Policies and Procedures
Institutional Policy Review and Approval Process
Institutional policies must go through the following review and approval process. The Board of Trustees may circumvent this process at any time.
- Policy Committee (PC)
- College Council (first reading)
- Feedback from the alliances
- PC committee organizes and consolidates the feedback
- College Council (second reading)
- Attorney (if necessary)
- Board of Trustees
Steps 3, 4, and 5 may be repeated as needed.
New Policies or Revisions
- Contact the Policy Committee chairperson or committee member to discuss a new policy or a policy revision. Contact must be in writing.
- PC will review the request. If the request is approved for further consideration, PC will write a draft policy. PC will solicit information regarding the draft policy from internal and external sources, stakeholders, and people who will be responsible for implementing and enforcing the policy. Appeals may be made to the president of the college regarding requests that are not approved for further consideration.
- PC will submit the draft policy to College Council for feedback and review. College Council may pass the draft policy on first reading, they may send it back to PC for revision, or the policy may die for lack of approval.
- PC will send draft policies that College Council passes on first reading to the alliance chairpersons for feedback along with a deadline date to provide feedback to PC.
- The alliance chairs will solicit feedback from their membership and submit that feedback in writing to PC.
- PC will consolidate the feedback it receives and report that feedback to College Council.
- College Council may ask PC to revise the draft based on feedback received, they may pass the draft policy on second reading, or the policy may die for lack of approval.
- If deemed necessary, the president may request PC submit the draft policy to the college’s attorney prior to submitting it to the Board of Trustees.
- The president submits draft policies that the College Council passes on second reading to the Board of Trustees for their consideration and approval. The Board of Trustees approves the draft policy, sends it back to PC for revision, or it dies for lack of approval.
- The draft policy becomes an official institutional policy upon approval from the Board of Trustees.
- PC posts the approved policy on the college’s website.
Institutional Policy. This type of policy provides direction for operations, administration, and programs. An institutional policy generally has the following characteristics:
- It has broad application,
- It manages institutional risk,
- It enhances the college’s mission,
- It ensures compliance with applicable laws and regulations, and
- It promotes operational efficiency and reduces bureaucracy
Departmental Policy. This type of policy provides direction for employees or students within an office, department, school, or organization, or visitors or others within a small subset of the college.
Policy and Procedure Committee (PC). This committee is responsible for
- Reviewing requests for policy additions, modifications, and decommissions
- Writing draft policies in consultation with internal and external sources, stakeholders, and people who will be responsible for implementing and enforcing the policy,
- Distributing draft policies to the wider audience for feedback, and
- Ensuring draft policies follow the established review process.
The Board of Trustees is responsible for approving a policy and setting its effective date.
The president appoints PC members to the committee. The committee includes a chairperson and two representatives each from Faculty Senate, Administrative Alliance, and Staff Alliance.
The Policy and Procedure Committee is responsible for researching, drafting, distributing, and managing the policy process for new and revised institutional policies and procedures and the policy sections of the Academic Catalog, Student Handbook, Housing Terms and Conditions, and Athletic Handbook. The committee also recommends policies for decommissioning.
The Policy and Procedure Committee is made up of two members from each employee alliance. One member is at large and is appointed by the president and the other member is the acting chairperson for the alliance they represent. All changes to the policies or procedures go through a process that allows every employee the opportunity to give feedback. While the Policy and Procedure Committee writes the policy drafts, the college council decides when a draft will move forward or if changes need to be made.
- Kathleen Martin (Chair)
- Administrative Alliance Representatives
- Kathy Nottingham
- Erin Ford
- Classified Staff Alliance Representatives
- Mala Stagg
- Belle Stapleton
- Faculty Senate Representatives
- Paul Marquard
- Tanis Lovercheck-Saunders