Responsibility for Maintenance: Office of the President
Date of most recent changes: May 3, 2011
I. Policy Statement
Onondaga Community College formally approves, promulgates in a consistent format, and centrally maintains all official College policies. Personnel responsible for creating, updating, and distributing College policies must comply with the conditions and procedures that are outlined in this policy, which explains the standardized policy format, and outlines the procedures for formulating, approving, issuing, and amending policies.
II. Reason for Policy
This policy is designed to ensure that College policies are centrally maintained and available, are consistent in terms of format, and are developed and amended with approval from necessary members of the College community.
III. Applicability of the Policy
All members of the College community should be familiar with this policy.
IV. Related Documents
New York State Education Department Regulations, 8 NYCRR Parts 604.2, 604.3
V. Contacts
|
Subject |
Office Name |
Title or Position |
Telephone Number |
Email/URL |
|---|---|---|---|---|
|
Initiation of proposals for new policies or amendments to existing policies |
Appropriate Senior Vice President/Vice President |
Various |
Various |
VI. Procedures
Format
To ensure consistency, all College policies shall be set forth in the form of the College’s standard Policy Template (see below).
Review of Proposals for New Policies and/or Substantive Amendments to or Repeal of Existing Policies
Members of the College community desiring to propose a new policy and/or substantive amendments to or repeal of existing policies should contact the Senior Vice President or Vice President having responsibility over the subject matter to initiate discussion of the proposed policy. The Senior Vice President or Vice President may, but shall not be required to, request that a written proposal and/or draft proposed policy, amendment or reason for repeal be submitted for consideration. The Senior Vice President or Vice President shall consider the request, with input from other appropriate division personnel as s/he deems necessary or advisable. If the Senior Vice President or Vice President believes the request to be meritorious, s/he shall present it to the President or his/her designee/s for review and discussion. If the President desires to pursue implementation of the request, s/he will request that the Senior Vice President or Vice President arrange for the preparation of a formal proposed policy, amendment or repeal for final review and approval by the President. If required, the request will then be presented to the Board of Trustees for final review and approval.
Approvals
All new policies, and amendments to and repeals of existing policies, shall be subject to approval by the President and, if to the extent required by law, the College’s Board of Trustees.
Annual Review
Once each academic year, in accordance with a schedule to be specified by the President, each Senior Vice President/Vice President shall review all existing policies within his/her areas of responsibility to determine whether the adoption of new policies, and/or the amendment or repeal of existing policies, is necessary or advisable. If the Senior Vice President/Vice President believes such action to be necessary or advisable, he/she shall follow the procedures outlined above for New and Existing Policies. In addition to the Annual Review of Policies, policies are always under continual review. Non-substantive changes will be made on an as needed basis. Non-substantive changes include updating contact information.
Distribution
Upon approval in accordance with the terms of this policy, all new or amended polices shall be posted to, and all repealed polices shall be removed from, the hard copy and electronic versions of the College’s Centralized Policy Manual. The President may provide for direct communication of the new or amended policy to affected constituencies.
Emergency Interim Action
Subject to such restrictions as may be imposed by applicable law, the President may implement interim polices, or amend or repeal existing policies on an interim basis, without prior compliance with the terms of this policy under circumstances where s/he deems such action to be necessary to protect the wellbeing of persons, property or the reputation of the College, or in other situations in which s/he reasonably believes that a policy must be implemented, amended or repealed before such action can be reviewed in accordance with this policy. The interim action shall, as soon as is reasonably practicable, be considered for permanent implementation in accordance with the review and approval requirements set forth above.
VII. Forms/Online Processes
- Onondaga Community College Policy Template (shown below)
Onondaga Community College Centralized Policy Initiative Policy Template
This template is designed to lend structure to policy information and ensure consistency from one policy document to another. It contains major sections representing broad categories of policy information. These major sections appear in every policy document, providing the framework for the information, which should be further divided into subheadings, as described below.
Policy Name: ____________________________________________________
Responsibility for Maintenance: ______________________________________
Date of most recent changes: _______________________________________
I. Policy Statement
The Policy Statement states the requirement or restriction which this policy is placing on the college community, and why, but doesn't describe “how-to” procedures - generally two to four sentences.
II. Reason for Policy
The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will resolve, and cites any legal or regulatory reasons for policy - generally two to four sentences.
III. Applicability of the Policy
The Applicability of the Policy describes the persons who are affected by, and should be familiar with, the policy.
IV. Related Documents
The Related Documents lists related college policy documents, as well as all college and external documents that are required to complete the procedures or that provide helpful, relevant information.
a. College Documents (policies, guidelines, contracts, etc.)
b. Other Documents (laws, regulations, external guidelines, etc.)
V. Contacts
Directs general questions to administrative offices; directs specific questions or requests for exceptions to the policy to particular college offices. Provides telephone numbers, email addresses, and URLs, where appropriate, and any non-standard business hours, listed in alphabetical order according to subject.
|
Subject |
Office Name |
Title or Position |
Telephone Number |
Email/URL |
|---|---|---|---|---|
|
Insert subject here |
Name of office here |
(XXX) XXX-XXXX |
Insert email address here. List complete URL, if appropriate. |
VI. Definitions
Defines terms that are used within the document, that are unfamiliar, technical, or that have specialized meanings in the policy. Terms are listed in alphabetical order.
|
Insert Term |
Definition |
|---|---|
VII. Procedures
Discuss procedures for compliance with policy statement.
VIII. Forms/Online Processes (optional)
Forms/Online Processes should be included with information on how to obtain any forms or perform any online processes that are required for compliance with the policy.
IX. Appendix (optional)
Appendices are used for informational material that is helpful, but not directly related to the implementation of the policy. All of the information included here should be arranged under additional subheading(s) within the section.
Approved by OCC Board of Trustees April 3, 2006
Updated and approved by OCC Board of Trustees June 1, 2010
Updated and approved by OCC Board of Trustees May 3, 2011