Frequently Asked Questions

University-wide policies communicate expectations relating to conduct, rights, and obligations consistent with the University’s mission and core values. University-wide policies enhance operational effectiveness, efficiency, and governance, and as a result serve as a tool to reduce institutional risk. University-wide policies must be consistent with relevant laws and regulations, as well as bylaws, ordinances, and policies established by the Board of Trustees.

• Mandates actions or constraints, specifies behavior and articulates desired outcomes
• Enhances the University’s mission, mitigate institutional risk, and/or promotes operational effectiveness and efficiency
• Are broad and general and change infrequently
• Applies to all WFU employees, students, vendors, and visitors

Please see our How To… page.

• For a an overview of the approval process, please see the Overview of the University Approval Process 

• The full policy approval process is outlined in the University Policy Management Policy. An excerpt is listed below:

University Policy Approval Process

The following policy approval process must be followed for any new University Policy or any substantive amendment to an existing University Policy:

1. Drafting and Development with Stakeholders (led by the Responsible Official): There are no restrictions on how new policies or policy revisions are initially proposed, drafted, and developed but it is advisable to involve key stakeholders early in the process. This may include (but is not limited to) Compliance Services, Office of General Counsel, Finance, Human Resources, and other offices which will be directly impacted by a change. 
2. Required Shared Governance Review and Coordination (led by the Responsible Official): In our system of shared governance, it is important that the drafting and development of new and substantial revisions include the appropriate committees, councils, and similar bodies with oversight, expertise, or advisory responsibilities for the subject matter. This may include (but is not limited to) the Faculty Senate, Information Technology Advisory Board, and the Staff Advisory Council.
3. Submission to the Policy Office (by the Responsible Official): To obtain final review and approval for a University Policy, the Responsible Official must submit a request to the Policy Office of Compliance Services (at policy@wfu.edu).  This request should include a policy draft and a short memo discussing the need for the new or revised policy and which stakeholders have been engaged in the development (a memo template is HERE).
4. Notice and Comment Period (coordinated by the Policy Office): The Policy Office will distribute the draft and memo to the following: University Compliance Committee, Office of General Counsel, Faculty Senate (President), Information Technology Advisory Board (Chair), Staff Advisory Council (Chair), and the ELT Sponsor of the Policy.  The notice and comment period is a minimum of two weeks (not including days when the University is closed).
5. Executive Leadership Team Review (coordinated by the Policy Office). The Policy Office will send all new policies and substantial policy revisions to the full ELT for final review. The draft and any changes or revisions must be approved by the Office of General Counsel and the ELT sponsor prior to being submitted to the ELT. 
6. Final Approval by President or Board of Trustees. New University Policies or substantive policy revisions must be approved by the President. In some cases, additional approval may be required from the Board of Trustees (which will be coordinated by the Policy Office and the Board Secretary’s Office). 
7. Policy Posting and Retention (by the Policy Office). Once all approvals are obtained, the Policy Office will post the policy on the Policy Library website. They will also archive any prior versions or retired policies.

Implementation, Training and Communication (by the Responsible Official): The Responsible Office then has the responsibility for implementation, including communicating about the changes and any necessary training.

Administrative revisions only require that you fill out this form. The Policy Office will update the revised policy in the Policy Library.

All new University Policies must go through the full approval process. Substantive revisions to existing University Policies must also go through the full approval process.

School or departmental policies are managed by the Responsible Official and only require approval by the Executive Leadership Team member overseeing that area. These policies do not require submission to the Policy Office for approval.

• University Procedures are drafted and maintained by the Responsible Office and should be approved by the Executive Leadership Team member overseeing that area. These should be reviewed regularly, at least every three years.

School and departmental policies and procedures are approved by the individual responsible for that school or department. Such policies and procedures are in addition to, and may not contradict University Policies. These policies and procedures may be in a different format than University Policies, but must be clearly written, well communicated, and maintained with regular reviews by the responsible school or department.

We are happy to help! Contact us at policy@wfu.edu.

Only University Policies are stored in the University Policy Library. If you do not see the policy you are looking for please visit the school or area’s website.

The Policy Office can help answer any general policy questions, but for questions regarding a specific policy please contact the Responsible Office for any questions regarding the content of a policy.