Presented by:Dick Dawson

Executive Director, Audit, Compliance & Risk Services

Heather FosterPolicy Specialist

The committee is comprised of representatives from the President’s Office, each VP area, Faculty Senate, Staff Council and Student Government

Held first meeting in December 2008

• Established committee, approved charter and evaluated status of policies “in the hopper”

• Established OICRS procedures for administrating the approval process

Department/office proposing

policy

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Policy Coordinato

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Step 2HOP

CommitteeResponsibl

e Executive

Step 3

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President

Step 1

Step

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Step 1 – University office will route draft policy to appropriate Responsible ExecutiveStep 2 – Responsible Executive will submit draft to Policy CoordinatorStep 3 – Policy Coordinator will distribute draft to HOP Committee to confirm Stakeholder review plans and await returnStep 4 – Policy Coordinator will distribute draft to Stakeholders for review and await returnStep 5 – Policy Coordinator will provide draft to Responsible Executive for considerationStep 6 – Responsible Executive will resubmit draft to HOP Committee with any changesStep 7 – After approval from majority of HOP Committee the draft will be sent to Legal for a legal sufficiency determination and return to the HOP CommitteeStep 8 – HOP Committee will approve draft to be submitted to President for review and approval

Step 7Legal Revie

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The committee inherited 22 policies in various stages of review and approval

18 of these were submitted to the Office of Legal Affairs by February 2009

As of today all but 2 of the original policies has been approved by the Office of General Counsel

Began with 22 policies in December 2008To date the committee has reviewed a total of 38 policies

16 new policies

18 significant amendments

4 insignificant amendments

34 policies approved by the Office of General Counsel

Launched new website in November 2009 that matched the look and feel of UTSA’s homepage

Created new pages in effort to increase transparency of policy process:

• What’s New – policy changes over the past 90 days

• Policy Approval Process – brief description of the committee, includes process flowchart

• Policy Revision Process – states every policy will be reviewed, at a minimum, every four years.

Enhanced search options and capabilities

• Keyword• Responsible Executive• People Affected • Compliance Areas• Free Form

Policy ArchiveComprehensive electronic Policy Archive of the HOP

Policy Age determined by Last Reviewed or Effective Date

Group 115-20 years old (revise within 1 yr)Next Scheduled Review Date - 9/30/2010, 34 policies

Group 210-14 years old (revise within 2 yrs)Next Scheduled Review Date - 9/30/2011 , 26 policies

Group 3 5-9 years old (revise within 3 yrs)Next Scheduled Review Date - 9/30/2012, 34 policies

Group 41-4 years old (revise within 4 yrs) Next Scheduled Review Date - 9/30/2013, 66 policies

Area Represented Committee MemberPresident Sonia Martinez

VP for Academic Affairs Dr. Sandy Welch

VPBA – Financial Affairs Janet Parker

VPBA – Human Resources Barbara Centeno

VP for Student Affairs George E. Norton

VP for University Advancement Becky Anderson

VP for Research Dr. Marianne Woods

VP for Community Services Bob McKinley

Faculty Senate Dr. Mansour El-Kikhia

Staff Council Rob Garza

Student Government Matt DeLeon

http://utsa.edu/hop/Website