USF Lone Mountain trees
University of San Francisco

Planning Policies

 New Academic Programs

…a new program will not be considered fully approved until all approvals have been made including approval and funding of a Planning and Budget Initiative. In order for a new academic program to begin, the Provost must approve the proposal as noted below and the Office of Planning and Budget must confirm approval and funding of the Planning Initiative. You will find the instructions for creating a Planning Initiative at:

source: Office of the Provost & Vice President for Academic Affairs, New Program Proposal Form

Planning Initiatives

Much of the Planning activity will be initiated with the addition of a new program or a significant change to an existing program. This will trigger the submission of a Planning Initiative.

Departments will create requests for approval of new plans throughout the year. Faculty and staff discussion, review, and prioritization of new plans will be accomplished through regular department and division processes. Significant, material changes from on-going operations will be communicated transparently to the university community. To standardize the information gathered and disseminated, departments will complete a Planning Initiative Support Page for each plan that requests new money, that adds a faculty or staff position, or that requires more than $50,000 of University resources (capital items have a threshold of $75,000). Plans are added to the Pending Approval section of the Planning and Budget Executive Summary only with the approval of the respective Dean or Vice President.

Planning and Budget Executive Summary

As plans are brought forth by each Executive Officer, they are recorded in the Pending Approval section of the Planning, Budget and Executive Summary that is periodically presented to the Leadership Team for review. This one-page sheet is intended to allow Executive Officers to simultaneously consider all plans for decision, so that decisions are made in light of University Priorities and plans are approved with respect to other plans being proposed in various departments and divisions of the university. This will encourage synergy and eliminate duplication of efforts throughout the University and will also encourage forward thinking, as plans are proposed with consideration up to 5 years forward.

Plan Approval

The Leadership Team and the Cabinet advise the President regarding priorities. The President will approve the plans and can also postpone or eliminate those previously approved, in light of available University resources, current and future University obligations, and with respect to all university plans, approved and pending approval. Plans may be approved at any time, but the University budget for the future fiscal year will be balanced in February, thus creating a natural approval point in January for the funding parameters for the next future fiscal year.

source: Summary of Planning, Budget and Annual Review Process 09/04/2002

Not Approved Plan

Upon balancing of a fiscal year's budget, plans approved and those not are indicated as such and listed on the web. Should a unit wish to pursue a plan not approved, the plan needs to be updated, e.g. fiscal year budgets requested, and resubmitted along with its VP approval. The plan will then be considered in the next cycle of planning and budget balancing.

source: Fr. Stephen Privett, Leadership Team 12/08/04 meeting

Capital Projects

All University capital expenditures over $25,000 will be planned and budgeted for in the Operating Plan, via the List of Capital Requests. The goal of this list is to present all requests for resources in a centralized place so that decisions can be made to distribute our limited resources given all requests for these resources. Similar to the procedure used to approve any Planning Initiative in the Strategic Operating Plan, all capital projects intended for the next ten years are prioritized by the Leadership Team, given all University priorities, opportunities and constraints. The Capital requests that are active are necessarily budgeted; non-funded capital items will be identified as pending or discontinued. Items are identified that will be included in the following year's budget, deferred to a future year budget, deferred to restricted funding and funded contingent upon revenue receipts.

The Leadership Team will review all capital requests. They have the right and responsibility to ask for additional information than is presented in the Capital Support Page. They further have the right and responsibility to ask for a review of the capital request in light of other campus projects and to receive a progress and outcomes report from departments requesting and receiving capital funds. This team has the responsibility to see that capital requests are coordinated and support the University Mission, Vision and Values, and that these requests further support Strategic Initiatives.

source: Planning, Budget and Annual Review Process Manual, 10/15/02