Presented by: Dick Dawson Executive Director, Audit, Compliance & Risk Services Heather Foster Policy 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 Stake Holde r Policy Coordinator Step 2 HOP Committee Responsible Executive Step 3 Stake Holde r Stake Holde r Stake Holder President Step 1 Step 8 Step 1 – University office will route draft policy to appropriate Responsible Executive Step 2 – Responsible Executive will submit draft to Policy Coordinator Step 3 – Policy Coordinator will distribute draft to HOP Committee to confirm Stakeholder review plans and await return Step 4 – Policy Coordinator will distribute draft to Stakeholders for review and await return Step 5 – Policy Coordinator will provide draft to Responsible Executive for consideration Step 6 – Responsible Executive will resubmit draft to HOP Committee with any changes Step 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 Committee Step 8 – HOP Committee will approve draft to be submitted to President for review and approval Step 7 Legal Review

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 2008 To 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 Archive Comprehensive electronic Policy Archive of the HOP

Policy Age determined by Last Reviewed or Effective Date Group years old (revise within 1 yr) Next Scheduled Review Date - 9/30/2010, 34 policies Group years old (revise within 2 yrs) Next Scheduled Review Date - 9/30/2011, 26 policies Group years old (revise within 3 yrs) Next Scheduled Review Date - 9/30/2012, 34 policies Group years old (revise within 4 yrs) Next Scheduled Review Date - 9/30/2013, 66 policies

Area RepresentedCommittee Member PresidentSonia Martinez VP for Academic AffairsDr. Sandy Welch VPBA – Financial AffairsJanet Parker VPBA – Human ResourcesBarbara Centeno VP for Student AffairsGeorge E. Norton VP for University AdvancementBecky Anderson VP for ResearchDr. Marianne Woods VP for Community ServicesBob McKinley Faculty SenateDr. Mansour El-Kikhia Staff CouncilRob Garza Student GovernmentMatt DeLeon

Website