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College-wide Policies

College Policy Adoption and Administration

This policy outlines the process for adopting and administering college policy.

Responsible office
President’s Office
Responsible party
The President of the College
Last revision
May 2012
Approved by
The Audit Committee of the Board of Trustees
Approval date
May 2012
Effective date
August 2013
Additional references
None

Scope

All financial and administrative policies involving community members across campus are within the scope of this policy. If there is variance between departmental expectations and the common approach described through college policy, the college will look to the campus community to support the spirit and the objectives of college policy.

Policy

Certain elements of this policy may be administered by members of the campus community at the invitation of the President. The President, however, is ultimately responsible for college policies.  

Policy Creation, Modification, and Approval

  • Policy Creation/Modification/Approval Process: Academic Policies

Proposals for new academic policies are administered through the Faculty Executive Committee (FEC) and decided by the full faculty.

  • Policy Creation/Modification/Approval Process: Administrative Policies

Campus community members are encouraged to recommend new administrative policies by contacting any member of the President’s Cabinet or the college’s Ombudsperson. The community member receiving the recommendation coordinates with the college’s Internal Auditor to confirm that the college does not have a similar policy or policies. If not, the college’s Internal Auditor shares the recommendation with the President.

If the President decides to move the process forward, the President designates a Responsible Party to draft the policy. The Responsible Party presents a draft to the President, who shares it with the Cabinet for input.

The proposed policy is then shared with the campus community. Members of the community will have a minimum of thirty (30) days to comment on the proposed policy before any final action is taken. Comments from the community will be considered by the President and/or the President’s Designee(s) for inclusion in the policy.

 The President reviews and approves all college policies. In cases of externally required policies, the added approval of the Board of Trustees is required.

  •  Policy Creation/Approval Process: Interim Policies

Under extraordinary circumstances, a situation may arise in which a college-wide, administrative policy must be established and the time required to take action does not accommodate the methodology outlined above.  In those rare instances, as the chief executive officer and the administrative leader of the college, the President, in consultation with the Cabinet, may establish an interim policy. The rationale for the interim policy and the policy’s anticipated duration (in terms of blocks) should be clear. If the policy is needed beyond this duration, the President works with the Cabinet to (1) adopt it as a formal policy via the process outlined above (2) continue with the interim policy with a revised duration or (3) rescind the policy.

Communication of Policy

The policy shall be shared widely to foster campus awareness of any changes or introduction of any new protocols.

Policy Review and Modification

Similar to the approach for new administrative policies, the campus community is encouraged to recommend changes to existing administrative policies through any member of the President’s Cabinet or the college’s Ombudsperson. The community member receiving the recommendation and the college’s Internal Auditor coordinate and share the proposed change with the President.  If the President and the Cabinet agree that the change should be adopted, the President designates a Responsible Party to draft the modification. The Responsible Party presents the modified policy to the President, who shares it with the Cabinet for input.

The proposed policy updates are then shared with the campus community. Members of the community will have a minimum of thirty (30) days to comment on the modifications before any final action is taken. Comments from the community will be considered by the President and/or the President’s Designee(s) for inclusion in the policy.

Policy Monitoring

The college’s Internal Auditor will work with campus to create a process for maintaining a schedule of polices and their individual review dates.

Board Approval and Reporting Requirements 

  1. Policies requiring approval by the college’s governing body shall be reviewed by the Audit Committee of the Board of Trustees, who in turn recommends approval by the Full Board;
  2. Periodic review of policies shall take place in accordance with each policy’s individual review frequency.

Procedures

None

Definitions

Policy – A statement for a specific topic that must be followed. May be externally driven based on regulations or compliance or internally driven based on college best practices, values, or philosophies. A policy will say “what” but not “how”. Procedures, guidelines, and checklists are used to reflect and support the applicable policy or policies.

Policy Approval Date – The date on which the policy is approved.

Policy Effective Date – The date on which the policy goes into effect.

Responsible Party – A member of the President’s Cabinet or designee who assumes responsibility for drafting and updating a policy and for ensuring awareness and education related to the policy.

Procedure An established sequence of activities  performed to accomplish a task. A checklist of items or tasks dictating how to accomplish something to ensure consistency and completeness. A procedure may describe “how” to implement a policy.

Guidelines – Suggestions or instructions that are not mandatory, but are a good idea or best practice, that show or tell how something should be done.

Handbook/Manual – A concise reference book that gives useful information and/or instructions about a particular subject.