Academic Policy Revision

Academic Policy Revision Best Practice

Policies should be written with a broad, institutional perspective, moving beyond specific exceptions or individual cases.

• Clarity and Simplicity: Policies should be created in plain language so they are easily understood by everyone, including students, faculty, and staff. Policies should avoid legalistic jargon and overly complex sentences. The purpose of the policy should be clear from the outset.
• Broad Applicability: Policies should apply equitably to the entire campus community unless a specific scope is clearly and intentionally defined. Avoid creating policies that are tailored to a very small subset of the community, such as a single department or a specific group of students. If an issue affects only a small group, it is likely better addressed through departmental guidelines or administrative procedures, rather than institutional policy.
• Focus on ‘What,’ Not ‘How’: A policy should state the principle or rule (the “what”), not the specific step-by-step instructions for implementing it (the “how”). Procedures and workflows should be housed in a separate, complementary document. This approach makes policies more stable and less likely to require frequent updates. For example, a policy might state that “all students must declare a major by 60 earned quarter credits,” while a separate procedure would detail the specific steps a student must take to complete the declaration, such as filling out a form with the Registrar’s Office.

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How to Submit a Policy Revision Request

Policies and policy revisions can be submitted by any individual or working group. Best practice in drafting a recommended new policy or revision to existing policy is to consult the subject area experts on the recommendation before submitting the proposal.

1. Review the current Academic Policy to find where the policy revision submission is most appropriate. Academic Policies can be found on the University Policy Administration website or in the draft catalog (CourseLeaf login required).
2. Select the Academic Policy Revision Form.
3. Complete the revision request form with your full name and email.
4. Select the policy from the pull-down menu that best applies to this request. Only select New if proposing a new policy, not a revision to a current policy.
5. List the Impacted Parties of this revision. Examples of possibilities are: all students, undergraduate or graduate students, or faculty.
6. In the Justification section of the form, explain the reason for the revision or addition (what will this change accomplish).
7. Under the Proposed Revision section, provide a brief description of the requested proposed revision or addition. Include the current chapter and any other specific policy numbering or lettering. If an addition to a policy is submitted, the specific numbering does not need to be included.

Once drafted, the proposal is submitted to the relevant governance body for review, such as the Undergraduate Affairs Council or Graduate Affairs Council. This body will review the policy for consistency with existing rules, compliance with legal requirements, and its potential impact on the university community. Within this first review, the group will consult widely with stakeholders from across campus to gather feedback and ensure the policy is comprehensive and fair.

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Workflow and Timeline

Policy revisions go through the following committees for review.

• GAC or UAC
• Rules
• Senate
• EWU President

Review the Council and Committee website for a complete listing of each committee’s role.

Policy revisions that are anticipated for review and possible implementation in the next academic calendar year must be submitted by January 1st. This deadline ensures there is sufficient time for thorough evaluation and approval processes. Submissions received after this date may not be considered until the following academic year.

Based on feedback from the review process, the policy may be revised. Once approved through the appropriate workflows, it is formally adopted and published.