Policies: Review and Approval

POLICIES ANDPROCEDURES: REVIEW AND APPROVAL FOR CHANGES or ADDITIONS TO THE GP MANUAL

Institutional policies and procedures of the College shall bereviewed by the Shared Governance Work Group (a subgroup of the College AffairsCommittee) on an annual basis, or more often as needed toensure that policies and procedures are being followed and/or are up to date.

Members of the College Board, College employees, or students maysubmit proposals, to the appropriate policy committee for a substantive changeto the General Policies and Procedures Manual. Internal department proceduresnot delineated in the General Policies and Procedures Manual do not need to gothrough this process.

Proposals for new or revised Institutional Policies andProcedures shall first be considered by the individual and group(s) thathas(have) immediate oversight of the policy or procedure. For example:

  • Academic Policies and Procedures: Admissions and Records; Academic Affairs;Chairmoot; Faculty Forum; Student Affairs
  • Business Policy and Procedures: Fiscal Services; Chief FinancialOfficer
  • Faculty Policy and Procedures: Faculty Forum; Vice President for Instruction; Chairmoot
  • Human Resources Policy and Procedures: Human Resources Director
  • Student Policy and Procedures: Student Affairs; Dean of Student and Enrollment Services
  • Campus Safety Policy and Procedure: SafetyCommittee; Campus Public Safety; Vice President for Administration
  • Committee Charges and Membership: Committee members and itsimmediate constituents; College Affairs.

A policy committee shall hold two readings, open to the collegecommunity, on the proposed new or revised policy or procedure. Following anapproved first reading, the revised or new policy or procedure will be sharedon campus for a comprehensive constituency review and scheduled for a secondreading: the individual or group making the proposal shall make their proposalvia CommLine posts, at a minimum, and through any other means deemed suitable.The policy committee will then hold a second reading, which may result in arecommendation for approval or tabling by the committee, or rescinding of theproposed change by the original proposer.

If the group reviewing the change in policy or procedure is a policycommittee, that committee makes a recommendation to the College President forconsideration of approval. Advisory committees and other groups submitrecommendations to the committee they are advising or to the appropriateadministrative unit within which the group resides. All other committees,including Administrative committees, shall submit their recommendation for achange in policy and procedures as described in their committee charge.

Once a change in policy or procedure has been vetted and recommendedfor approval as noted above by Academic Affairs or Student Affairs, changes toany section of the GP Manual will be sent electronically to the College AffairsChair and Committee Specialist as an information item using the Policy CommitteeProposal Cover Sheet.

Followingpresidential approval of a change, the change (update, deletion, addition orrevision) to the GP Manual shall be made on the website version of the GPManual under updates and updated in the pdf version of the GP Manual duringthe summer by the Committee Specialist forCollege Affairs, or a designated substitute.

Any approved substantive change to the GP Manual shall beannounced by the College Affairs Chair to the College using Commlines, inaddition to announcing to the current presidents of the Faculty Forum, ABSUnion, and CACOCC-Classified Association within two weeks of the CollegePresident approving the change, in order for them to notify their respectivemembers. The College Affairs Chair shall post a summary of all changes to theGP Manual on Commlines each quarter, changes that are also highlighted on theGeneral Policies and Procedures website.

All recommendations to the President by a College Committee shall be submitted using the following format; Recommendation Form (pdf).