Purpose

The purpose of this policy is to provide a comprehensive framework for the creation, approval, communication, review, and retirement of all University Policies at Hofstra University.

Scope

This policy applies to University Policies that impact faculty, staff, students, and visitors, ensuring they reflect Hofstra University’s mission, values, and strategic priorities. Unit-level policies must align with University Policies. No department, school, or division may develop a policy that conflicts with University Policies or imposes obligations on units outside its control.

Definitions

University Policies: University-wide requirements or guidelines for members of the Hofstra community. These policies support the University’s mission, promote operational efficiency and quality, address institutional risks, and ensure equity and consistency across the University.

University Policies do not include the Bylaws of Hofstra University, Faculty Policy Series, or collective bargaining agreements.

Responsible Executive: The senior university official (typically a member of the President’s Cabinet) with jurisdiction over the policy subject matter. The Responsible Executive oversees the policy’s development and approval process.

Responsible University Office: The department, office, or unit tasked with developing, enforcing, and monitoring a university policy. This office also ensures compliance with the policy and responds to related inquiries.

Policy Owner: The individual, often the head of a department or division, who manages the policy on behalf of the Responsible University Office. The Policy Owner is responsible for policy updates, enforcement, and ensuring compliance.

Collaborative Stakeholders: individuals or departments that actively participate in the policy development process by providing input, feedback, and expertise to ensure that policies are inclusive, well-informed, and aligned with the needs and goals of the institution.

Administrative Policy Committee (APC): meets regularly to review, advise, and guide the development of new policies and substantive policy revisions, serving as consultants throughout the policy development and approval process. Before policy drafting, they review the justification and scope of a new policy or revision, checking for alignment with existing policies and advising on consultation with collaborative stakeholders. After drafting, the Committee is responsible for recommending the policy for presentation to the cabinet for final consideration.

Policy Template: standard format that University Policies must follow. It includes a descriptive title, statement of the purpose and scope of the policy, applicable definitions and exclusions, the policy itself, and additional information, such as enforcement, contact information and review timelines.

Electronic Policy Catalog: A centralized, electronic repository of all official University Policies, accessible from the University’s website and which may require login credentials or access permissions. Policies in the Catalog are organized, indexed, and maintained to ensure easy access for all members of the University community.

Policy

Authority

All University Policies must be issued by the Responsible Executive and approved by the University President or designee. Policies must comply with the procedures outlined in this document in addition to relevant local, state, and federal laws or relevant accrediting or governing agencies. The Responsible Executive assigns the responsibility for drafting and supporting a policy to the Responsible University Office.

In the case of an emergency or legal requirement, the President or their designee has the authority to issue an emergency policy or temporarily suspend an existing policy to be reviewed at the following meeting of the Policy Committee.

Development and Approval Process

1. Identification of Need: The Responsible Executive identifies a need for a new policy or revision of an existing policy, which may arise from legal requirements, operational needs, or feedback from the campus community.

2. Concept Submission: The Responsible Executive submits a proposal or substantive changes to the Administrative Policy Committee (APC) to evaluate and recommend collaborative stakeholders as appropriate. Upon APC approval, the Responsible Executive proceeds with policy draft. Emergency reviews may expedite this step.

3. Drafting: The Responsible University Office drafts the policy in collaboration with subject matter experts and stakeholder groups, using the University’s standard Policy Template. The draft must clearly outline the policy’s purpose, scope, applicable definitions, enforcement, and related documents.

4. Legal Review: The draft policy is submitted to the Office of General Counsel (OGC) for a legal review to ensure compliance with applicable laws and regulations. The Policy Owner incorporates any substantive changes recommended by OGC.

5. Policy Committee Review: The revised draft is presented to the Policy Committee, which reviews the policy for consistency with University standards and makes recommendations for further adjustments as appropriate.

6. Cabinet Review: The Responsible Executive submits the revised draft to the President’s Cabinet for further discussion. The Cabinet may provide feedback, which is incorporated by the Policy Owner, as appropriate.

7. Final Approval: The President (or designee) provides final approval for the policy. The Responsible Executive ensures that the signed version is archived in the Electronic Policy Catalog.

8. Communication: The policy is communicated to University committees or representative bodies, such as the President’s Cabinet, Faculty Senate, or Student Government Association, that are regularly notified of policy changes and revisions. The Responsible Executive ensures the policy is posted in the University’s Electronic Policy Catalog.

Review and Revision

University Policies must be reviewed at least once every three years by the Responsible University Office, or sooner if required by legal or operational changes. Reviews should ensure that the policy remains current, legally compliant, and aligned with the University’s strategic objectives. The review process includes:

• Minor Changes: Minor revisions that do not affect the policy’s scope or impact may be approved through an expedited review process involving the Responsible Executive and OGC with notification provided to the APC for record-keeping.

• Substantive Changes: Substantive policy revisions follow the same development and approval process as new policies.

• Policy Retirement: If a policy is no longer needed, the Responsible Executive may recommend retiring the policy. The APC reviews retirement proposals before final approval by the President or designee.

Compliance and Enforcement

The Responsible University Office is accountable for monitoring compliance with University Policies. Compliance measures may include regular audits, reporting mechanisms, and training programs. Violations of policies may result in disciplinary actions in accordance with University procedures.

Record Keeping

Each University Policy will be assigned a unique policy number and version identifier. This information will be included in the Policy Template and used to track revisions, enhance searchability, and support document control procedures. The Responsible Executive ensures that all policy-related documents are properly maintained, including records of policy development, approval, dissemination, and revision. A signed version of each final policy, as well as superseded or withdrawn policies, must be stored in the Electronic Policy Catalog. The University’s internal knowledge base or policy tracking system should track all current policies and their revision dates to ensure transparency.

Communication

Approved policies will be communicated promptly to the relevant University audiences. Policies are published in the Electronic Policy Catalog which is accessible through the University website. Stakeholder groups and the wider campus community will be notified via appropriate communication channels, including emails and internal bulletins as appropriate. The Responsible Executive ensures policies are readily available and well publicized.

Related Documents and References

Each University policy will include references to related policies, procedures, guidelines, and any other documents that are relevant to its interpretation and implementation.

Related Policies and References

Appendix 1: Administrative Policy Committee Charter