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Appendix 1

Guidelines to Determine the Role of the University Senates Conference (USC) in the Policy Development Process

  1. USC may be presented with a Policy Proposal that invites one of four different levels of consultation: (1) information; (2) preliminary review and advice; (3) formal review and advice; and (4) approval/endorsement.
  2. Whenever a System-wide Policy is either created or revised, the Executive Vice President/Vice President for Academic Affairs (EVP) will at minimum present the Policy Proposal to USC for information.
  3. The USC and EVP will then determine jointly whether presentation of the Policy Proposal may be for information only, or whether there is a need for formal review and advice from USC to meet basic principles of shared governance, based on whether the Policy Proposal is of an academic nature or has an impact on faculty.
  4. Even if a Policy Proposal is not of an academic nature and does not have an apparent impact on faculty, the EVP may ask for review and advice from USC on the Policy Proposal. Similarly, the EVP may sometimes ask for preliminary review and advice from USC during the early development of a Policy Proposal, sometimes on a confidential basis, if necessary. Preliminary review and advice of this kind should be clearly distinguished from formal USC review and advice on—or approval or endorsement of—a Policy Proposal.
  5. Although USC’s statutory role is primarily advisory, the System may in some circumstances request USC to endorse or approve a Policy Proposal or an indication of approval or endorsement may be appropriate or required under some rule or bylaw. USC can only approve or endorse a Policy Proposal after having the opportunity to provide formal advice and review. Endorsement or approval requires a formal majority vote. In some circumstances consistent with its advisory role, USC may wish to refrain from endorsing or not endorsing a Policy Proposal even when asked.
  6. Policy Proposals involving new Policies or existing Policies with substantial proposed revisions will typically be sent to USC for review and advice. If such Policies are not of an academic nature and do not have an impact on faculty, considerations of jurisdiction and prudence suggest that the level of review should typically be attenuated.
  7. Policy Proposals involving revisions that are minor or editorial, are required by law, or are federally or state mandated, will typically be presented for information only. Consistent with guideline 3, the processes for determining whether presentation of the Policy Proposal requires further USC review and advice will be made jointly by USC and the EVP.
  8. As part of the process of obtaining USC review and advice, either USC or the EVP may suggest that the Policy Proposal go to the three university senates for information, review, and/or advice before USC provides its formal review and advice. While USC is the shared governance body that provides advice to the System, and the three senates are the shared governance bodies that provide advice to their respective universities, there could be instances where the impact of a Policy Proposal is sufficiently broad or controversial that its development would benefit from senate review and advice to USC.[1]
  9. Even in cases of Policy Proposals that may prove controversial or have wide impact, timing and efficiency considerations may sometimes make it necessary for USC to provide its review and advice without first engaging in more extensive consultation processes with each senate. Necessity claims may be brought to USC from the EVP, but judgments of necessity should be made jointly by USC and the EVP after consultation. USC should exercise its discretion thoughtfully when making necessity judgments, so as to ensure both a strong and appropriately informed voice for shared governance and a workable and timely mechanism for Policy development. Policy Proposals that obtain USC consultation of this kind could then be sent to the senates for information.
  10. In addition to the above processes for USC consultation, the EVP should consider early inclusion of faculty representation on the bodies that are creating and revising System-wide Policies, especially if they are of an academic nature or have impact on faculty. Faculty representation on such bodies cannot substitute for the USC review and advice needed to meet basic principles of shared governance. Nor can such faculty representation guarantee future buy in by USC or any of the faculty senates. Faculty representation is nevertheless advisable to help avoid some problems later in the process and ensure the best Policy Proposals are developed with the widest chance of broad faculty support.
  11. The President at any time can recommend that a Policy Proposal be sent to USC for information or any other level of consultation.

 

 

[1] The Illinois Statutes, Article II, Section 2(b) states in relevant part: “The University Senates Conference shall assist the senates to communicate . . . with the system and university administrative officials, and with the Board of Trustees through the president, and may develop and implement procedures to enhance such communication.”