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Policy Development and Review Process

 Clearly delineated policies and procedures, as well as lines of authority, are essential to the efficient and effective operation of any institution.

The authority and responsibility for governing the North Central State College District are delineated under the Ohio Revised Code Title 3357 for Technical College Districts. The policies and procedures adopted by the North Central State College District are set forth in the Ohio Administrative Code 3357:13. Section 3357:13-03-24 (Delegation to the President) delegates the authority to establish the institution's Administrative Policies and Procedures Manual to the President/Chief Executive Officer under the authority of the North Central State College Board of Trustees.

This Administrative Policies and Procedures Manual contains policies and procedures designed to facilitate the business of the college and to ensure that the goals of the Board are achieved.

To ensure that NC State's policies and procedures are reasonable for students, faculty and staff, the following development and review process has been established:

Development Phase

1.  A policy to be generated or updated will be listed on the policy activity page with its owner and current status so designated.

2.  For new policies, a draft will be written by the designated policy owner or an appointed subject matter expert based on an assessment of risk to NC State, with input gathered from NC State's peer organizations and other sources as required. Once the initial draft is assembled, the ERF/Policy Coordinator will be contacted to assign the new policy an appropriate policy number.

3.  A notice will be sent to the President's Staff, communicating that a policy is going to be generated and the general reasons why the action is necessary.

4.  Subject matter experts will be gathered to discuss the new or revised document and make modifications as necessary.

5.  As a final step in the development phase, representatives from the college's General Counsel and Internal Audit will be consulted regarding legal and enforcement issues and their recommendations incorporated into the policy.

Review Phase

1.  The draft document will be sent to the President's Staff, who are expected to engage their staffs as necessary.

2.  The policy may be referred to the Manager's Advisory Council (MAC) for their input.

3.  Other administrators (both internal and external) may be consulted for their assessment on the impact of the new policy, or policy changes, and for its viability.

4.  An email notification will be sent to the representative groups (Faculty/Staff Caucuses) notifying them that the policy has been posted on the policy activity page and will be open for their review and comment. This notification may be shared with their various constituents as deemed necessary and/or appropriate. Any comments would be directed by email to the appropriate shared governance caucus/council. Copies of the policy document sent to the shared governance body with tracking changes noted should have the initials of the sender added to the file name preceded by an underscore such as (16-32_srw.doc).

5.  Designated member(s) of the shared governance caucus/council will review all comments received from their constituents and formulate a collective recommendation to be forward to the policy owner for consideration in further policy development. 

6.  A copy of the "final" draft documet will be posted on the policy activity page and final comments will be reviewed.

7.  The designated authority will provide final review and signoff.

 

Note: As draft documents are routed, requests for comments will be due by a particular date, and if no input is received by that date, concurrence will be assumed. Comments and other input submitted are for the benefit of the policy owner in establishing policy and do not constitute an approval or disapproval process.

 

Implementation Phase

1.  The newly published policy will be so designated on the policy activity page for a period of thirty days.

2.  Policies and associated Procedures are to be reviewed on a regular basis to maintain their relevance and accuracy. (see Policy Review Schedule)

 

Revised: September 1, 2010

 

 

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