorsement. If final edits are substantial, the Responsible Executive may request additional Substantive Review Group consultation and a new comment period.
6. Endorsement by the Cabinet by majority vote.
7. Final adoption by the Responsible Executive. Unless a later date is specified, policies become effective upon approval.
8. BOT approval (if required for select policies). These policies become effective upon BOT approval, unless a later date is specified.
9. Publication in the FSU Administrative Policy Library. Any previous official versions are archived.

Emergency policies

In urgent circumstances, a Responsible Executive may make a policy effective immediately upon posting for the 21-day comment period. Emergency Policies must be drafted using the UAPNS, clearly state the need for immediate effect, carry an “Emergency” designation, and be posted in the Library. Any comments received during the comment period must be considered before a superseding policy is adopted through the regular process. An Emergency Policy automatically expires 6 months after the effective date, or upon adoption of a superseding University Administrative Policy, whichever occurs first.

Technical corrections

Non-substantive corrections — such as fixing broken hyperlinks, typographical errors, spelling, grammar, formatting, names, titles, or reference information — may be authorized by a Responsible Executive and take effect immediately upon legal review. They do not alter the intent, scope, meaning, or application of the policy. Technical corrections must be noted in the Revision History and drafted using the UAPNS.

Review & repeal

University Administrative Policies created after the effective date of this Policy must be reviewed within 5 years of their original effective date, and every 5 years thereafter. Policies created before the effective date that have not been revised in the last 5 years will be reviewed pursuant to a schedule issued by the Provost. Possible outcomes of a review are: repeal, revision, or readoption. The Provost may initiate repeal via UAPNS of any policy not reviewed by its deadline.

Legal authority

The Florida Constitution, Article IX, Section 7, provides that the Florida Board of Governors shall establish the powers and duties of individual Boards of Trustees. BOG Regulation 1.001 grants the FSU Board of Trustees specific governing authority, which the BOT has in turn delegated to the President by Resolution. This Policy, establishing uniform policymaking procedures, is within the President’s authority. The University President shall be responsible for reviewing this Policy and making any necessary revisions every seven years.

Revision history

This is a draft document and has not yet been formally adopted. Content is subject to change through the policy approval process, including the 21-day public comment period.