1.1.1 - Procedure for Policy Proposals

Introduction:  Recommendations for potential new policies or revision or repeal of established policies and procedures, hereinafter referred to as “policy proposals,” may originate at any level within the COD community.

This procedure outlines the process for writing and submitting policy proposals so that they may be brought to the attention of COD leadership. Adherence to a consistent process and use of a standard Policy Proposal Submission Form are intended to create a structured yet vibrant operating environment that is conducive to identifying issues and capturing ideas for solutions from across the COD while promoting timely and well-informed decisions as to whether development of full-fledged COD policies and associated procedure(s) is warranted.

Prerequisites: None. Prior to submitting a proposal, however, the proposal sponsors are expected to have made a good faith effort to ascertain whether the concerns underlying the policy proposal are not already addressed in whole or in part by established OUHSC and/or OUCOD policy. 

Procedure: The Policy and Procedures Oversight Committee (PPOC) is responsible for coordinating the review and approval of all policy proposals, and communicating findings to the policy proposal sponsor(s). In partnership with the Dean for Administration and Finance, this committee has the authority to make recommendations to the Dean’s Advisory Council, assemble subcommittees or working groups, and/or refer matters to the Dean’s Advisory Council as appropriate.

Step 1: The proposal sponsor(s) submit an idea for a new policy, or suggest revision or repeal of an existing policy, by completing the Policy Proposal Form and forwarding it to the PPOC Committee Chair. Proposals that are not submitted using this template shall not be considered.

Step 2: Upon receipt, the PPOC Committee Chair will publish the proposal on the COD’s policy and procedure comment page, so that all interested members of the COD community may be afforded an opportunity to provide feedback on the proposal. The deadline for submitting comments will also be specified on the comment page.

Step 3: The PPOC shall meet monthly to consider the merits of the policy proposals that have been submitted for consideration and review the status of policies in process since its last meeting. The PPOC chair shall forward the proposals that are to be discussed and debated to the committee members as far in advance of each of these meetings as possible. This is intended to allow each PPOC member to familiarize themselves with the proposals and conduct such preliminary research as they deem necessary in advance, so that they are prepared to render an informed opinion at the meeting. Committee members will also be encouraged to review any comments concerning the proposal that have been posted on the policy and procedure comment page.

Step 4: The PPOC shall provide copies of policy proposal documents, comments and initial recommendations to the Dean for Administration & Finance following its monthly meeting. At his or her discretion, the Dean for Administration & Finance may a) affirm the recommendation of the PPOC, b) refer the policy proposal back to the PPOC with an explanation of additional information required for decision-making, or c) forward the proposal and related documents to the Dean’s Advisory Council for review.  

Step 5:  The PPOC Committee Chair shall notify the individual(s) who sponsored the policy proposal, in writing, as to the approval or denial of the policy proposal upon receipt of notification from the Dean for Administration & Finance (or Dean’s Advisory Council). Although decisions communicated by the PPOC shall be final, they shall in no way preclude submission of future policy proposals.

Procedure Approval: This procedure was reviewed by the Dean’s Advisory Council and signed by the Dean on {month, day, year}. It will go into effect on the date it is formally communicated across the College, and be reviewed every three years. 

To propose a new policy, or suggest that we edit or delete a current policy, please download and submit the attached proposal form. Be sure to include the names of the sponsors of your proposal.

Policy Proposal Form