Administrative Policy Process

The Campus Administrative Policy Guidelines below define the process to create new, update, revise, or rescind Cal Poly administrative policies.

Key Terms and Definitions

• Policies: Written principles that govern university processes, ensuring compliance, supporting the mission, strengthening controls, and reducing risks. Broad in scope and infrequently changed, they define what must be done, why, and under what authority.
• Procedures: Detailed instructions for completing specific tasks. They focus on how, when, who, and sometimes what is needed, breaking down processes into clear, actionable steps. Unlike policies, procedures are narrower in scope and adapt to changes and improvements.
• Guidelines: Documents that advise how a process should be completed
• Creating New Policy: Developing a new campus administrative policy
• Revision: Making significant substantive changes that change or augment the original meaning, instruction, or directive of an existing administrative policy
• Rescission: Removing a policy because it is no longer required or applicable to the campus
• Updates: Minor, non-substantive changes to a current campus policy such as: title changes, spelling and grammar updates, Executive Order updates, and similar immaterial changes that do not alter policy requirements or terms.
• Policy Owner: The Department or Office responsible for the policy.
• Policy Administrator: Risk Management department serves as the Policy Administrator, mediating between Policy Owner/Initiator and CAP Committee.
• Initiator: An individual who may or may not be the Policy Owner and requests a new policy, revision, update or rescission to existing policy.

Revising an Existing or Creating a New Administrative Policy

Process:

• Policy Owner/Initiator identifies need for/drafts policy action.
• Policy Owner/Initiator consults with Policy Administrator to discuss and determine further consultation needs (as applicable).
• If necessary, Policy Administrator consults with applicable stakeholders, including but not limited to Student Affairs and University Personnel.
• Using the CAP Policy Template, Policy Owner/Initiator prepares draft and sends to Policy Administrator.
• Policy Administrator forwards draft to the CAP Committee who reviews draft.
• Policy Owner/Initiator presents draft at quarterly CAP Committee meeting and CAP Committee provides feedback on considerations/adjustments.
• Policy Administrator facilitates considerations/adjustments with Policy Owner/Initiator and CAP Committee until finalized.
• Policy Administrator posts to the CAP Updates webpage for 30 day public review.
• After the 30 day review the final policy draft is routed to the President’s Office for approval by Policy Administrator.
• Once final draft is approved, policy action is published and communicated.

*Please see separate CAP Committee process for details

Rescinding an Administrative Policy

Process:

• Policy Owner/Initiator identifies need for rescission.
• Policy Owner/Initiator consults with Policy Administrator to discuss policy impact, completes rescission template (as applicable).
• Policy Administrator consults with Office of Human Resources or Student Affairs, (as applicable)
• Policy Administrator forwards policy and rescission template to CAP Committee for review.
• CAP Committee reviews and approves, or, provides feedback, forwards to Policy Administrator and Policy Owner/Initiator for adjustments (as applicable).
• If rescission is approved, Policy Administrator removes policy from CAP.
• Rescission is published and communicated (as necessary).

Making Updates to an Administrative Policy

Process:

• Policy Owner/Initiator identifies need for update.
• Policy Owner/Initiator consults with Policy Administrator to confirm 'update(s),' discuss policy impact, and next steps.
• Policy Owner/Initiator forwards final proposed updates to Policy Administrator.
• Policy Administrator posts updated policy CAP.

Please note: If the campus needs to establish an interim administrative policy, the administrative policy process and guidelines noted herein may be modified or implemented out of the stated order. Please contact the Policy Administrator for any further questions regarding this exception.

Disclaimer: The process for Academic Senate Policies and Procedures may be different than the guidelines shown above. The process utilized by Academic Senate policies is unique to their committee. Please contact the Academic Senate for further details regarding Academic Senate policies.