The UNC Policy Manual
Adoption of the Policy Manual, Rescission of Prior Policies and Promulgation of Policies
The Board of Governors adopts The University of North Carolina Policy Manual as the official document articulating Board of Governors’ policies and the administrative regulations and guidelines of the president. Policies existing prior to the adoption of this policy and not included in the Policy Manual are rescinded and are no longer in effect.
a. Policies: Policies direct the University of North Carolina, its constituent institutions and affiliated entities according to the board’s mission and philosophies. Policies should articulate in a concise manner the official statement of the board on issues it deems important to the governance of the University. The Board of Governors is the only entity that may establish a policy of the University.
b. Regulations: Regulations are those rules or requirements of the President that the General Administration, the constituent institutions and the designated affiliated entities are required to follow.
c. Guidelines: Guidelines are interpretations of policies or other requirements that are issued for the assistance of the General Administration, the constituent institutions and the University’s affiliated entities in conducting the affairs of the University.
d. Transmittal letters: Transmittal letters will be used to transmit new or amended policies, regulations, or guidelines to the campuses. They will not contain information with long-term significance and will not be included in the Policy Manual. Transmittal letters will be sequentially numbered.
2. Procedures for adoption or amendment of policies
a. Before the board may adopt, amend or repeal a policy, a standing or special committee of the board must give notice of its proposed action concerning the policy by making a public announcement at a prior meeting of the board or by notice given to members of the board at least 28 days prior to the meeting at which action on the policy is proposed. At the meeting of the board at which the board is to take action, the committee’s proposal may be adopted, adopted with amendments, or rejected.
b. Once a board policy is adopted, the Vice President and General Counsel will assign it an outline number and the Secretary of the University will incorporate it in the Policy Manual, denoting it in the contents with capital letters. The first page of every policy shall note its promulgation date and dates of amendment. Policies and amendments shall state an effective date if that date is different from the date of adoption.
c. The Secretary of the University will maintain a permanent record of each policy adopted or amended by the Board of Governors and will prepare a transmittal letter to transmit each to the vice presidents, chancellors, and others, as designated by the President.
3. Procedures for adoption of regulations and guidelines
a. Regulations and guidelines pertaining to board policies, or other matters not addressed by a policy, will be promulgated by the president and distributed to the campuses. The terms “policy,” “policies,” or “procedures” will not be used to designate regulations or guidelines.
b. Regulations or guidelines may be issued by the President on the President’s initiative or on the recommendation of a vice president after the President’s cabinet has had an opportunity to review and comment on the proposal. All regulations and guidelines issued by the President will be signed and dated by the President.
c. The Vice President and General Counsel will assign an outline number for use when the regulation or guidelines are incorporated into the Policy Manual.
d. The President or the vice president responsible for proposing a new or amended regulation or guidelines shall, after it is signed by the President, prepare an appropriate transmittal letter, obtain a number for the transmittal letter from the Secretary of the University, and shall transmit it to the vice presidents, chancellors, Secretary of the University, and others, as designated by the President.
e. The Secretary of the University will control the numbering of transmittal letters and will keep a permanent record of each transmittal letter and the accompanying regulation or guideline.
4. Maintaining the Policy Manual
The Policy Manual will be maintained in hard copy form and in a format accessible via the world wide web. The Secretary of the University, in consultation with the Vice President and General Counsel, will be responsible for updating the electronic version of the Policy Manual regularly and the hard copy version of it biennially by including new or amended policies, regulations, and guidelines. Hard copies will be distributed to the members of the Board of Governors, the President, the vice presidents, chancellors, and others, as designated by the President.