Policy Number: V-4
Last Reviewed: April 2, 2019
Responsible Dept.: Institutional Effectiveness
A signed copy of this policy is available in the President’s Office.
Purpose
This policy establishes a framework, common format, roles and responsibilities, and process for the adoption, review, revision and dissemination of all college policies as defined in this policy. This policy promotes
- Accessibility to current policies
- Consistent definition, process and format for policies
- The appropriate level, scope and frequency of oversight to policies, and
- Clarity, transparency and shared understanding of policy protocols.
By adopting this policy, Virginia Western seeks to enhance operational efficiencies, best practices, effective decision making and compliance with laws and regulations across the College.
College policies are aligned with the College’s mission and values, enhance operational efficiency and governance, and communicate expectations relating to conduct, thereby reducing institutional risk. Virginia Western Community College expects faculty, staff and students to be familiar with and adhere to all applicable college policies.
This policy applies to all new college policies that are drafted and adopted after the effective date of this policy, and to existing college policies as they are revised after that date. This policy is not intended to confer legal rights on anyone, nor does it establish required procedures that must be followed for a policy to have legal effect.
Definitions (if applicable)
A Policy is a high-level statement of guiding principles and standards that articulates principles leading to behavioral expectations and requirements related to a specific topic or area.
A College Policy is a policy that applies broadly throughout the College, or to major components of the college, that enhances the College’s mission; addresses issues of compliance with laws, regulations and/or internal standards; promotes operational efficiencies; or seeks to reduce institutional risk.
A Department Policy is a policy that applies only to a specific unit of the College or that is an internal operational policy for a specific division or department.
A Procedure is a statement that prescribes specific action to be taken to conform to established policies, allowing for the orderly implementation of those policies.
A Guideline is a recommendation to streamline processes and procedures. Guidelines provide flexibility for unforeseen circumstances when implementing policy.
The Responsible Department is the college unit responsible for developing and administering a policy, which includes development of procedures where appropriate, communications and training related to the policy and timely revisions of the policy.
The Responsible Official is the individual charged with overseeing the initial development, regular review and proposed revisions of College Policies related to his/her area of responsibility.
The Executive Team is an advisory group to the President, consisting of the Vice Presidents and other administrative faculty who report directly to the President.
The Policy Template is the standard format that College Policies must follow.
Policy
Authority
Responsible Officials oversee the development, review and revisions of College Policies within his/her area of responsibility. Approval of most College Policies will be by the President upon recommendation from College Council, except where approval by the Local Advisory Board is required or appropriate. Department policies must be approved by the Executive Team member responsible for the Department.
Development and Format
Concepts for new policies or policy modifications may be initiated by faculty, staff, students, or College groups. New College Policies or policy modifications must be developed by and sponsored by the Responsible Office with oversight in that area. Each policy must:
- Follow the format provided by the Policy Template
- Generally refrain from including procedures, and
- Be drafted in clear, concise language.
Review and Approval – College Policies
All College Policies require central institutional approval, either by College Council or the Local Advisory Board, as appropriate.
The Responsible Official for the policy will follow the established procedures to obtain approval for the policy, and submit the draft policy to his/her Executive Team member.
The Executive Team member will follow the established procedures and submit the policy to the Chair of College Council.
The Chair of College Council will follow the established procedures and provide the finalized document to the President or Local Advisory Board to approve/sign.
Review and Approval – Departmental Policies
All Departmental Policies require approval by the appropriate Executive Team member.
The Responsible Official for the policy will follow the established procedures to obtain approval for the policy, and submit the draft policy to his/her Executive Team member.
The Executive Team member will follow the established procedures and approve the finalized policy.
Notifications and Training
The College will be notified of all new policies or modified policies through established procedures.
If training on a new policy or revisions to a policy is necessary or advisable, the Responsible Office will develop or identify, and provide or make available appropriate training for the College community or relevant subgroup within the College community. Trainings may be recommended to the Responsible Office by Executive Team members or College groups.
Review/Revision
All College and Departmental Policies will be reviewed every three years, in accordance with established procedures. The Responsible Office will also review policies within its area when there are changes in applicable law or state policies that might affect provisions of a policy. Proposed revisions are subject to the provisions of this policy for drafting, formatting, review/approval, and dissemination and training where appropriate.
Archiving/Prior Versions
If the Responsible Office determines that a policy within its purview is no longer applicable, it may propose retirement of the policy through the same review/approval process set forth in this policy. Retired Policies will be archived in accordance with established procedures.
Additional Resources
- Policy Development Procedures (PDF)
- Policy Proposal Template (DOCX)
- Policy Approval Flow Chart (PDF)
- Policy Template (DOCX)
Contact Information
The Associate Vice President of Institutional Effectiveness manages the Policy approval process. Please contact ie@virginiawestern.edu with any questions or concerns.
