Policy Review Committee (PRC)

University Policy Review Committee

Charter

Mission

The University Policy Review Committee (PRC) ensures coordination between Units and brings expert review and feedback to policy documents to ensure their effectiveness and quality. The PRC serves two primary functions in supporting effective policy development and communication:

• Providing feedback to Issuing Officers on policy documents’ consistency, quality, and appropriateness of content and scope.
• Communicating, through a variety of channels, policy updates to stakeholders across campus.

The PRC does not have authority to approve or refuse approval of policy documents and does not make official findings or recommendations concerning University policy-making.

Establishment and Governance

The University PRC was established in 2017 by the University Policy Officer.

Chair – The Associate Director for Ethics and Policy serves as the Chair of the PRC. The Chair has the following responsibilities:

• Scheduling monthly meetings
• Preparing and sending monthly agendas to members one week prior to the meeting
• Inviting guests and coordinating logistics
• Facilitating group discussions
• Providing follow-up feedback to presenters and/or Policy Liaisons, when appropriate

Membership

The PRC consists of approximately 35 individuals total, with representation from each administrative Unit and each School (all units with a Vice Chancellor, Dean, or direct report to the Provost) who serve as Policy Liaisons.

The leadership of the following administrative Units and Schools appoints Policy Liaisons:

• Adams School of Dentistry
• Athletics Department
• College of Arts and Sciences
• Employee Forum*
• Eshelman School of Pharmacy
• Faculty Council*
• Finance and Operations
• Friday Center
• Gillings School of Global Public Health
• Human Resources and Equal Opportunity and Compliance
• Hussman School of Journalism and Media
• Information Technology Services
• Kenan-Flagler Business School
• Office of Internal Audit
• Office of Scholarships & Student Aid
• Office of Undergraduate Admissions
• Office of University Counsel
• Office of the Provost
• Office of the Registrar
• School of Education
• School of Government
• School of Information and Library Science
• School of Law
• School of Medicine
• School of Nursing
• School of Social Work
• Student Affairs
• Student Government*
• Summer School
• The Graduate School
• University Communications
• University Development
• University Libraries
• Vice Chancellor for Research

*These entities are not required, but may choose, to appoint Policy Liaisons to the PRC

Member Roles and Responsibilities

Policy Liaisons have the following responsibilities as members of the PRC:

1. Participate in the drafting of Policies, Standards, and Procedures put forth by their Unit
2. Communicate new/changed Policies, Standards, and Procedures affecting their Unit to the Unit more broadly
3. Read all Executive Summaries provided by the PRC Chair prior to each PRC meeting
4. Attend all PRC meetings, unless obligated to miss a meeting due to an unavoidable scheduling conflict and provide constructive feedback to presenters during the meeting or during the review period preceding the monthly meeting
5. Submit all proposed new University Policies created by their Unit to the Ethics and Policy Office
6. Submit all current University Policies created by their Unit with proposed Material Substantive Revisions to the Office of Ethics and Policy

The Policy Liaison is responsible for coordinating with the Office of Ethics and Policy regarding management of University Policies, Standards, and Procedures administered by the Policy Liaison’s Unit, including timing of changes, ensuring adequate review, incorporation of feedback, and maintenance of documents.

Designation of Alternate Liaisons

Policy Liaisons may designate one individual in their school or unit to serve as their Alternate and to represent them at PRC meetings when the Liaison is unable to attend. Liaisons should designate their Alternates, in writing, to the Chair of the PRC. The Chair will maintain a list of Liaisons and Alternates.

Meeting Frequency and Purpose

The PRC meets monthly either virtually or in-person. The format of the meeting is at the discretion of the Chair. The purpose of monthly PRC meetings is to engage in regular constructive conversation and collaboration regarding policy document revisions, the University’s electronic policy management system, and other focused topics related to proactive University policymaking.

Documentation of Meetings

The Office of Ethics and Policy will post meeting agendas and summaries, if possible, on its website.

Effective Date: 3/18/2021

Revised Date: 3/18/2021