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Pima County Community College District Standard Practice Guide

SPG Title: Development Process for Board Policies, Regulations and Standard Practice Guides
SPG Number:  SPG-1101/AA
Effective Date: 5/3/94
Approval Date: 5/3/94
Review Date(s):  6/3/03, 2/14/07
Revision Date(s): 6/3/03, 2/14/07
Schedule for Review & Update:  Annually
Unit Responsible for Review & Update:    Chancellor
Sponsoring Unit/Department:  Chancellor
Regulation Title & No.: Development of Board Policies, Regulations and Standard Practice Guides, RG-1101/A
Policy Title(s) & No(s).:    Prime Policy, BP-1101; Interim Policies, BP-1102; Regulations and Standard Practice Guides, BP-1201
Legal Reference:     
Cross Reference: 
   


PURPOSE
The purpose of this SPG is to provide notice and guidance to all members of the College as well as the public on how Board Polices, Regulations and Standard Practice Guides are developed.

DEFINITIONS

Board Policies
A Board Policy is a statement officially adopted by the Pima County Community College District Board of Governors at a public meeting that establishes one or more general institutional goals and/or stipulates the stance that the Board of Governors directs the institution to maintain in pursuit of approved general institutional goals.

Regulations
A regulation is a statement, which implements a Board Policy.  As such, it sets forth the purpose of the policy, delineates scope of responsibility, provides general parameters from which are developed Standard Practice Guides (SPGs) and identifies responsible parties.

Standard Practice Guides
A Standard Practice Guide (SPG) is a document, which describes in detail the process to be followed in implementing a given regulation.

PROCESS AND PROCEDURES

Board Policies
Board policies flow College administrative regulations and standard practice guides.

Although Board Policies may be initiated by any office in the College, most Board Policies are developed and recommended by the Chancellor at the District Central Office, where a major role for staff lies in the creation and oversight of policy and policy implementation in the College.  Policies may also be developed at the request of the Board of Governors.

There are two types of Board Policy at Pima Community College.  An "interim" policy is one, which is designed to address "situations that require an immediate response of a policy nature" (BP-1102).  Such policies can be developed quickly, presented at a Board of Governors meeting, and be acted upon at the same meeting.  An interim policy is intended to be replaced by regular policies within one year's time unless formal action by the Board of Governors is taken to extend it for a specified period of time.

A regular policy is one subject to the formulation and review steps described in the College's "Prime Policy" (BP-1101).  Once policy language has been developed for a new "regular" policy, it is reviewed by College legal counsel to ensure legality.  In addition, most (but not necessarily all) potential policies are reviewed by College governance bodies-faculty senate, staff council, and student government-prior to consideration by Chancellor's Cabinet and a "first reading" by the Board of Governors at one of its regular meetings.

Each Board Policy has a "sponsoring unit or department" assigned to it.  This sponsoring unit is responsible for seeing that the policy is implemented via regulations and standard practice guides.

The Chancellor’s Office is responsible for maintaining the official set of Board policies on the Web.  This latter office also publishes a guide (which is distributed to all regular employees) and assists college offices in the development, promulgation, distribution, and updating of policies, regulations and standard practice guides.

The first stop for any unit or department, which is considering the proposal of a new Board Policy for consideration, should be the Chancellor’s Office.  This office will assist with the preliminary work attendant to creation of a new policy that includes completing the policy, regulation, standard practice guide worksheet that establishes timelines. The Chancellor’s Office will also at this time assign the official Board Policy numbering for all draft documents and monitor the development of policies in accordance with the worksheet's timelines. The worksheet will be maintained in the Chancellor’s Office and updated as needed.

Once the draft policy language is finalized, the following review process will commence:

  1. A proposed policy shall be forwarded to the Chancellor for review and consultation with appropriate standing committees or administrative heads.
  2. The proposed policy then will be referred to legal counsel for comment.
  3. The resulting proposed policy shall be discussed with the staff of the Chancellor.
  4. The Chancellor or a designee shall consider comments from legal counsel and modify the proposed policy, if necessary.
  5. The proposed policy with comments or modification from legal counsel and the staff of the Chancellor shall be returned to the initiator(s) of the policy for review. 
  6. The initiator(s) then may withdraw the proposed policy or forward it to the Chancellor to be presented to the Chancellor's Cabinet.
  7. Members of the Chancellor's Cabinet shall discuss the proposed policy with their respective constituencies and it will also be presented to the various councils for input.
  8. At a subsequent meeting of the Chancellor's Cabinet, the proposed policy will be presented for purposes of discussion and modification, if necessary, based upon the response from the respective constituencies and councils.
  9. If necessary, the proposed policy shall be forwarded to legal counsel for a final review.  The Chancellor may then present the proposed policy to the Board of Governors at a public meeting.  At this time the Board of Governors and/or Chancellor may propose modification to the proposed policy.
  10. Following the procedures set forth in Paragraph I above, the policy shall be posted on the College’s web site in an area of the site reserved for the posting of draft policies, draft regulations and draft specific practice guides (SPGs).  The posted policy shall be marked as a “draft policy for public comment” and an email address and/or web site link shall be provided to allow persons reviewing the draft policy to comment on it.  The phrase “public comment” is intended to include comments from students, employees, taxpayers and others.  The posting shall remain on the web site for not less than twenty-one (21) calendar days.  The Chancellor’s Office shall be responsible for posting the proposed policy as referenced above, and shall transmit comments received (or summaries of such comments) to the Chancellor or the Chancellor’s designee.  Modifications may be made to the policy as deemed appropriate by the Chancellor or the Chancellor’s designee as a result of comments received about the proposed policy.
  11. The policy resulting from the foregoing Board of Governors' review shall be presented at a subsequent meeting.  If changes have been made to the policy subsequent to the previous presentation of the policy to the Board of Governors, such changes shall be brought to the attention of the Board members.  At this second meeting, the Board may continue to solicit public comments concerning the proposed policy.
  12. The Board of Governors shall act upon the proposed policy at a third public meeting, and make such modifications, as it deems necessary.
  13. Exceptions may be made to this review process when (1) the review process, or portions thereof, are deemed inappropriate or unnecessary as determined by the Board of Governors; (2) the policies are a result of the meet-and-confer process, (3) delays inherent in the review process would adversely impact the College’s operations or financial interests, or health or safety considerations, or (4) in a particular situation, delays inherent in the review process would prevent the Board of Governors from taking action within a timeframe deemed advantageous by the Board of Governors.

Once approved by the Board of Governors, the Chancellor’s Office will publish the new policy on the College’s web site in an area of the site reserved for College policies, regulations, specific practice, and notify the College community through the employee newsletter about the availability of the new policy language.

Policies will be calendared through the Chancellor’s office for review, update and possible revision by sponsoring units/departments.  Changes to policies may be of two types:  non-substantive (i.e., minor language changes which do not modify the policy's intent) or substantive (i.e., language changes which modify the policy's intent).  Non-substantive changes may be presented to the Board of Governors as a part of the "consent agenda" at any regular Board meeting.  Substantive changes, on the other hand, are subject to the review processes specified above in A-L.

Regulations
All regulations are linked to appropriate Board Policies by citing Board Policy title(s) and number(s) on the regulation.

The first stop for any unit or department, which is considering the proposal of a new regulation for consideration, should be the Chancellor’s Office.  This office will assist with the preliminary work attendant to creation of a new regulation, including assigning a regulation number and the completion of the development worksheet.

Once the draft regulation language has been finalized, the following review process will commence:

  1. The head of the sponsoring unit/department (or designee) shall meet with the Chancellor’s Office to discuss the proposed regulation and to develop a plan, which the sponsoring unit/department will use to gather appropriate information and feedback about the new proposed regulation.  At this meeting, a strategy for institutionalizing the new regulation (cf. "Institutionalization, Marketing & Training") will also be developed.
  2. If necessary, the proposed regulation will be referred to legal counsel for comment, and the regulation will be modified as necessary.
  3. The head of the sponsoring unit/department (or designee) will seek information and feedback from appropriate college constituencies (including appropriate committees, if applicable) about the proposed regulation based on the plan as formulated in the meeting with the Chancellor’s Office.  At this point in time, a draft copy of the proposed regulation shall be forwarded to the Chancellor’s office marked with the designation “proposed regulation prior to web site posting for comments.”
  4. The proposed regulation shall be posted on the College’s web site in an area of the site reserved for the posting of draft policies, draft regulations and draft specific practice guides (SPGs).  The posted regulation shall be marked as a “draft regulation for public comment” and an email address and/or web site link shall be provided to allow persons reviewing the draft regulation to comment on it.  The phrase “public comment” is intended to include comments from students, employees, taxpayers and others.  The posting shall remain on the web site for not less than twenty-one (21) calendar days.  The Chancellor’s Office shall be responsible for posting the proposed regulation as referenced above, and shall transmit comments received (or summaries of such comments) to the head of the sponsoring unit/department, with a copy to the Chancellor or the Chancellor’s designee.  Modifications may be made to the policy as deemed appropriate as a result of comments received about the proposed policy.
  5. The proposed regulation in its finalized form will be presented to the Chancellor (or designee) for approval.  Depending on the nature of the regulation, the Chancellor may seek input from the Chancellor's Cabinet prior to final disposition.
  6. Once the language for a regulation has been finalized and approved by the Chancellor (or designee), one official copy of the regulation (electronic) should be provided to the Chancellor’s Office for publication on the College’s web site in an area of the site reserved for policies, regulations and specific practice guides.

The Chancellor or the Chancellor’s designee may make exceptions to the above described review process when delays inherent in the review process would adversely impact the College’s operations or financial interests, or health or safety considerations.

The Chancellor’s Office will publish all new regulations on the Web, and notify the College community through the employee newsletter about the availability of the new regulatory language.  Regulations will be calendared through the Chancellor’s Office for review, update and possible revision by sponsoring units/departments.

Standard Practice Guides (SPGs)
The content is activity-oriented and is formatted sequentially. They may also be called procedures or operating procedures, and provide specific direction to those who conduct the daily operational activities of the College.  All SPGs are linked to appropriate regulations and Board Policies by citing regulation title(s) and number(s) and Board Policy title(s) and number(s) on the SPG.

The first stop for any unit or department, which is considering the proposal of a new SPG for consideration, should be the Chancellor’s Office.  This office will assist with the preliminary work attendant to creation of a new SPG, including assigning a SPG number and the completion of the development worksheet.

Once the draft SPG language you wish to propose is finalized, the following review process will commence:

  1. The head of the sponsoring unit/department (or designee) shall meet with the Chancellor’s Office to discuss the proposed SPG and to develop a plan, which the sponsoring unit/department will use to gather appropriate information and feedback about the new proposed SPG.  At this meeting, a strategy for institutionalizing the new SPG (cf. "Institutionalization, Marketing & Training") will also be developed.
  2. If necessary, the proposed SPG will be referred to legal counsel for comment, and the SPG will be modified as necessary.
  3. The head of the sponsoring unit/department (or designee) will seek information and feedback from appropriate college constituencies (including appropriate committees, if applicable) about the proposed SPG based on the plan as formulated in the meeting with the Chancellor’s Office.  At this point in time, a draft copy of the proposed SPG shall be forwarded to the Chancellor’s office marked with the designation “proposed SPG prior to web site posting for comments.”
  4. The proposed SPG shall be posted on the College’s web site in an area of the site reserved for the posting of draft policies, draft regulations and draft SPGs.  The posted SPG shall be marked as a “draft SPG for public comment” and an email address and/or web site link shall be provided to allow persons reviewing the draft regulation to comment on it.  The phrase “public comment” is intended to include comments from students, employees, taxpayers and others.  The posting shall remain on the web site for not less than twenty-one (21) calendar days.  The Chancellor’s Office shall be responsible for posting the proposed SPG as referenced above, and shall transmit comments received (or summaries of such comments) to the head of the sponsoring unit/department, with a copy to the Chancellor or the Chancellor’s designee.  Modifications may be made to the SPG as deemed appropriate as a result of comments received about the proposed SPG.
  5. The proposed SPG in its finalized form will be presented to the Chancellor (or designee) for approval.  Depending on the nature of the SPG, the Chancellor may seek input from the Chancellor's Cabinet prior to final disposition.
  6. Once the language for a SPG has been finalized and approved by the Chancellor (or designee), one official copy of the SPG (electronic) should be provided to the Chancellor’s Office for publication on the College’s web site in an area of the site reserved for policies, regulations and SPGs.

The Chancellor or the Chancellor’s designee may make exceptions to the above described review process when delays inherent in the review process would adversely impact the College’s operations or financial interests, or health or safety considerations.

The Chancellor’s Office will publish all new SPGs on the Web, and notify the College community through the employee newsletter about the availability of the new SPG.  Standard Practice Guides will be calendared through the Chancellor’s Office for review, update and possible revision by sponsoring units/departments.

Institutionalization, Marketing, & Training
The Chancellor’s Office takes the initial-and very basic-step of "institutionalizing" new Board Policies, regulations and standard practice guides by publishing them in electronic format on the Web, as well as by noting this publication in the employee newsletter.  But this is only the first step in institutionalization.  Sponsoring units/departments are expected to assume responsibility for seeing that appropriate constituencies in the College are made aware of new Board Policies, regulations or standard practice guides which may affect their work lives.  To that end, sponsoring units/departments must develop a strategy for institutionalizing, marketing, and, where necessary, training appropriate College constituencies about newly adopted Board Policies, regulations and SPGs.

A strategy for new or revised Board Policies, regulations and SPGs should be developed and presented to the Chancellor’s Office as a preliminary step in the development of the new documents.  At a minimum, the strategy should address the following areas:

  • What College constituencies will be consulted in the course of readying the new Board Policy, regulation or SPG language for final adoption by the Board of Governors or by the Chancellor.

  • What College constituencies will be directly-and indirectly-affected by the new language upon final adoption.

  • What methods the sponsoring unit/department will use to ensure that affected constituencies are informed about the new language.

  • What training activities the sponsoring unit/department will provide to implement specific provisions in the regulation or standard practice guide.

  • What methods the sponsoring unit/department will use to ensure that newly hired employees who begin their association with the College after adoption (and who would be directly or indirectly affected by the new language) will be informed of the existence of the Board Policy, regulation or standard practice guide.

OUTCOMES
All members of the College community are provided with the process and details of College Board Policies, Regulations, and Standard Practice Guides development, and are also provided fair notice and time to offer comment for College administration’s consideration.