Working With the Provost’s Office to Revise a Rule

NC State’s Policies, Regulations, and Rules (PRR) manual includes college and department rules for reappointment, promotion and tenure standards and procedures; post-tenure review; and certain professorships of distinction. Revisions of these rules require the review and approval of the Executive Vice Chancellor and Provost.


Any unit planning to update one or more rules in cooperation with the Provost’s Office should take these steps towards a more efficient review and approval process.

1. Download the current version of the rule you want to revise directly from the PRR website.

  • On the rule web page, locate the “Past Versions” section in the top right corner. 
  • Click on “Previous versions of this policy.”

 In the new window that opens, locate and download the current version of the rule.  (These are typically Word documents but some are Google docs, which can be downloaded in Word.)

2. Create and save a redline (i.e. track changes) version of the downloaded file containing your desired revisions.

It is important — and a timesaver for everyone — to use the downloaded rule as your starting point! Your rule may be returned by the Provost’s Office if your edits are substantial and were not made directly in the current version of the rule. 

Once all of your redline (tracked) changes are captured, we highly recommend that you create a second copy, accept all of the changes, and review the clean version for any spelling, grammar or format issues that need to be corrected. Make any additional corrections or adjustments, as needed, to the redline.

3. Complete the required routing sheet.

The Office of General Counsel requires that a routing sheet accompany every request for a policy, regulation, and rule revision. 

  • At the top, briefly summarize the changes made in the rule and the rationale for them. 
  • Customize the approval section to reflect the individuals and/or groups consulted during your process. A department RPT or PTR rule revision typically includes a row for the Department Voting Faculty (DVF) and one for the Dean. For a professorship rule, the routing sheet may include a row for the DVF or college-level committee and also the Dean. 
  • Place the date of each group’s review or approval on the line (MM/DD/YY)

Upon the Provost’s review and approval, a revised rule goes directly to General Counsel as the final review step before posting.

4. Submit the redline version and the routing sheet to the Provost’s office for review.

Redlined rules and routing sheets for RPT, PTR or professorship rules can be sent to Courtney Thornton, Associate Vice Provost for Academic Personnel and Policy, for an initial review and consultation within the Provost’s Office, as needed. Once the Provost reviews and approves a revised rule, Courtney facilitates the remaining steps with the Office of General Counsel. 

Wondering if your updated PRR is posted online yet?

We aim to be in touch with you quickly once we learn a revised rule has been posted. Or, you can go to the main PRR webpage anytime and click on “What’s New” for a chronological listing of recent changes.

More Information

Additional information is available in REG 01.25.05 Procedure for Formatting, Adopting, and Publishing Policies, Regulations, and Rules (PRR Protocol).

Other questions? Contact Courtney Thornton, Associate Vice Provost for Academic Personnel and Policy, at or (919) 515-5490.