Submitting a Proposed New or Revised Academic Policy

Although the APC reviews and approves several policies each year, many policies are advanced by other committees and are not the purview of the Academic Policy Committee.

Other advisory committees that make policy recommendations are listed below:

• Athletic Policy Committee advises the Athletic Director on policies for student athletes including standards of academic eligibility, student support and health, academic progress and integrity, equity

• Benefits Committee: advises the Vice President for Finance and Business Services on policies relating to benefits currently and potentially available to faculty and staff, such as healthcare insurance, dental benefits plan, long-term disability insurance, group life insurance, accidental death and dismemberment insurance, retirement options, tax-deferred annuities, fee waivers, sick leaves and vacations.

• Faculty Research Committee advises the Provost and the Vice President for Research & Innovation on policies and procedures that strengthen the quality and visibility of faculty scholarship and research

• Faculty Welfare Committee advises University Senate and leadership on policy that relates to fiscal compensation and support of the faculty, such as insurance benefits, salaries, retirement, overload compensation, fee waivers, leaves and travel

• Graduate Council: recommends graduate program policy to the Dean of the Graduate School

• Library Committee: recommends library policies and practices to the Dean of University Libraries

• Liberal Education Council: recommends requirements, curricula and policies relating to the Miami Plan; recommendations are made to University Senate

• Student Life Council: advises Vice President for Student Life on policies pertaining to student social and conduct regulations

• University Promotion and Tenure Committee makes recommendations to University Senate on policies, procedures relating to promotion and tenure of faculty

Below are guidelines for faculty and staff wishing to propose a new or revise an existing policy that would be considered by the Academic Policy Committee.

When a member of the University community identifies the need for a new or revised academic policy, he or she should approach the chair of the Academic Policy Committee and the Associate Provost who serves as ex-officio on the APC.  The individual may also approach the chair of the Senate Executive Committee.  See names and contact information for 2023-2024 below:

• Academic Policy Committee Chair: Ted Peters, petersts@MiamiOH.edu

• Associate Provost: Carolyn Haynes, haynesca@MiamiOH.edu

• Senate Executive Committee Chair: Tracy Haynes, haynest@MiamiOH.edu

The Academic Policy Committee, in consultation with the Associate Provost, will review existing policies to determine whether a similar policy already exists that could be submitted for revision rather than proposing a new policy and whether the proposal is aligned with the mission of the APC.  The chair of the Academic Policy Committee will confer with the proposer on next steps which may include: (1) not taking action since a policy that is the same as the proposed policy already exists; (2) revising the proposal to include a revision of an existing policy rather than a proposal for a new policy; (3) referring the proposer to another committee since the proposal relates to that committee’s mission; (4) providing initial feedback so that the proposal is more complete and can be submitted to the Academic Policy Committee.

If the proposed policy is aligned with the mission of the APC, the proposer should consider the list of issues to consider in drafting an academic policy proposal (below).  The proposer should complete the policy template form.  Within two weeks of receiving the template, the chair of the Academic Policy Committee in collaboration with the Associate Provost will review the template form to ensure completeness and to recommend enhancements, as appropriate. 

Once the policy template is complete, the chair of the Academic Policy Committee in consultation with the Associate Provost will collaborate with the proposer to identify any key stakeholders (divisions, offices, programs, centers, other units or committees) who would have a strong interest in the recommended policy or policy revisions.  For example, the Undergraduate Academic Advising Council would have a strong interest and expertise in policies that relate to student success.  Once the list of stakeholders is identified, the Associate Provost will forward the template to those units and/or committees. All comments from the stakeholder units and committees will be shared with the proposer who in collaboration with the Associate Provost will be responsible for: (1) further editing the policy; (2) submitting the proposed policy without any further edits; or (3) electing to terminate consideration of the policy proposal.

Once the above steps have been taken, the Associate Provost will submit the policy template to the chair of the Academic Policy Committee, along with a summary of the comments from the stakeholders and public, for consideration of the groups and in the order listed below:

1. Academic Policy Committee
2. Council of Academic Deans
3. University Senate
4. Office of the President

Each of the above entities will analyze the policy template and may elect to make revisions or to terminate consideration of the proposal.  The Associate Provost will post the approval status as well as new revisions of the policy proposal (as appropriate) on this webpage.

Once all of the above entities have approved the policy proposal, it will be reviewed for proofreading by a technical writing expert and loaded into the University’s online policy library.