Policy Process

The College'sPolicy Development and Management Guidelines outline the process for drafting, reviewing, and approving official College policies. It also defines the roles and responsibilities of the different participants in this process. The following information provides a summary of this "policy on policies."

What is a "Policy?"

For purposes of the College's policy site, a policy is defined as a statement of commitment to an institutional principle, or a mandate that responds to legal or regulatory statutes, addresses issues of behavior and interaction, or governs use of College resources. A policy typically:
  • has broad institutional application;
  • enhances the College's mission and provides operational efficiencies;
  • mandates action or constraints and establishes boundaries for conduct;
  • helps ensure compliance with applicable laws and regulations and reduces institutional risk;
  • changes infrequently and sets a course for the foreseeable future; and
  • requires approval at the highest administrative levels of the College.

The Process for Policy Revisions and Proposed New Policies (Generally)

The process for revising existing or proposed new policies depends on the scope of the policy. Specifically:
  • College-wide policies with broad institutional application and/or legal implications must be approved by the Cabinet (as more fully detailed below).
  • Policies applicable only to faculty or that relate to academic rules and regulations must be routed through the Faculty Senate to the President for approval.
  • Policies applicable only to students and student life must be routed through the Vice President for Student Affairs to the President for approval.
The College will utilize a consistent format for all policies. Thus, all individuals engaged in developing College policies are required to follow the requirements outlined in the College'sPolicy Development and Management Guidelines. This is true regardless of whether the policy is developed to address administrative, academic, or student affairs issues. A copy of asample template is also available for review.

Process for Revisions to College-Wide Administrative Policies

The College has established the following procedures for revising College-wide administrative policies:
  • Each policy revision must be authorized by the Cabinet.
  • Each policy revision submitted must be authorized by a responsible Cabinet officer.
  • Revisions to policies for which multiple College departments or offices have responsibility must be discussed and coordinated among those units and authorized by the Cabinet officers with responsibility over those areas before the revision is submitted to the Cabinet for approval.
  • Upon approval, the responsible Cabinet officer will notify appropriate stakeholders (e.g., faculty, staff, and/or students) that the policy has been approved, as well as ensure a copy of the approved policy is posted on-line.

Process for Proposing New College-Wide Administrative Policies

The College has established the following procedures for proposing new College-wide administrative policies:
  • All proposals for new College-wide administrative policies must be submitted on aProposed New Policy Review Form. The proposal must include a draft copy of the recommended policy, utilizing thesample template developed at the College.
  • If the proposal is from a College employee, the form shall be submitted through the supervisory chain to the employee's responsible Cabinet officer. If the proposed policy falls within the functional area of another College unit, the Cabinet officer receiving the proposal shall forward it, with all available information, to the responsible Cabinet officer from that functional area for follow-on action.
  • If the proposal is from a student, it must be routed through the Student Affairs Council to the Vice President for Student Affairs. As appropriate, the Vice President for Student Affairs will forward the proposal, along with all available information, to the responsible Cabinet officer who has functional responsibilities for the matter the policy is intended to address.
  • Prior to forwarding any proposal for a new policy to the Cabinet for review, the responsible Cabinet officer shall ensure the College's existing policies are researched to determine whether there are current policies that apply or could be adapted to address the identified issue.
  • If the proposed policy has ramifications for other College departments or offices, or is more appropriately determined to be the responsibility of another College unit, the responsible Cabinet officer shall ensure coordination occurs with the affected units and that concurrence is obtained prior to submitting the proposal.
  • Prior to submission to the Cabinet for approval, the responsible Cabinet officer shall ensure the draft policy meets the format requirements outlined in the Policy Development and Management Guidelines.
  • Upon approval, the responsible Cabinet officer will notify appropriate stakeholders (e.g., faculty, staff, and/or students) that the policy has been approved, as well as ensure a copy of the approved policy is posted on-line.
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