Creating a New Policy

These instructions outline the steps necessary to create a new policy draft. If you need to revise an existing policy, please follow the instructions on the How to Revise a Policy page instead. If you need assistance, please contact us at policies@ua.edu.

1. Login to the PolicyStat admin portal. (CCHS users will login to the CCHS PolicyStat Portal.)
2. Click on Policies at the top of the screen.
3. You will see a dropdown menu.  In the Draft from New Template section, click on UA Policy Template.
4. This will open up the template for you begin working with.  Start by filling out the Properties section.
   • Title:  Generally policies need to have concise titles that end with the word “Policy.”  
   • Owner:  This will default to your name.  If it should be someone else, you can click the X to remove your name.  When you start typing their name in the field, you will see the option to select the other person.
   • Area:  This should default to your department.  If not, use the dropdown menu to select the correct option.
   • Approval Workflow:  This should also load in by default, but if it doesn’t, use the dropdown to select Finance and Operations.
   • Applicability:  Select “The University of Alabama – All”
   • Next Review Date:  Enter 365 days after this version’s final approval.
5. Scroll down to the editor section to add the policy verbiage.  Please note that the approved policy template outline has been supplied.  The Purpose, Policy, and Scope sections are required, but you may remove the Definitions and References sections if they are not needed.
6. Once you are finished entering the content, we need to close out the new policy and re-open it so you can enter comments.  Click SAVE or verify that the draft has autosaved since the last edits.  Do NOT click the orange Start Approvals button!
7. Then, click on Policies at the top of the screen and choose drafts from the dropdown menu.
8. You should see your draft in the list.  Click on the title to open it back up.
9. Scroll to the bottom of the policy to invite department level reviewers and any appropriate campus partners to review and provide feedback.
   • 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.
10. Enter a comment to answer the following questions:
    • Why is this policy being proposed?
    • How does this policy compare to similar policies at UAB and UAH?
    • Does this policy conflict with and Board Rules or pronouncements?
    • What have you done to consult with those effected by the changes?
11. Invite the following individuals to review and provide feedback.
    • Policy Owner (if they have not already reviewed)
    • Department Head (if different from Policy Owner)
    • AVP, Dean, or Designee
    • Office of Counsel 
12. After all of the individuals in the previous step have reviewed and provided feedback, add a comment to invite the Policy Manager (Kathy Brunot) to coordinate the rest of the review and approval processes.