Purpose

The purpose of this policy is to describe the processes for new proposals and periodic maintenance for Academic Policies and Procedures.

Scope

This policy applies to faculty, staff, and students seeking to establish and maintain academic policies and procedures.

Definitions

Academic Policies and Procedures are defined as those policies which impact academic programs and services to students and facilitate the academic and professional life of the faculty. Academic policies which come forward from the campus affect faculty and staff, have academic implications, and require approval by the Provost or the Provost’s delegate before implementation. These policies are located in the Lindenwood Policy Library.

Policy

4.1 Proposals for a new policy or a change in existing policy: Any submission of a new or proposed policy change will first go through a screening process. This process is designed to ensure that the policy is thoroughly thought out, and that it merits moving forward. Once screened, the policy is forwarded to the appropriate entity for vetting and endorsement. The vetting and endorsement phase is focused on ensuring that the policy had been collaboratively evaluated and merits endorsement. Once a policy has been vetted and endorsed, it is forwarded to the Provost for final approval. Depending on the policy, the Provost may also need to seek additional approvals from the President and/or the Board of Trustees.

4.1.1 Submissions and Screening–The main constituents who may propose a new policy or a change to an existing policy are listed below, along with the entity to which they should submit the policy for screening. The initial screening process will result in the proposal being advanced, or the proposal being rejected.

• Cabinet members should submit the proposal to the Provost. If approved after screening, the Provost will submit the proposal to the Assistant Provost for Academic Affairs.
• Staff members must acquire a co-sponsor. The co-sponsor must either be their supervisor or a member of the UCC. Once sanctioned by the co-sponsor, the proposal will be forwarded to the Assistant Provost for Academic Affairs.
• Students should submit the proposal to the LSGA executive committee. If approved after screening, the LSGA executive committee will submit the proposal to the Assistant Provost for Academic Affairs.
• Individual faculty members must acquire a co-sponsor. The co-sponsor must either be a Dean or a member of the UCC. Once sanctioned by the co-sponsor, the proposal will be forwarded to the Assistant Provost for Academic Affairs. o Proposals from Deans do not need to go through a screening protocol but are submitted directly to the Dean’s Council.
• Proposals from university subcommittees should be submitted to their supervising committee.
• Proposals from committees other than Deans Council and the UCC should be submitted to the Assistant Provost for Academic Affairs.
• For proposals from entities that have not been addressed above, please contact the Assistant Provost for Academic Affairs for guidance.

4.1.2 Collaborative Vetting and Endorsement – Proposals received by the Dean’s Council, the Assistant Provost for Academic Affairs, and the UCC will be initially vetted by that entity to ensure that the proposal has adequate justification. If the policy is deemed meritorious by the Dean’s Council or the UCC, they will submit the proposal to the Assistant Provost for Academic Affairs. If the Dean’s Council, the Assistant Provost for Academic Affairs, or the UCC do not endorse the proposal, they will notify the originator of the decision not to endorse, the rationale, and recommendations for further action (if applicable). The Dean’s Council and/or the UCC may delegate their responsibility for these communications to the Assistant Provost for Academic Affairs. If the Dean’s Council and/or the UCC endorse the proposal, they will forward it to the Assistant Provost for Academic Affairs who will then assume responsibility for shepherding the policy and ensuring that all stakeholders impacted by the proposal are consulted and given the opportunity to provide feedback.

Once the Assistant Provost for Academic Affairs has completed the review of the policy, it will be submitted to the Dean’s Council and the UCC for further review. If there are proposed changes, they will be submitted to the Assistant Provost for Academic Affairs for consideration. Once the Assistant Provost for Academic Affairs has finalized the policy, it will be resubmitted to the Dean’s Council and the UCC for endorsement. The Dean’s Council, and the UCC will then vote to endorse or not endorse the proposal. The proposal must have the support of both the UCC and the Dean’s Council to move forward. If that condition is met, the proposal, along with comments and recommendations will be forwarded to the Provost.

4.1.3 Approval – the Provost will review the proposal and consult legal counsel as circumstances dictate. The Provost’s approval is final. If the Provost determines that the proposal requires approval by the president and/or board of trustees, the Provost will recommend review to those offices. Review processes are up to the Provost’s consideration and may be relaxed or waived in extremely rare circumstances where the Provost is convinced of the necessity to act without these deliberation measures. The effective date is the date the policy is approved.

4.1.4 Communication – New policies are communicated to the campus via Faculty Council, Deans Council, and the UCC and are accessible through the Lindenwood University Policy Library.

4.1.5 Documentation – the operations manager processes the approved proposals, documenting the policy in the administrative drive for historical reference and adding the approved policy to the Lindenwood University Policy Library.

4.2 Maintenance of Existing Policies and Procedures

4.2.1 Editorial or Technical Updates – may be needed to reflect organizational change, clarification, or minor changes. These changes may occur between review cycles and may be made without going through the review or final approval process. When such a change is made, the revision date and who made the change is added to the revision history at the bottom of the policy and posted to the Policy Library by the operations manager.

4.2.2 Regularly Scheduled Policy and Procedure Reviews – Policies should be reviewed by members of the UCC on a regular schedule established by the Assistant Provost for Academic Affairs and the Dean’s Council representative to the University Curriculum Committee using a checklist.

Please direct any questions about this policy to the Office of the Provost at academicaffairs@lindenwood.edu.

Endorsed by UCC 4/20/2022
Endorsed by Deans' Council 5/24/2022

• View Academic Policy Processes Documents, includes:
  
  • Academic Policy Review Checklist
  • Academic Policy Proposal and Revision Form
  • Academic Policy Process Flowchart