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Procedure on Policies

Procedure

New Policies or Revisions to the Policy Statement of Existing Policies

1. The policy’s sponsor should contact the Policies and Procedures (P&P) Council leadership to initiate the development or revision process and request the policy development template. This first step may include a meeting to ensure there is an understanding of the subsequent steps.
    
2. The sponsor will take the proposed policy to the appropriate group(s) (e.g., key stakeholders, councils, committees, work groups, Faculty Association, Staff Association). The sponsor should notify the P&P Council leadership of meeting and review dates for recordkeeping purposes. Sponsors are also encouraged to notify the department or area that serves or will serve as the policy’s custodian.
    
3. After the initial development and review process, the sponsor will return the proposal draft to the policy and P&P Council leadership at least ten (10) working days prior to the next P&P Council meeting.  
    
4. If the P&P Council endorses the proposal, the proposal will enter a ten-working day College-wide review period. If the proposal is not recommended for review, the P&P Council Chair will return it to the sponsor with an explanation.
    
5. To commence the College-wide review process, P&P Council Leadership will send a College-wide email to announce the review period and request employee feedback, to be sent directly to each sponsor.
    
6. The sponsor will follow up with those who submitted feedback, make all necessary modifications, and consult appropriate College personnel to ensure the proposal is sound and in good standing. The sponsor will send the revised proposal to P&P Council leadership at least ten (10) working days prior to the next P&P Council meeting.
    
7. If the P&P Council approves the proposal, the Council leadership will send a presentation copy forward for legal review (if necessary) and Board of Trustees review. If the policy is not approved, the P&P Council Chair will return it to the sponsor with an explanation.
    
8. The Executive Committee of the Board of Trustees will review the proposal before moving forward for consideration by the full Board. Upon the Board of Trustees' approval, the policy will be effective as of the Board meeting date, unless otherwise indicated. The P&P Council leadership will notify the College and arrange for the policy’s publication to the policies and procedures manual. 
    

New Procedures or Revisions to the Procedure Supporting an Existing Policy

1. The procedure’s sponsor should contact the Policies and Procedures (P&P) Council leadership to initiate the development or revision process and request the procedure development template. This first step may include a meeting to ensure there is an understanding of the subsequent steps.
    
2. The sponsor will take the proposed procedure to the appropriate group(s) (e.g., key stakeholders, councils, committees, work groups, Faculty Association, Staff Association). The sponsor should notify the P&P Council leadership of meeting/review dates for recordkeeping purposes. Sponsors are also encouraged to notify the department/area who serves or will serve as the procedure’s custodian.
    
3. After the initial development and review process, the sponsor will return the proposal draft to the P&P Council leadership at least ten (10) working days prior to the next P&P Council meeting.
    
4. If the P&P Council endorses the proposal, it will enter a ten-working day College-wide review period. If the proposal is not recommended for review, the P&P Council Chair will return it to the sponsor with an explanation.
    
5. To commence the College-wide review process, P&P Council leadership will send a College-wide email to announce the review period and request that employee feedback be sent to the sponsor for consideration.
    
6. The sponsor will follow up with those who submitted feedback, make all necessary modifications, and consult appropriate College personnel to ensure the proposal is sound and in good standing. The sponsor will send the revised proposal to the P&P Council leadership at least ten (10) working days prior to the next P&P Council meeting.
    
7. Upon the P&P Council approval, the procedure will be effective as of the date of the P&P Council meeting, unless otherwise indicated. The P&P Council leadership will arrange for the procedure’s publication to the policies and procedures manual.
    

Codified policies and procedures are available via the policies and procedures manual. The manual is divided into the following four sections, each corresponding to a specific segment/area of the College:

• Section 1: Students/Academics
• Section 2: Facilities
• Section 3: Personnel
• Section 4: The College/Public
   

Definitions

To avoid confusion, we seek to reserve the terms policy and procedure for codified policies and procedures. Codified policies and procedures are published in the policy and procedure manual. Division/department operations, steps, practices, and guidelines do not rise to the level of a policy or procedure as defined here if they are not codified. Division/department actions may be developed by specific individuals or offices and are not governed by the process detailed in this document.

Policy: The term policy is used to represent a statement which addresses a required course or principle of action to be followed by the College’s employees, students, and/or visitors. Policies require approval by the ³Ô¹ÏÍ·Ìõ Board of Trustees and are adopted at a public meeting. All policies are effective the day they are approved by the Board of Trustees unless circumstances, including state and federal mandates, dictate an alternative date.

Procedure: The term procedure is used to represent a detailed description of actions or instructions to be completed in a prescribed way or order. Procedures may be approved and officially adopted by the Policies and Procedures Council. Procedures addressing especially sensitive matters may go before the Board of Trustees for review and final determination. All procedures are effective the day they are approved unless circumstances, including state and federal mandates, dictate an alternative date.

Sponsor: The term sponsor is used to indicate the individual or entity who proposes a new policy or procedure or the revision of an existing one. The sponsor is the point of contact for questions and comments during the development/revision period.

Custodian: The term custodian is used to represent the department, division, or area responsible for a policy or procedure after its approval, serving as the point of contact for questions, comments, and periodic reviews.