Protocol for Revising or Adding New Material
to University Handbook for Appointed Personnel (UHAP)

Formation of Committee for Revision of UHAP:

CONUR will not function as a policy-making body and will not express opinions about proposed changes.

Process for Introducing and Implementing Revisions to UHAP:

1. A proposed addition/revision may be submitted at any time during the year to CONUR by an action of one of the following organizations: the Offices of the President and Provost, the Office of Human Resources, the General Faculty, the Faculty Senate, the Appointed Personnel Organization Council, the Staff Advisory Council, the University Attorney's Office. A standard request form will be available electronically, through the Human Resources’ and Provost Office’s web sites, and in printed form upon request.
2. CONUR identifies those groups or constituencies which will be affected by the proposed addition/revision and forwards a copy to them for their reaction and approval.
3. After receiving responses from the affected constituencies, CONUR arranges to have the final draft prepared by the initiating group, taking into consideration the input received through the vetting process.
4. The final sign-off by the initiating group and the affected groups then occurs. CONUR does not approve the final language; CONUR limits its authority to oversight of the process.
5. Posting of additions/revisions will occur in two stages:

1. the first posting (for 30 days) is to alert everyone of a pending change and provide an opportunity to express comments and suggestions to the relevant parties/groups. If significant alterations occur in the drafting process, it may be necessary to re-post. Posting at this stage is also intended to alert any parties or groups not identified at the vetting stage.
2. the second alert occurs after final approval, when the new/changed item will be posted as part of the electronic version of UHAP but with a proviso that the item becomes effective on a designated date, normally the following July 1. The prior version of a changed or replaced section will not be deleted until the effective date.

Distribution and Archiving of Current Version of UHAP

• The Provost will send one printed copy of UHAP, with the current revisions, to each college each year on July 1 or as soon as feasible. That version will be in effect for the following fiscal year.

• Each year, at least two printed copies will be put into Special Collections at the Library. Additionally, the Library will maintain an archive of all previous editions of UHAP.

• Each year, a printed copy of the current version of UHAP will be given to the Provost’s Office, the Office of Human Resources, each dean’s office, the Faculty Center, the Appointed Personnel Organization Council, the Staff Advisory Council, and the University Policies Coordinator.

Extraordinary Additions and Revisions:

Extraordinary additions and revisions may sometimes be made off-cycle, during the year. Extraordinary additions and revisions may occur in unusual circumstances, such as legislated or Board of Regents mandated policy, or the necessity to be legally compliant. The process will follow steps 1 through 5 above, and then an immediate posting by campus-wide 3D to announce the off-cycle date of effect. Thus, the effective date may be different but the process will remain the same.

In cases where an off-cycle effective date is not mandated externally, an earlier date must be approved by four out of five of the members of CONUR.