Per HOP policy 2.1.2 Policy Administration for Handbook of Operating Policies, the Handbook of Operating Policies (HOP) is the official repository for University Policies. As such, the University Executive Committee (EC) must approve all new and substantially amended policies prior to the policy being published or republished in the HOP. All HOP policies are to follow the established policy template for a consistent format and presentation.
The Institutional Compliance & Privacy Office (ICPO), in consultation with the Responsible Executive for a policy, is authorized to make discretionary (minor) edits to a policy without EC approval. Discretionary edits generally include; formatting, grammar, or punctuation corrections. Other discretionary edits are those that reflect organizational changes or provide added clarity. Such edits may not alter the original intentions of the HOP Policy.
Any individual employed or associated with the University may propose a new or amended policy by emailing a Policy Impact Statement form to the appropriate Responsible Executive and to PolicyAdmin@uthscsa.edu. View a 
sample Policy Impact Statement form.
Policy Administration Process
UT Health San Antonio has adopted the following policy administration process:
- Establish an effective policy management process to minimize regulatory risks.
- Provide an accurate, up-to-date, and useful HOP resource for faculty and staff.
- Maintain consistency and transparency in the policy administration process.
- Ensure policies are routinely reviewed every three (3) years.
This diagram provides an overview of the process to assist you when revising or creating HOP policies:
Policy development tools & guidance
This section is designed to provide tools & guidance for the development and review of University-wide policies presented in the Handbook of Operating Policies (HOP). This is a supplement to the University’s Policy on Policies (HOP 2.1.2).
Policy Review Checklist
This checklist is designed to help guide users through a comprehensive and effective policy review. Please note that all areas may not be applicable to every policy. Policy owners are encouraged to partner with the Institutional Compliance and Privacy Office (ICPO) early & often to ensure all requirements are met.
Download a copy of the checklist
Policy Writing Guide
This document is designed to provide guidance and recommendations for development and review of University-wide policies presented in the Handbook of Operating Policies (HOP). This document is a supplement to the University’s Policy on Policies (HOP 2.1.2).
Download a copy of the Guide to Writing HOP Policies
Policy vs. Standard vs. Procedure vs. Guideline
The Difference between a Policy, Standard, Procedure, and Guideline
- Policy – a broad general statement or principle (The WHY).
- Standard – a mandatory rule or requirement designed to support and conform to a policy (The WHAT).
- Procedure – step-by-step instructions for implementing a policy (The HOW).
- Guideline – general statements/recommendations/suggestion of best practice, encouraged, but not required. Provides a framework to implement procedures while allowing for flexibility in different situations (The FYI).
Download a copy of the comparison document
