the new hop process at utsa
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The New HOP Process at UTSA. Presented by: Dick Dawson Executive Director, Audit, Compliance & Risk Services Heather Foster Policy Specialist. HOP Committee. - PowerPoint PPT PresentationTRANSCRIPT
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
StakeHolde
r
Policy Coordinato
r
Step 2HOP
CommitteeResponsibl
e Executive
Step 3
StakeHolde
rStakeHolde
rStakeHolde
r
President
Step 1
Step
8
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
w
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