Policy Resources and Tools
POLICY WRITERS TOOLBOX
The policy owner toolbox provides information on the CU policy process, useful resources and forms, and templates for creating, revising or eliminating policies, including:
- Process flowchart
- Guide to writing policies
- Style guide
- Forms and templates
Let us know of additional information that would enable us to improve this tool.
The APS Process Flowchart outlines the key stakeholders, phases and responsible parties involved with the Administration Policy Statements process for initiation, development, approval, implementation and maintenance of the APS issued by the Office of the President. The Office of Policy and Efficiency (OPE) is responsible for the policy process. Key templates used in the process include:
Guide to Writing Policy
Before developing a new policy, read the User Guide to Writing Policies, which will help you plan your policy and fill out the template. Quick links to reference materials:
Planning the Policy Actions
Once the new policy or revision is ready for development, download and complete the Justification Template. Use the Policy Template for new policies or download the latest versions of existing policies in Word format for editing. Use additional templates (procedures, FAQs) to develop related documents. Links and forms for the initial policy development process:
- Policy Owner Checklist
- APS Justification Template
- Policy Template
- Current Word Versions (Contact OPE to get current word versions of any APS for changes.)
- APS Functional Areas and Definitions
- CU Policy Hierarchy
- APS Glossary of Terms
- Procedure Template
- FAQ Template
Once the policy is approved, it will be finalized and posted online. In addition, OPE and the policy owners will communicate the changes as outlined in the APS Communications Plan.
Maintaining the Policy
OPE tracks upcoming reviews of the policies and procedures that you own. The APS Database provides access to your policies and related documents.
Frequently Asked Questions Regarding Policies
1. What are the definitions of a Regent Law, Regent Policy, Administrative Policy Statements, policies and procedures?
- Regent Laws are the laws of the university as directed by the Board of Regents.
- Regent Policies are the operating policies of the university and include guidelines for implementing the laws of the regents.
- Administrative Policy Statements are the procedural policies of system administration for implementing the laws and policies of the regents or systemwide institutional directives that mandate requirements of, or provisions for, members of the university community.
- A policy is a governing principle that mandates or constrains actions.
- Procedures are a series of consecutive steps that specifies how a particular process should be completed. Procedures include information on the “who, what, when, and where” of the policy.
2. What are universitywide administrative policies?
Universitywide administrative policies align operations, set behavioral expectations across the university system and communicate policy roles and responsibilities (commonly known as Administrative Policy Statements or APS).
3. How do I find a policy?
University policies may be found at www.cu.edu/ope. Quicklinks are provided on the home page to:
- Search Policies,
- Policies A-Z list,
- Functional area list (e.g., financial, human resources).
There is also a link to Other Policy Related Resources in the menu under "Policy" that has links to regent, campus, governance, service center or handbooks.
For assistance, contact the Office of Policy and Efficiency at 303-860-5711 or firstname.lastname@example.org.
4. What is the Standard University Policy format?
The Standard University Policy format is a format developed by the Office of Policy and Efficiency that defines the various optional and mandatory parts of a policy. All administrative policies will be written using this format. You can view the template by clicking HERE.
5. How do I know if a policy was recently updated?
The Office of Policy and Efficiency website www.cu.edu/ope provides a list of:
- Policies under review
- Changes to policies, procedures and forms.
- OPE news
For assistance, contact the Office of Policy and Efficiency at 303-860-5711 or email@example.com.
7. Who do I contact with policy questions?
All policies are connected to a policy owner and a responsible office. We require contact information on all policies, however if it is missing or if you have general policy questions, contact the Office of Policy and Efficiency at:
8. If I think a policy is out-of-date or obsolete, who should I contact?
Office of Policy and Efficiency
9. How will I know if a policy or procedure changes?
The Office of Policy and Efficiency website cu.edu/ope provides:
- Policies under review.
- Changes to policies, procedures and forms.
- OPE news and updates.
For assistance, contact the Office of Policy and Efficiency at 303-860-5711 or email firstname.lastname@example.org.
10. Do I follow the campus or system policies?
If applicable, follow both. Campus policies should adhere to system policies, but may add campus-specific requirements to the broader system policy. A hierarchy of policies is available by clicking on the "Policy Hierarchy" tab at the top of this page.
For questions or information related to rescinded policies, please contact the Office of Policy and Efficiency at OPE@cu.edu.
|Accounting for and Deposit of Funds for Non-Government Gifts, Grants and Contracts||4046||11/1/2005|
|Administrative Program Review||4031||1/31/2007|
|Administrative Service Recharge||4003||1/7/2010|
|Adopting Standards and Best Practices for the Acquisition and Deployment of Technology and Ancillary Support Infrastructure||1027||10/31/2006|
|Annual Merit Adjustments for Faculty||5027||7/20/2012|
|Automobile Allowances for University Employees||2013||7/1/2006|
|Auxiliary and Self-Funded Revenues||4020||1/17/2013|
|Background Checks for Security-Sensitive Positions and for Officers and All Individuals Hired in Tenured and Tenure-Track Positions||5028||7/1/2009|
|Benefits Advisory Board to the President||5025||10/31/2013|
|Classified Research Policy Statement as Adopted by the BOR and Administrative Guidelines for Implementation||1035||9/24/2007|
|Compensation Principles and Processes for Officersand Exempt Professionals||5029||7/1/2009|
|Complimentary Tickets and Related Expenses||4010||1/1/2012|
|Control over Transfer of funds to University Departments from the CU Foundation||4048||6/1/2006|
|Controller Function Decentralization||4001||1/1/2011|
|Copying Computer Software||6008||7/1/2007|
|Decentralization of Continuing Education Activities||1028||10/31/2006|
|Delegation of Authority to Chancellors to Adopt or Approve Campus By-Laws, Rules, Regulations & Guidelines||2014||7/1/2009|
|Delegation of Authority to Chancellors to Execute Certain Contracts||4033||7/1/2009|
|Delegation of Personnel Authority for Employees Exempt from the State Personnel System||5020||8/1/2017|
|Designation of retention rights for Classified Staff||5043||7/21/2005|
|Direct Spending from a Foundation on Behalf of the University||4017||1/6/2015|
|Distribution of Treasury Pooled Investment Earnings||4034||10/31/2006|
|Eligibility of Retired Officers & Other Exempt Personnel for University Health & Life & Insurance Programs||5030||7/1/2009|
|Employee Cost Saving Incentive Program||4057||8/11/2011|
|Establishment of University Graphics Standards Board||2015||7/1/2009|
|Expense Allowances and Business Expense Reimbursement||4035||12/1/2007|
|Facilities Space Inventory||3001||7/1/2010|
|Faculty Access to Services & Resources of All Libraries within the CU System||1029||7/1/2009|
|Faculty Retirement Planning||1030||6/1/2008|
|Family Medical Leave for Faculty and Unclassified Staff||5044||7/21/2005|
|Financing Property Acquisitions||4049||10/16/2006|
|Format for Proposed Real Estate Transactions Concerning Property Acquisitions Submitted to Board of Regents||4036||1/31/2007|
|Format for Real Estate Transactions Concerning Property Disposition Submitted to Board of Regents||4037||1/31/2007|
|Funding Inter-Campus and Off-Campus Educational Telecommunications||4038||1/31/2007|
|Gift in Kind Transactions||4021||7/1/2011|
|Gift, Grant and Endowment Income Distribution Policies||4039||10/31/2006|
|Guidelines for the Separation of Multi-campus Schools and Colleges||1004||7/1/2014|
|Guidelines for Use of Outside Consultant when Payment is Made from Funds at the University of Colorado Foundation, Inc.||4050||1/15/2004|
|Guidelines for Use of Outside Consultants when Payment is Made from Funds at the University of Colorado Foundation||4040||12/1/2006|
|Guidelines on Retirement - Classified Staff||5031||10/31/2006|
|Implementation of Regent Actions Pertaining to Terms of Appointment & Review & Evaluation of Administrative Officers||5032||7/1/2009|
|Implementation of Regent Policies on Tenure||1031||7/1/2007|
|Implementation of Risk Management Procedures for Use of University- and State- owned Vehicles||7004||8/15/2007|
|Indirect Cost Recoveries||2011||7/1/2010|
|In-State Tuition Ststus for Students that are Honorably Discharged from the Military||8007||7/20/2012|
|In-State Tuition Ststus for Students that Move to Colorado as the Result of an Economic Development Incentive||8008||7/20/2012|
|Intercampus Implementation of Regents' Policy on Employees with Delinquent Financial Obligations||5006||1/1/2011|
|Interfund and Intrafund Borrowing||4051||7/21/2003|
|IT Resource User Responsibilities||6004||3/1/2011|
|IT Security in Personnel Job Descriptions, Responsibilities and Training||6003||3/1/2011|
|IT Security in University Operations, Continuity and Contracting||6006||3/1/2011|
|IT Service Provider Security||6007||3/1/2011|
|Leave Sharing for Officers, Exempt Professionals & Faculty on Twelve-month Appointments||5017||7/1/2010|
|Leave Sharing for Permanent State Classified Staff||5010||7/1/2010|
|Maintaining Security for Cash and Other Portable Property within the University||4052||4/1/2008|
|Military Leave Policy for All Exempt Employees including Faculty||5033||7/1/2009|
|Moving Expense Reimbursement||4053||8/25/2004|
|Payroll - Mandatory Direct Deposit||5018||1/17/2013|
|Personnel Actions Submitted to the Board of Regents||5045||7/21/2005|
|Phased Retirement Programs for Faculty||5046||6/6/2007|
|Political Participation by Members of the University Community||2016||8/14/2008|
|Post Tenure Review||1003||7/1/2014|
|Presidential Review of Faculty Personnel Decisions||5007||1/1/2011|
|Procedure for Intercampus Notification of Program Initiatives or Changes||1032||10/31/2006|
|Procedures for COBRA Administration||5034||3/3/2009|
|Procedures for IRCA Administration||5035||3/20/2007|
|Procedures for Making Acting Appointments to Administrative Positions||5047||7/1/2005|
|Procedures for New Degree Program Proposals||1036||11/9/2007|
|Procedures for Offering Instructional Programs Outside the State of Colorado||1033||7/1/2009|
|Procedures for Written Standards & Criteria for Pre-Tenure Faculty||1034||7/1/2009|
|Procedures to Ensure Integrity of Appointment and Salary Approvals for Administrative Officers and Unclassified Staff||5036||7/1/2006|
|Professional Plan for Faculty; The||1011||7/1/2014|
|Program Discontinuance When No Tenured or Tenure-Track Faculty Face Dismissal||1010||4/9/2015|
|Proposals for Decentralizing Graduate Programs||1001||7/1/2010|
|Providing Employment Assistance to Members of Dual Career Couples||2017||7/1/2009|
|Provision of Auxiliary Aids to Handicapped Students||8009||8/14/2008|
|Regents Scholarship Program||8001||1/7/2010|
|Reimbursement for Work Done on Behalf of a University of Colorado Supporting Foundation||4019||1/6/2015|
|Reimbursement of University Cost Associated with Responding to Public Inquiries||4009||1/7/2010|
|Requirement for Prior Approval of Professional Services Contracts||2019||7/1/2009|
|Revenue Definition and Recognition||4007||1/17/2013|
|Review of New Degree Programs at Other State Institutions||1037||4/1/2004|
|Roll forward of Appropriations – Year End||4042||1/31/2007|
|Search Policies and Procedures for Select Officers||5048||7/21/2005|
|Selecting Architects & Engineers for Planning, Design & Construction Projects, Procedures for||3003||7/1/2010|
|Self-Insurance Fund - Loss Payout Guidelines||4054||10/18/2004|
|Silver and Gold Record||2020||7/1/2009|
|Social Security Card Verification||5037||7/1/2009|
|Student Orientation Programs||8010||10/31/2006|
|Student Rights to Privacy of Education Records||8011||5/1/2007|
|Tax Identification Numbers, IRS Form W-9||5038||12/1/2007|
|Tax Treatment of Complimentary Tickets and Related Expenses to Employees and Non-Employees||4055||10/31/2006|
|Tenure Policies for Librarians, Implementation of||1002||1/1/2011|
|The Anti-Drug Abuse Act of 1988||7005||8/14/2008|
|The Drug-Free Schools and Communities Act||7006||8/14/2008|
|The Use of the "Administrative Hardship Clause" under the State Fiscal Rules||4043||10/31/2006|
|Treatment of Personnel Files for Purposes of Colorado Open Records Act||5039||7/1/2007|
|University Policies on PERA "Buy-Back" Option||4044||7/1/2007|
|University Policies on TIAA/CREF Long-Term Disability Insurance Eligibility||5040||3/3/2009|
|University-Sponsored Fundraising Events||4026||7/1/2011|
|University-wide Faculty Personnel Review Procedures||5004||1/1/2011|
|Updating of Financial Management Systems Users' Reference Manual||4045||12/1/2006|
|Use of University-Owned Automobiles||7007||8/15/2007|
|Vacation Policies for Unclassified Personnel||5041||7/1/2009|
|Verification of Vacation & Sick Leave Accrual for University Personnel||5042||7/1/2009|