Policies & Procedures

GA2008.1 Policy on Policy and Procedure (Procedure)

Procedure:	Policy on Policy and Procedure	Procedure No.:	GA2008.1
Delegated Authority:	College President	Associated Policy Reference No.:	GA2008
Procedure Owner:	College President	Responsible Party:	College President
Approved:	April 4, 2024	Revised:	(DATE)

Purpose

The purpose of this procedure is to have a standardized process in the development, submission and approval of college policies and procedures.

Statement of the Procedure

The procedure for the Policy on Policy and Procedures will define the process in which to develop and submit new, revised, or a comprehensive review for all college policies and procedures by key stakeholders and employees. This procedure includes associated templates and cover sheets which will further define and clarify the reason for the submission.

Related Policies (by number)

GA2008 Policy on Policy and Procedures

To Whom it Applies (title or department)

Entire Campus

General Guidelines

The need for policies or procedures may be identified by one or multiple areas of the College. Review and feedback of policies/procedures should move through the appropriate department(s), and/or faculty and staff organizations, and/or governance committees. Legal review may be necessary.
A Policy/Procedure Change or New Submission Proposal & Review Cover Sheet, or, in the case of a scheduled review;
A Comprehensive Policy/Procedure Review Cover Sheet should be submitted.
A standard template for all finalized policies and/or procedures must be utilized.
Ownership to an individual or group of individuals should be assigned. A primary Vice President owner is identified for each policy.
Training needs should be assessed for the implementation of the policy.
Final approval of policies resides with the College’s Board of Trustees. Final approval of procedures resides with the President.

Step by Step – Submitting Policy/Procedure Changes

Step 1: Locating the templates

Go to the TEMPLATES Folder.

There are two primary documents needed from that folder:

The cover sheet (TWO types – either for New Policies/Procedures or Updates, OR the Comprehensive Review cover sheet).
2) The actual Policy and /or Procedure Template (this is where the actual, finalized, policy is captured and prepared to add to the official files once approved).

Step 2: Working on your copies

Share the document with stakeholders and make edits to prepare for submission.
Be sure to name it carefully.
Make all edits and content adjustments to that cover sheet.
Be sure to follow the cover sheet carefully and fill out all areas.
Make special note of stakeholder reviews and other areas requiring collaboration.
VP Approval is required before Step 3.

Step 3: Preparing your copies for approval

After all the related supporting information and stakeholder reviews have been gathered, complete the Cover Sheet and the Policy and Procedure template. Please make sure the formatting (font, margins, etc) follows the policy guidelines. Submit it to the appropriate Vice President for review.

Step 4: Approval Process

The Vice President will bring the policy and/or procedure to the President and Executive Council for the first review.
Legal review may be necessary before further review.
Drafts will be shared with Shared Governance groups for input or informational purposes.
Once the final draft has been reviewed by the President and Executive Council, the policy will be forwarded to the Board of Trustees for approval, while the procedure will be approved by the President.
A Campus-wide communication will be sent out with the approved Policy and/or procedure.
Final approved versions will be placed in the college’s Policy and Procedure catalog.

Definitions

Authority: The Authority for policies is the College’s Board of Trustees.

The Delegated Authority for procedures is the President.

The Policy or Procedure Owner is the Vice President responsible for the area to which the policy or procedure pertains.

The Responsible Party is the department responsible for the decision to approve or deny new, or changes to existing policies and procedures.

Comprehensive Review: Every three (3) years or as required by law, each policy/procedure must be thoroughly assessed for relevance. The comprehensive review confirms if the policy/procedure is still needed or needs further revisions or decommissioning.

Key Stakeholders: The key stakeholders are those directly affected by a policy, including those responsible for implementation and compliance monitoring, and may be consulted during the development or revision of the policy and its associated procedures. Key stakeholders may include shared governance organizations, students and/or members of the external community as well as faculty, staff, and administrators.

Policy: A policy is defined as a concise, official, and required statement that influences and determines all major decisions and actions, and all activities taking place within the boundaries set by the policy. The policy should serve as a basis for decision-making and a means by which the college reduces institutional risk. Policies support the College’s mission and goals; thus, a policy should change infrequently. A policy is subject to final approval by the Board of Trustees.

Policy Owner: The policy owner is an administrative position – Vice President.

Procedures: Required steps are needed to enforce and comply with a policy and meet its overall purpose. They specify who does what and when. They may be reviewed and revised more frequently than policies. Procedures are a framework for tasks and activities. Procedures do not supersede college policies.

Appendix

SUNY Broome College Policies and Procedures

Forms for further clarification of the Procedure

SUNY Broome Policy Template
SUNY Broome Procedure Template
SUNY Broome Comprehensive Cover Sheet
SUNY Broome Policy/Procedure Proposal Cover Sheet

Action	Date	Initials	Position Title
Created	03/26/2024	DL	Assistant to the President

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