The Butler University Policy Repository is the university’s central source for official institutional policies and procedures. Designed to improve transparency, accessibility, and accountability, the repository helps the Butler community quickly locate current policies, understand their purpose and scope, identify policy owners, and review related procedures and revision histories.

The repository is the result of a two-year collaborative effort involving faculty, staff, academic and operational leaders, librarians, legal and compliance partners, marketing and web professionals, and other stakeholders from across the university. Throughout the project, Butler gathered input on policy governance, approval processes, ownership, transparency, accessibility, archiving practices, and user experience. As the repository evolves, we will continue to refine and improve it based on community feedback and usage patterns.

Scope of the Repository

The repository contains official university policies and related procedures that have been approved through recognized institutional governance processes and are intended to guide decisions, operations, or conduct for a defined audience.

Examples include:

• University-wide policies approved through appropriate governance structures
• Policies and procedures required by law, regulation, accreditation, or institutional need
• Policies and procedures maintained by a designated responsible office on behalf of the university

The repository does not currently include:

• College-, school-, department-, or unit-specific policies and procedures
• Handbooks, catalogs, bulletins, manuals, or other institutional publications
• Informal guidance documents or operational resources that have not been approved as official university policy

A Work in Progress

Effective Policy:

• Supports Butler’s mission and strategic priorities
• Promotes operational integrity and efficiency
• Clarifies expectations and responsibilities
• Identifies points of contact for additional guidance
• Reduces institutional risk and supports accountability
• Is regularly reviewed and updated

Every effort has been made to identify and include Butler’s existing institutional policies. However, some policies may not yet be represented in the repository, and some legacy policies may not fully align with the university’s current policy template or contain all desired information.

If you believe a policy is missing or have suggestions for improvement, please use the feedback features available on this site. As policies are reviewed and updated, additional information and enhancements will be incorporated to strengthen the repository and improve the user experience.

Glossary of Terms

This glossary creates shared language related to the creation, implementation and review of policy and process matters at Butler University. The goal is to use this shared language to consistently direct actions toward the desired outcome.

Bylaw

A bylaw is a rule adopted and controlled by a specific unit or group to govern the actions of its members (for example, a college, Faculty Senate, or Staff Assembly). Bylaws are most often collected in a document specific to the members. Bylaws are not included in this university policy repository.

Guide Document or Guidelines

A guide document provides specific, actionable instructions—often step-by-step—to help someone complete a defined process (such as submitting curriculum or promotion and tenure documents). It may include tips and tools and is useful for training, onboarding, or practical tasks. Guidelines are recommended practices or advice that help individuals or units make decisions and complete tasks effectively and consistently. Unlike policies, guidelines are flexible rather than required.

If compliance is required, a procedure document would be more appropriate. Guidelines are appropriate for the early steps of developing policy and procedure.

Handbooks and Manuals

A handbook is a consolidated reference that provides general information, selected key policies, expectations, and culture for a group (such as employees or students). It is typically broad and accessible, serving as an orientation and reference rather than a strict operational manual. A manual (such as a policy manual or procedure manual) is a comprehensive reference containing detailed instructions, procedures, standards, forms, and sometimes policies for specific operational processes. Manuals support training, quality assurance, compliance, and troubleshooting.

Policy

A policy is a formal, mandatory statement that sets organizational rules, principles, or expectations—often reflecting legal or regulatory requirements or Butler’s core values. Policies define what must be done and why, and compliance is required.

Procedures

Procedures describe the required steps to carry out a process and remain compliant. They translate the “what” of a policy into the “how” by specifying practical actions for consistent operations and quality assurance.

Regulations (Regulatory Compliance)

Regulations are official, authoritative rules that have the force of law and are issued by executive authorities or regulatory agencies. They provide practical details for implementing laws passed by legislative bodies and are created and enforced by the responsible agencies.

Division-Based Accountability for Policies

Policies and Procedures on this website are organized by the University’s division-based organizational chart making policy easier to locate and to ensure executive-level and divisional-level accountability is clear. Policies and Procedures are also tagged with key words and the department/office level where accountability for policy and procedure maintenance resides. This chart is a tool to support clearer policy goverance structures and clarify roles related to who is responsible for a policy, who is accountable for implementing the policy, who should be consulted in determining a policy, and who needs to be informed of the policy.

Division	Executive Leadership Accountability	Associated Responsibilities
Academic Affairs	Provost / EVP of Academic Affairs	This division oversees all academic programs, curricula, and policies for the entire university. It is responsible for fostering student success through services like academic advising and supports faculty development.
Athletics	VP Athletics/Office of the President	Athletics manages the university’s intercollegiate sports programs guided by the Butler Way to provide student-athletes with exceptional educational and athletic experiences. It is also involved in fundraising to support athletic programs, facilities, and staff.
Office of President and Cabinet	Board of Trustees	The Butler University Board of Trustees is responsible for the overall governance, fiscal oversight, and strategic direction of the university. The Board of Trustees exercises broad authority over the university’s mission, policies, finances, and leadership, serving as the ultimate governing body for the institution.
Butler Arts and Events Center	VP of Arts, Events and Enterprise Management/ EVP of Finance & COO	The BAEC operates the university’s arts and event venues, including theaters, conference rooms, and performance halls. It hosts a variety of events for the university and the broader community aiming to provide meaningful arts and events experiences for both internal and external audiences
Diversity, Equity, Inclusion & Student Affairs (DEISA)	VP of DEISA /EVP of Academic Affairs Provost	This division provides strategic guidance and leadership to foster a welcoming and inclusive campus environment where all members are valued. It offers resources and programs related to professional development, identity engagement, and social justice. It also oversees specialized centers and offices that support various student groups.
Enrollment Management	VP of Enrollment Management/EVP & Chief Strategy Officer	This division focuses on managing the admissions funnel including strategic recruitment, marketing, and the awarding of financial aid and merit scholoarships. The ultimate goal of this unit is to attract and retain students to meet the university’s enrollment objectives. Through the Office of Records & Registration, it also mangages official university records, program operations, course registration, grading and graduation processes.
Finance & Administration	EVP of Finance & COO	This division handles the university’s financial planning, management, and budgeting including pre- and post-award services for grants. In a larger sense, it provides the operational framework necessary for the university to function.
General Counsel	Office of the President	The Office of General Counsel provides legal advice and representation to Butler University, its administration, and the Board of Trustees. The office manages legal risks, reviews contracts, and ensures compliance with laws and university policies. It does not provide personal legal advice to individual students or employees, nor does it set university policy.
Human Resources	VP Human Resources/ EVP Finance & COO	The HR Division supports the university’s mission by fostering a positive work environment for facutly and staff. Its responsibilites include recruitment, employee benefits, training, performance management, and ensuring compliance with labor laws.
Information Technology	Chief Information Officer/ EVP Finance & COO	IT provides technology, infrastructure, and innovation to support student success and enhance teaching and learning. It offers a variety of services including information security, help desk support, network connectivity, software, and management of the university’s computing systems.
Marketing	VP of Advancement and Marketing/EVP & Chief Strategy Officer	This division mangages the university’s brand, messaging, and reputation. It serves as the university’s “primary storytellers,” working with other divisions to create marketing plans and communications to advance institutional goals and engage stakeholders.
Office of the President	Board of Trustees	The Office of the President provides overall leadership for the university, setting the strategic direction and upholding the university’s mission. The president engages with the campus community, represents the university publicly, and oversees the cabinet and other key university departments.
Operations & Facilities	Associate VP of Facilities Operations / EVP Finance & Administration	This unit is responsible for the maintenance, operation, and enhancement of the university’s physical campus. Its functions include building and grounds servicese, mangagement of special event setups, and overseeing new construction or renovation projects.
Strategy & Innovation	EVP & Chief Strategy Officer	This division, which includes the Butler Transformation Lab, focuses on advancing the university’s strategic direction and developing new educational and business models. It also works to build partnerships with external organizations and vet new opportunities for institutional growth.
University Advancement	VP of Advancement and Marketing / EVP & Chief Strategy Officer	The advancement division is responsible for philantropic fundraising to support the university’s strategic priorities. It works to connect alumni, parents, and other donors to match their interests with the university needs through various giving initiatives.