Administrative Policy Development
The College establishes administrative policies to align operations with Board guidance or the law and the institutional mission. Administrative College policies focus primarily on formalizing regulations, standards, and procedures for the College community and external individuals who use College resources or services, as appropriate. They set behavioral expectations across the institution, mitigate institutional risk, and communicate policy roles and responsibilities when appropriate to do so through a broad policy in accordance with the criteria below.
Responsible offices must periodically review and monitor their policies and procedures for accuracy, efficiency, and effectiveness.
Responsible executives must ensure that monitoring compliance with their policies occurs.
1. Criteria. College policies must:
- advance the College’s mission;
- be necessary to implement Board policy or directive or to achieve compliance with laws, rules, or regulations; and
- meet at least one of the following criteria: o address a significant risk to the institution that cannot be adequately addressed otherwise; o have significant impact, including but not limited to, the number of people, campuses or units impacted, and the level and number of risk factors involved; or o promote operational efficiency and effectiveness.
2. Consultation. Responsible offices must consult with representatives from target audiences during the development of new and significantly revised policies; proposals for retirement of existing policies; and during comprehensive reviews.
3. Comprehensive Review. Responsible offices must complete a comprehensive review of each of their policies at least every five years.
4. Campus-wide Policy Development. Individual campuses may develop campus-wide policies when:
- there is no existing College policy or when unique campus factors necessitate modifications of an existing College policy; or
- the policy satisfies the criteria for College administrative policies.
Campuses may not create a campus-wide policy when:
- it is prohibited by an existing College policy; or
- it would be inconsistent with, or less restrictive than a Board or other College policy.
5. Unit-specific Policy Development. Departments and offices (units) may develop local policies, whether or not a corresponding College or campus-wide policy exists, if permitted by their campus or College processes.
Units may not create a local policy when:
- it is prohibited by an existing College or campus-wide policy; or
- the policy is inconsistent with or less restrictive than Board policies, other College policies, or campus-wide policies.
6. Alignment Review. The president or designate will conduct regular reviews of College administrative policies to ensure alignment with the associated Board policies.
7. Conflict. If there is a conflict, Board policy takes precedence over other College policies. A College campus, department, or other unit may develop additional policies that pertain only to its affairs so long as they do not conflict with College policies.
8. Interim Action. In an emergency situation in which legal requirements or a significant institutional risk exists and there is insufficient time to complete the standard review process before publishing, the responsible office may request approval of an interim policy. The request shall include a plan for completing the standard review and approval process of the interim policy, which must be completed during the approved interim period.
In addition, the president or designate may take any of the following actions to ensure the general order and welfare of the College community: approve an interim policy or amend, suspend, or retire an existing policy.
9. Reason for This Policy. This policy seeks to ensure that the College is administered in a manner that advances the institutional mission, implements Board guidance, reduces risk and complies with state and federal legislation, and promotes efficiency and effectiveness to reflect best practices in higher education.
“Responsible Office” shall mean the individual responsible for implementation of a policy, as well as related processes, instructions, training, procedures, forms and the policy’s maintenance.