University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Policy on Policies

UPPM 10.38

For more information contact:
    Policies, Records, and Forms
    509-335-3928 / policies@wsu.edu

1.0 Overview and Purpose

Washington State University follows a uniform process for administrative policymaking. This ensures that system policies are reviewed by appropriate University officials and bodies and approved by the President (or designee) or the Board of Regents, if applicable. Following a consistent policymaking process:

  • Promotes operational efficiency and transparency;
  • Facilitates compliance with applicable laws; and
  • Ensures that a broad range of viewpoints are solicited and that positive and negative impacts of policy changes on various groups, communities, and individuals are taken into consideration as an integral part of the process.

2.0 Applicability

This policy applies to systemwide University administrative policies and procedures that affect many, or most, University units.

The Office of Policies, Records, and Forms (PRF) publishes these in the following manuals:

Note: PRF is in the process of combining the administrative manuals into the University Policies and Procedures Manual (UPPM). For more information, view the posted announcement.

2.1 Exceptions

This policy does not apply to all other University policies, including the following resources and manuals; however, these often cite to or incorporate policies and procedures that are subject to this policy. The University office that publishes each manual is indicated in parentheses.

Academic Policies and Procedures.  These include, but are not limited to:

Personnel Manuals. These include:

Washington Administrative Code (WAC) Regulations. WAC regulations are subject to the rulemaking process in UPPM 10.35. PRF coordinates the rulemaking process for WSU.

Research-Related Manuals. The administrative manuals contain some research-related policies and procedures; however, certain area-specific policies related to research are maintained by the WSU Office of Research.

Single Unit or Single Campus Policies and Procedures. Policies and procedures that affect operations at a single University campus or unit only.

3.0 Definitions

Major Revisions: Changes in substantive content, scope, impact, or purpose, or any change that does not meet the definition of minor revision.

Minor Revisions: Changes to existing policies that do not alter the purpose, scope, or impact of the policy. These include:

  • Editorial changes, such as changes in grammar, punctuation, and formatting;
  • Changes to references, resources, and URLs;
  • Clarification of or updates to language or terminology that do not change meaning, including changes to examples or scenarios that illustrate how the policy applies;
  • Changes to contact information, titles, office or unit names, or organizational structure;
  • Minor procedural adjustments that do not affect individual rights or compliance obligations; and
  • Policy retirements when (1) the information does not need to be codified in policy and is readily available elsewhere (such as Workday or a unit website), or (2) the information in the policy is consolidated with another policy.

Policy: A guiding principle, plan, or general course of action, having broad application throughout the University.

Policy Owner: The individual that oversees the responsible unit, typically a director or designee.

Procedure: An established method of implementing a policy.

Responsible Official: The individual authorized to approve policies on behalf of a responsible unit, typically a vice president or designee.

Responsible Unit: The unit that develops, implements, and administers the policy/ procedure.

4.0 Requirements

4.1 Periodic Review

Responsible units:

  • Ensure their policies and procedures are up to date;
  • Comprehensively review their policies and procedures at least once every three years; and
  • Monitor their policies and procedures for accuracy, efficiency, and effectiveness.

PRF also sends reminders to the responsible unit when it appears that a policy or procedure needs review.

4.2 University Websites

Other University websites and manuals must link to the PRF website/online manuals to ensure they have the most current version.

University units may publish advisory guidelines on departmental websites to assist with implementation of systemwide policies/procedures. In the event of a conflict, the following hierarchy applies:

  1. Federal and state laws and regulations
  2. Systemwide policies/procedures
  3. Campus or unit-specific policies
  4. Advisory guidelines

4.3 Transparency

To ensure transparency and collaboration around WSU administrative policies, PRF:

5.0 Procedures

5.1 New Policies, Major Revisions, and Major Policy Retirements

PRF assists with all steps of the policy development and revision process. Proposed changes receive input and approval from all relevant stakeholders, legal review, and optional feedback from other WSU individuals or groups.

For a step-by-step guide, view Policy Development and Review.

The President or designee must approve all new policies, major revisions, and major policy retirements, typically upon the recommendation of the President’s designated policy advisory committee. For major BORPM changes, the President or designee and the Board of Regents must approve.

Note: PRF may use an expedited review and approval process when policy changes are required by law or other extenuating circumstances. At a minimum, the expedited process involves review and approval by the applicable executive vice president, vice president, or designee (if any) and the President or designee. For BORPM policies, approval by the Board Chair, Executive and Governance Committee, or the full Board of Regents may also be required.

5.2 Minor Revisions

Responsible units may submit requests for minor revisions to PRF. PRF may also initiate minor revisions. PRF publishes the revisions upon the approval of the responsible official, area vice president, vice provost, or executive vice president (if applicable), and PRF. Presidential approval is not required. E-mail policies@wsu.edu for assistance with making minor revisions.

PRF corrects typographical and grammatical errors, formatting, broken hyperlinks, incorrect contact information, and similar errors without additional review or approval.

6.0 Resources

See Resources on the PRF website

UPPM 10.35: Internal Rule-Making Procedures

Rule-Making (Proposed WAC Rules)

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Revisions:  Sept. 2025 (Rev. 648); Dec. 2022 (Rev. 108); Jan. 2019 (Rev. 82); Oct. 2014 (Rev. 56); Feb. 2008 (Rev. 30); March 2001 – new policy (Rev. 1).