Policy Template* - Editable Policy Template with detailed instructions. 

Policy Cover Sheet*- Used to summarize a new policy or policy changes for the Approval Authority (required with all policies).

Policy Quality Check & Publishing Checklist - Used to quality check format and provide publishing information. 

*The Policy & SOP System incorporates these documents.

Standard Operating Procedure (SOP) Template* - Editable SOP Template with detailed instructions.

SOP Cover Sheet*- Used to summarize a new SOP or SOP changes for the Approval Authority (required when an SOP is submitted by itself for approval).

*The Policy & SOP System incorporates these documents.

Delegation of Policy Approval Form - Used by the President to delegate policy approval authority to a Cabinet member.

Please contact University Compliance for guidance if your department is considering recommending delegation to the President.

Per the Policy on Policies, a Brown University Policy is a document that states the rights and responsibilities of members of the Brown community. A University Policy must:

• have application throughout the University, either in its entirety or within a defined cohort, or be required by regulation or documented industry standards;
• help achieve compliance with applicable laws and regulations, promote operational efficiencies, enhance the University’s mission, or reduce institutional risks; and
• mandate actions.

Any document that meets these criteria constitutes a University Policy and will follow the process outlined above. 

Any edits that materially affect the substance of the policy and/or change the rights or what is expected of the individuals to whom the policy applies are considered material changes and must go through the same approval process as new policies, outlined in the Steps to Develop a Policy or SOP above. If you need the Microsoft Word document of the current version of the policy, University Compliance can provide it.

Edits that do not affect the substance of the policy and/or change the rights or what is expected of the individuals to whom the policy applies are considered non-material changes. Email University Compliance at policyonpolicies@brown.edu with the name of the policy, the text as it currently reads in the policy, and the text as it should read. University Compliance will confirm that the updates qualify as non-material (e.g., updating links or titles, correcting typos, etc.) and update the University Policy Website, normally within five business days of the non-material change being approved.

If the implementation of a policy will require additional funding, personnel/FTEs, new technology, or other resources that your office/department cannot currently support, you should present this to the Policy Owner (i.e., relevant Cabinet member) as soon as the issue is identified. This will allow a budget/resource analysis to be conducted in conjunction with the policy development. When presenting a resource issue to the Policy Owner, consider covering the following points:

• Summary of why additional resources are required (e.g., to address a new regulatory requirement)
• Relevant background information (e.g., any key statistics, peer benchmarking)
• Options examined
• Stakeholder engagement that has taken place
• Proposed path forward and why
• Resources required for path forward
• Potential challenges or issues arising from proposed path
• Deadlines/Critical path items impacting timing of needed decision

Policy Owners requiring additional resources should discuss potential options with the Provost or Executive Vice President for Finance and Administration, as appropriate.

Once a policy has been drafted, completed stakeholder review, and been submitted to University Compliance, it will normally either be moved forward or returned with feedback within five business days. Once the policy has been reviewed by University Compliance, it will move on to the Office of General Counsel for their review, and then to the final Policy Approver (i.e., Approval Authority) for their approval.

The Policy Owner is the Cabinet member responsible for the policy's content, administration, dissemination, communication and training, compliance monitoring, and timely review and revision. The Policy Owner will also ensure that the policy's development is appropriately resourced. There may be other offices, not under the Policy Owner's purview, with additional responsibilities under the policy - these should be documented clearly in Section 5.0 of the policy. 

The President is the approval authority for all policies that do not require Corporation approval. In some cases, a policy or group of policies may be delegated to a Cabinet member for approval. University Compliance will be able to advise if a delegation exists or assist if a delegation seems appropriate to initiate.

The Policy Owner, with support from the Responsible Office, is responsible for ensuring the policy content remains current and compliant with laws, regulations, and other University policies. At a minimum, once policies have been approved through the Comprehensive Policy Review Project, they are reviewed every five years, unless a more frequent review schedule is required for your particular policy.