The
UNC Policy Manual
100.2
Adopted
09/14/01
Amended
07/29/16
Amended
07/14/17
Technical
Corrections 03/08/19
The
Board of Governors adopts the
University of North Carolina Policy Manual (UNC 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 UNC Policy
Manual are rescinded and are no longer in effect.
I. Definitions
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 UNC System Office, 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 UNC System Office,
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 UNC Policy Manual. Transmittal letters will be sequentially
numbered.
II. Procedures for Adoption or Amendment
of Policies, Regulations, and Guidelines
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. Regulations and guidelines pertaining
to Board policies, or other matters not addressed by a policy, will be
promulgated only by the president. The
terms “policy,” “policies,” or “procedures” will not be used to designate
regulations or guidelines. Regulations
or guidelines may be issued by the president on the president’s initiative or
on the recommendation of a vice president after senior officers and staff
designated by the president have 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.
III. Limitation on Reporting Requirements in Policies,
Regulations, and Guidelines
A.
The Board of Governors, the president, chancellors, and
University staff require access to business information, data, and reports in
order to carry out their responsibilities for the governance and leadership of
the University and the constituent institutions. University boards and
leadership should rely on business information and data systems for reporting
and oversight. Any data collection and reporting requirements that are
established by the Board or the president should: (1) inform decision-making;
(2) be relevant to strategic priorities or federal or state regulatory
requirements; (3) be cost effective compared to the reporting burden; (4)
support risk management and risk mitigation; and (5) be directed to the
appropriate University board or official, such as the Board of Governors, the
president, the chancellor, or the board of trustees.
B.
It is the sense of the Board of Governors that University
policies, regulations, and guidelines should generally not contain specific data
collection and reporting requirements. When a clear need for a specific data
collection and reporting requirement is identified, the president, as the chief
administrative and executive officer of the University, may establish the
requirement, and adjust or amend the requirement from time to time as the
president deems appropriate. The president is encouraged to maintain and
periodically update a master list of data collection and reporting requirements
that is accessible to the leadership and staff and of the University and the
constituent institutions who are responsible for fulfilling the requirements.
IV. Maintaining the UNC Policy Manual; Technical Corrections
A. The senior vice president and general
counsel will assign each policy, regulation, and guideline a number and the
secretary of the University will incorporate it in the UNC Policy Manual. The first page of every policy, regulation,
or guideline shall note its promulgation date and dates of amendment. Policies, regulations, guidelines, and
amendments thereto, shall state an effective date if that date is different
from the date of adoption.
B. The secretary of the University will
maintain a permanent record of each policy, regulation, and guideline adopted
or amended by the Board of Governors or the president and will prepare a
transmittal letter to transmit each to the senior officers, chancellors, and others,
as designated by the president. 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 policy, regulation or guideline.
C. The UNC Policy Manual will be maintained in hard copy form and in a
format accessible on the University’s website and will be updated regularly to
include new or amended policies, regulations, and guidelines.
D. The secretary of the University, in consultation with the senior
vice president and general counsel, is
authorized to make technical changes to the UNC Policy Manual as defined below:
1. Correct
typographical errors;
2. Make
conforming changes to names, titles, statutory and regulatory references, and
other designations;
3. Correct
inconsistencies among policies that may result due to a more recent policy
adoption, amendment, or rescission;
4. Assure
that Board delegations and resolutions are accurately reflected throughout The Code and the UNC Policy Manual; and
5. Annotate
policies, regulations, and guidelines to cross-reference other provisions of
the UNC Policy Manual.
Any corrections or changes that are made
pursuant to this policy shall be summarized and reported in writing to the chair
of the Board of Governors and the Committee on University Governance.
V. Other Matters
A. Effective Date. The requirements of this policy shall be effective on the date of adoption by the Board of Governors.
B. Relation to State Laws. The foregoing policies as adopted by the Board of Governors are meant to supplement, and do not purport to supplant or modify, those statutory enactments which may govern the activities of public officials.
C. Regulations and Guidelines. These policies shall be implemented and applied in accordance with such regulations and guidelines as may be adopted from time to time by the president.