- University Policy Framework
- Policy Writers Toolbox
- Policy FAQs
- Year End Reports
- Rescinded APSs
POLICY WRITERS TOOLBOX
The policy writer toolbox provides information on the CU administrative 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
Administrative Policy Process
The APS Process Flowchart outlines the key stakeholders, phases and responsible parties involved with the Administrative Policy Statements (APSs) process for initiation, development, approval, implementation and maintenance of the APSs issued by the Office of the President. The Office of Policy and Efficiency (OPE) is responsible for the administrative policy process. Key templates used in the process include:
Guide to Writing an Administrative Policy
Before developing a new administrative 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 administrative policy or revision is ready for development, download and complete the Justification Template. Use the Policy Template for new administrative policies or download the latest versions of existing administrative policies in Word format for editing. Links and forms for the initial policy development process:
- APS Justification Template
- Policy Template
- Current Word Versions (Contact OPE to get current word versions of any APS for revisions.)
- APS Functional Areas and Definitions
- CU Policy Hierarchy
- APS Glossary of Terms
Once the policy is approved, it will be finalized and posted online. In addition, OPE will communicate the changes to the university community via the CU Connections and the OPE Policy Blog.
Maintaining the Policy
OPE will update each functional area during the policy kickoff meetings regarding the policies in your area that are due or getting close to due for review.
Frequently Asked Questions Regarding Policies
1. What are the definitions of a Regent Law, Regent Policy, Administrative Policy Statements, policies and procedures?
- The Laws of the Regents are the highest source of authority within the University of Colorado, establish how the University of Colorado is organized and governed, and are binding upon the Regents of the University of Colorado and the university community.
- Regent policies are enacted by the Regents of the University of Colorado to operationalize the Laws of the Regents, direct the operation of functions for which the Board of Regents retains ultimate responsibility, and delegate authority to officers of the university and the administration.
- Universitywide administrative policy statements (APS) are enacted by the president of the university in accordance with defined processes to provide operational requirements to the entire university community and delegate authority to officers of the university and the administration.
- Universitywide procedure statements include detailed information on rules and how to complete specific tasks within functional areas including, but not limited to, finance, procurement, human resources, risk management and university relations.
2. What are universitywide administrative policies?
Universitywide administrative policy statements (APS) are enacted by the president of the university in accordance with defined processes to provide operational requirements to the entire university community and delegate authority to officers of the university and the administration (commonly known as Administrative Policy Statements or APSs).
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,
- View list of APSs by A-Z,
- View list of APSs by functional area (e.g., financial, human resources).
There is also a link to Policy Related Resources in the menu under "Policy Search" that has links to major university-related policy sources (i.e., regent laws and policies, APSs, campus and system administration policies, governance, CU service center procedures, handbooks, and external policy links).
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 policy statements (APSs) 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
- Latest APS changes
- OPE Policy Blog (latest policy news)
For assistance, contact the Office of Policy and Efficiency at 303-860-5711 or email@example.com.
6. What is the role of the Office of Policy and Efficiency?
The Office of Policy and Efficiency oversees the president’s universitywide administrative policymaking process; facilitates the development, review, approval and maintenance of universitywide administrative policy statements (APSs); and acts as the official repository and point-of-contact regarding APSs. OPE also supports the formal review of regent laws and policies.
7. Who do I contact with policy questions?
Each APS will list a responsible office and policy contact. For general policy questions, contact the Office of Policy and Efficiency at:
8. If I think a policy is incorrect, out-of-date or obsolete, who should I contact?
Office of Policy and Efficiency
9. How will I know if a policy changes?
The Office of Policy and Efficiency website cu.edu/ope provides:
- Policies under review
- Latest policy changes
OPE also issues news briefs and updates to the university community via:
- CU Connections
- OPE Policy Blog
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 universitywide policy framework and hierarchy is provided in Article 1.C of the Laws of the Regents - click here.
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 Recruitment and Hiring||5005||7/1/2020|
|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|
|Justification for Appointment with Tenure (Outside Hire with Tenure)||1018||7/1/2020|
|Leave for Faculty Serving in Elected Office||5063||1/1/2021|
|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|
|Leave Sharing for University Staff, Faculty on Twelve-month Appointments and Classified Staff||5049||4/2/2020|
|Maintaining Security for Cash and Other Portable Property within the University||4052||4/1/2008|
|Mentoring for Tenure-Track and Tenure-Eligible Faculty||1021||7/1/2020|
|Military Leave Policy for All Exempt Employees including Faculty||5033||7/1/2009|
|Moving Expense Reimbursement||4053||8/25/2004|
|Paid Administrative Leave for University Staff and Faculty on Twelve-Month Appointments||5021||4/2/2020|
|Parental Leave Benefits for Faculty and Staff||5019||4/2/2020|
|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|
|Restricted, Proprietary and Classified Research||1023||1/1/2018|
|Revenue Definition and Recognition||4007||1/17/2013|
|Review of New Degree Programs at Other State Institutions||1037||4/1/2004|
|Roles and Responsibilities of Department Chairs||1026||7/1/2020|
|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|