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Policy Process


UCAdP Policy Graphic


Prior to a meeting, the UCAP Chair(s) will provide copies of any new policies or existing policies due for review, following initial review by the Office of Legal Affairs.

  • It is expected that new policies will have been widely discussed among appropriate stakeholders before being brought to UCAP.
  • The policy developer will be invited to introduce a new policy or recommended changes to any existing policy. 
  • Changes to existing policies will be shown in revision mode. 
  • A policy review tracking form will be maintained electronically for each policy reviewed to note any changes and keep track of the policy through the process.
  • All policies will be presented in the JCU policy template. The headings within the template can be modified, if needed, for particular policy contexts.

UCAdP members represent various constituencies of the University, and so, during its review of the policy, UCAdP brings a University-wide perspective to ensure consistency and to support the University’s mission. UCAdP will also edit the document to improve clarity, close loopholes, confirm ownership of the policy, and or address concerns of committee members.

The Committee will vote to 1) send the policy on for public comment, 2) return the policy to the proposers for revision, or 3) not approve the policy.  Policies that are returned to proposers will be reintroduced to the Committee either by email or during a subsequent meeting.  

The final proposed policy version will be circulated to the Senior Leadership Team for input if they have not seen it or if it has changed significantly since they have seen it, and then will be posted for review and public comment on InsideJCU for thirty days.  Other bodies (Staff and Faculty Councils and the University Committee on Educational Policies) will also be provided the policy for review during this period.  

After the thirty-day review period, the Committee will review the policy along with any comments or recommended changes for a final time.  Should the policy garner a large number of comments or undergo substantive change from the circulated version that require additional input, it may be re-circulated for a second review period. All signed comments will receive a response from the Committee and all comments and responses will be posted on the JCU Faculty & Staff Google Shared Drive.

Except under extenuating circumstances, the Committee will vote to approve or not approve the policy no sooner than one week after comment responses are sent.  The majority of members must approve the policy for it to be adopted.  If approved, the Policy will be assigned a Policy number, communicated to all stakeholders via appropriate means, and uploaded to the website.

All Committee actions may be taken either in person or via electronic vote.

If a policy is required to be in place for regulatory compliance, the committee may vote to implement it as an interim policy and then proceed with the normal review process to put the policy in place permanently. the end or replacement of such an interim policy will be immediately announced.

If the Committee reviews an existing policy with no changes (or only minor ones) on the regular review cycle and there are no comments from the community, then the vote to send the policy for comment will also be construed to be a vote to approve the policy for another review cycle. Updates to titles or inconsequential adjustments to procedures may be made with a single vote and no community comment.

The University Committee on Administrative Policies was described in the original UCCG presentation in two ways:

  • A cross-divisional committee to discuss and make recommendations about administrative functions including the results of administrative programs reviews, human resources policy development, data governance, Title IX, legal issues, survey policies, and professional development for staff.
  • To promote institutional efficacy by gathering and providing institutional data and external benchmarking, ensuring compliance, overseeing administrative program review, data governance, technology needs and promoting best practices.

During the initial (spring 2017) meeting, the ideas below emerged:

  1. This committee will not micromanage administrative units but rather provide a place for
    • reporting the work of those units and UCAdP’s subcommittees,
    • hosting cross-divisional conversations affecting units/subcommittees, and
    • strengthening recommendations from units/subcommittees to USPG and/or senior leadership.
  2. Completed Administrative Programs Reviews (AdPR) will be examined by this committee who will provide feedback and recommendations to the unit in question as well as the appropriate VP. This committee should use the AdPRs and possibly other data (internal audits?) to seek not only efficiencies but also improved effectiveness, particularly in breaking barriers between units on campus (silos). As our institutional data culture matures, this group can provide a cross-divisional forum to examine institutional and benchmarking data.
  3. The UCCG restructuring will require continued mapping and alignment of university committees; this task may fall to this committee. This committee may play a role in the Board-mandated review of governance documents.

UCAdP Membership

Name Position
Bonnie Gunzenhauser Co-Chair, Vice President for Academic Affairs
Todd Bruce Co-Chair, Assistant Provost for Institutional Effectiveness & Assessment
Jim Burke Chief Information Officer
Maura Dooley Staff Council Representative
Megan Gerome Staff Council Representative
Mary Ann Hanicak Student Experience and Campus Belonging Representative
Garry Homany Director, Regulatory Affairs & Risk Management
Sharon Kaye Faculty Representative
Melanie Moss Assistant Controller
Maria O'Connor Director, Institutional Research
Jen Rick Assistant Vice President, Human Resources
Colleen Treml General Counsel

Additionally, the following vacant position has a seat on UCAdP: Student Government Representative

Current Meeting Materials

2023-2024 Meetings will be held at 9:00 a.m. in the Arts & Sciences Conference Room (B-101a) unless otherwise noted. 

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive. Agendas will be posted at least 24 hours in advance.

Date Agenda
October 5, 2023 (in BR-32) Agenda
October 19 cancelled
November 2 Agenda no quorum
November 16 Agenda
November 30 Agenda
February 1, 2024 Agenda
February 15 Agenda
February 29 Agenda
March 21 Agenda
April 4 Agenda
April 18 Agenda
May 2 Agenda


2022-2023 Meetings will be held at 9:00 a.m. in the LSC Conference Room (fall)/CAS Conference Room (spring) unless otherwise noted. 

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda
September 15, 2022 Agenda
September 29 Agenda
October 13 cancelled
October 27 Agenda
November 10 Agenda
December 1 Agenda
February 2, 2023 Agenda
February 16 Agenda
March 2 Agenda
March 30 Agenda
April 13 Agenda
May 11 Agenda


Fall 2021 Meetings were held at 9:00 a.m. in the LSC Conference Room unless otherwise noted. Spring 2022 Meetings were held in the Murphy Conference Room unless otherwise noted.

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda
September 2, 2021 Agenda
September 30 cancelled
October 14 cancelled
October 28 Agenda
November 11 Agenda
February 3 (LSC Conference Room) cancelled
February 17 Agenda
March 3 Agenda
March 31 Agenda
April 28 Agenda
May 12 Agenda

2020-2021 Meetings were held at 9:00 a.m. via Zoom (unless otherwise noted).

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Other Meeting Materials
October 1, 2020 Agenda  
October 15 Agenda Comments on International Travel Safety Policy
October 29 Agenda  
November 12 Agenda


January 21, 2021 Agenda  
February 4 Agenda  
February 18    
March 4    
April 15 Agenda  
April 29 Agenda  
May 13  Agenda  

All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Minutes Other Meeting Materials
September 12 Agenda Minutes  
October 3 Agenda Minutes  
October 17 Agenda Minutes Consensual Relationship Comments
October 31 Agenda Minutes

Alcohol Use and Service Comments

Animals on Campus Comments

November 14 Agenda Minutes  
December 12 Agenda Minutes

Indirect Cost Comments 

Sensitive Data Comments

January 23 Agenda Minutes  
February 6 Agenda Minutes   
February 27 Agenda Minutes  

March 26 (Zoom)

Agenda Minutes  
April 23 (Zoom) Agenda Minutes  
May 7 (Zoom) Agenda Minutes  Speakers and Events Comments


All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Date Agenda Minutes Other Materials
September 20 Agenda Minutes  
September 27 Agenda Minutes   
October 11 Meeting cancelled      

October 25

(in Dolan A202/203)

Agenda Minutes  
November 8 Agenda Minutes   
December 6 Agenda Minutes   
January 24   Minutes Presentation
February 7 Agenda Minutes  
February 21 Agenda Minutes   
March 21 Agenda Minutes   
April 4 Agenda Minutes  
May 2 Agenda Minutes Data Governance Update


All meeting minutes and policy comments are available in the JCU Faculty & Staff Shared Drive.

Meeting Date Agenda Minutes Any Additional Meeting Materials
9/21/2017 Agenda Minutes AdPR PresentationHR Policy ProcessHR Policy Listing
10/5/2017 Agenda Minutes  
10/19/2017 Meeting cancelled    
11/2/2017 Agenda Minutes Policy Process
12/7/2017 Agenda Minutes  
1/25/2018 Agenda Minutes  
2/22/2018 Agenda Minutes  
3/22/2018 Agenda Minutes  
4/26/2018 Agenda Minutes

April 26 Notes