Annual Policy Review Procedures

Initiate the Review

1. Login to the PolicyStat Admin Portal.
2. Find the policy in the Policies Due for Review section on the dashboard or use the search bar at the top of the screen to find and open the policy.
3. Click the “Review” link in the header section.
4. Review the document properties and the content of the policy.
5. Scroll to the bottom of the policy to invite department level reviewers and any appropriate campus partners to review and provide feedback.
6. To Invite a Collaborator:  In the comment box, type “@” and the person’s name to select them as a collaborator. You may also enter notes or directions for them.  Then, click “Comment” to submit.  This will trigger an email to the collaborator inviting them to join the conversation.  When the individual enters a comment, you will be notified by email.

No Changes Needed

If you determine that no changes are needed – Click the orange “Start Approvals” button at the top of the screen.  You will be prompted to enter a change summary. Enter a comment to say that this is the annual review and no changes are needed.

Note:  If you left the policy and came back to it, you’ll need to click “Review” again to see the “Start Approvals” button.

The policy will be routed for processing and the next review date will be updated when the workflow is complete.

Edits Required

If you determine that changes are needed – Do NOT click the orange “Start Approvals” button.

1. Edit the policy as appropriate, and enter a comment to cover the following topics:
   1. Why is this policy being changed?
   2. Summarize the changes.
   3. How does this policy compare to similar policies at UAB and UAH?
   4. Does this policy conflict with and Board Rules or pronouncements?
   5. What have you done to consult with those effected by the changes?
2. Invite the following individuals to review and provide feedback.
   1. Policy Owner (if they have not already reviewed)
   2. Department Head (if different from Policy Owner)
   3. AVP or College Policy Contact
   4. Office of Counsel
3. After all of the individuals in the previous step have reviewed and provided feedback, invite the Policy Manager (Jennifer Clark) to coordinate the rest of the review and approval processes.