Formulation and Issuance of College Policies

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General

Policy Number: 1010

1.0 PURPOSE

Columbia Basin College (“CBC” or the “College”), through the President and the President’s Cabinet, continually implements and maintains policies to ensure the College operates in a manner consistent with its Mission, Vision, and Values, mitigates institutional risk throughcompliance with state and federal laws, and clarifies institutional expectations. In furtherance of the principles of shared governance, this policy outlines the process and procedure related to the development and maintenance of College policies, including the drafting, approving, revising, and withdrawing College policies.1 All policies adopted or routinely maintained bythe College shall comply with all state and federal accessibility laws, including, but not limited to: the Americans with Disability Act, the Washington State Law Against Discrimination, and Sections 503 and 504 of the Rehabilitation Act.

2.0 AUTHORITY & SCOPE

2.1 Authority: WAC 132S-01-015; Columbia Basin College/AHE CBA Section 4.1.52; and WPEA CBA, Section 37(1)(F).3
2.2 Scope: All Campus.

3.0 DEFINITIONS

3.1 President’s Cabinet is the College’s President and vice presidents and shall be the members of the policy review committee.
3.2 Promulgation is the official declaration by the College that a policy is in effect and enforceable.
3.3 Responsible Administrator is the College employee responsible for administering and providing training related to a College policy.
3.4 Procedure(s) is/are an ordered statement of actions, steps, processes to be followed in carrying out work, assignments, or functions of a division, program, or area of the College. Procedures must be consistent and in harmony with the policies that govern the College.
3.5 Scope is the division(s) and/or employees to which a College policy applies.
3.6 Supporting Vice President is a College employee’s division vice president that provides authorization for the drafting of a new College policy or revisions to an existing College policy. Authorization may be provided in any reasonable manner, such as email, letter, fax, etc.

4.0 POLICY DEVELOPMENT, MAINTENANCE, APPROVAL, WITHDRAWAL PROCESS, AND FORM

4.1 Proposing a Policy
Any CBC employee may identify the need for a new policy in support of the College’s Mission, Vision, and Values, or as required by state or federal law. Prior to proposing a new policy or revisions to an existing policy, the CBC employee must obtain authorization from their Supporting Vice President. The President may also propose a policy at the President’s sole discretion.
4.2 Policy Development Process
The CBC employee and the Supporting Vice President shall be responsible for drafting the proposed policy in a manner consistent with this Policy. The CBC employee and Supporting Vice President are encouraged to identify, consider, and consult stakeholders affected by the proposed policy for input in drafting. Upon completion of the initial draft, the Supporting Vice President shall transmit the draft policy to the College’s Vice President for Human Resources & Legal Affairs via email in an editable format.
4.3 Reviewing and Approving a Policy

4.3.1 Reviewing a policy.
The Vice President for Human Resources & Legal Affairs, or designee, shall ensure the draft policy complies with the terms of this policy, all applicable laws, and is free of grammatical and typographical errors. In the event the draft policy fails to meet such standards, the proposed policy shall be returned to the Supporting Vice President with a brief explanation of the proposed policy’s deficiencies for revision and resubmission. The Vice President for Human Resources & Legal Affairs may make any changes to a proposed policy deemed necessary to comply with this Policy, any applicable agreement, the College’s Mission, Vision, and Values, and/orstate and federal law. When such changes modify the proposed policy’s substance, such changes shall be communicated to the Supporting Vice President & proposing employee for consideration.

4.3.2 Approving a policy.
When the policy is acceptable, in both substance and form, the President’s Cabinet shall review the draft policy for particularity and clarity. The President’s Cabinet will determine whether the draft policy is necessary, duplicative of another College policy, acceptable or unacceptable. The President’s Cabinet shall review the draft policy as soon as practicable, but shall not be under any time constraints to review and approve or disapprove a draft policy. The President’s Cabinet may identify, consider, and consult with those who may be affected by the proposed policy. Once the President’s Cabinet determines a draft policy is acceptable, the draft policy shall be promulgated subject to Section 4.6. Whether a proposed policy is acceptable is in the President’s Cabinet’s sole discretion.
4.3.3 Disapproving a policy.
In the event the President’s Cabinet determines the draft policy is unacceptable or duplicative of another College policy and disapproves the draft policy, the Supporting Vice President will notify the appropriate College employee(s) the proposed policy was not adopted and brieflyexplain the basis for the draft policy’s disapproval.

4.4 Maintaining a Policy
As needed by the College, any CBC employee, with the authorization of a Supporting Vice President, may draft routine changes to an existing College policy. Routine changes shall be non-substantive in nature, including, but not limited to: updating the name of a division, title, or position to coincide with organizational restructuring; grammatical and/or typographical errors discovered after promulgation; revising policy numbers; and format corrections to comply with this Policy as promulgated or revised. The College may engage in routine maintenance without the need to follow the procedures identified in Section 4.6. The effective date of policies subject to routine maintenance shall be the promulgation date, not the maintenance date.
4.5 Revising a Policy
Changes to an existing College policy’s substance must follow the procedures related to formulating and issuing a new College policy. In addition, a revised policy shall be drafted in redline form to allow the Vice President for Human Resources & Legal Affairs and the President’s Cabinet to readily review the proposed revisions. However, such revisions shall not be submitted in redline form when the proposed revisions are so substantial that reading proposed revisions in redline form would make reviewing the proposal overly difficult or otherwise impracticable. At any time during the revision process, the Vice President for Human Resources & Legal Affairs may request a redline version of a revised policy. Upon submission of a redlined revised policy, the redlined revised policy shall be subject to the review and approval procedures identified by Sections 4.3.1 and 4.3.2. Once the redlined revised policy is approved pursuant to Section 4.3.2, the redlined revised policy shall be promulgated, as revised, pursuant to Section 4.6.
4.6 Communication, Promulgation, and Training
When the President’s Cabinet approves a policy, either in its original form or as revised, the President or Supporting Vice President shall provide notice of the policy’s promulgation, via an All College email. Such notice shall serve as the formal promulgation date, which the Vice President for Human Resources & Legal Affairs shall include in the announced policy’s history. The Responsible Administrator shall provide, or oversee, any training necessary to implement and ensure compliance with the announced policy.
4.7 Withdrawing a Policy
When the President’s Cabinet determines an existing College policy must be withdrawn to advance the College’s Mission, Vision, or Values or to comply with state or federal law, it may announce the withdrawal via email through the Vice President for Human Resources & Legal Affairs. Such an announcement shall serve as the formal withdrawal of a College policy by the College and the policy shall no longer be in effect or enforceable.
4.8 Compliance
The Responsible Administrator will promote communication, implementation, and compliance with the policy through training and/or the establishment of normal business practices, some of which shall be outlined in the policy’s procedures to support a policy’s implementation. Routine human resources procedures may also facilitate compliance and documentation.
4.9 Policy Format
All policies shall be proposed in a format that substantially complies with the format described in this Section 4.9 and Template.

4.9.1 Title Block.
The title block shall include the following:
4.9.1.1 College Logo.
The College’s official logo shall appear on the top-left hand side of the title block in the header section of the first page only.
4.9.1.2 Title.
The policy’s proposed title shall appear directly below the College’s logo on the first page only. The proposed title shall appear in bold 16 point Times New Roman font in all capitalized letters. The policy’s proposed title shall be concise and objectively reasonable to provide the reader with an understanding of the policy’s contents.
4.9.1.3 Division or Content Area.
The appropriate division or content area shall appear directly below the logo. The appropriate division or content area may be identified in the table contained in Section 4.9.1.4 below. The division or content area name shall appear in bold 12 point Times New Roman font with the first letter of each word capitalized.
4.9.1.4 Policy Number.
Policy numbers shall be four or five digits in length. The policy number shall correspond with the appropriate chapter number identified in the table below. Policy numbers shall be spaced in increments of ten. The policy number shall appear in bold 12 point Times New Roman font with the first letter of each word capitalized.

College Policy Categories By Chapter
1000 General
2000 Instruction, Library & Instructional Services
3000 Student Services and Activities
4000 Administrative Services
5000 Campus Security, Safety and Emergency Management
6000 Information Technology
7000 College Relations
8000 Human Resources & Legal Affairs
9000 Environmental, Safety & Health
10000 Data Governance

4.9.2 Purpose.
The Purpose shall be the first substantive section of each policy. The Purpose shall start immediately to the right of paragraph identifier number 1.0. The Purpose shall be a concise synopsis of both the background and need for the proposed policy.
4.9.3 Authority & Scope.
A non-exhaustive list of authorities upon which the policy rests shall be the second substantive section of each policy. To the extent the policy implicates a section of an applicable collective bargaining agreement, the policy shall identify the appropriate collective bargaining agreement along with the appropriate article number (e.g., Columbia Basin College/AHE CBA, Section 1.1). To the extent a state or federal law applies, a citation to the applicable law should be listed (e.g.,29 U.S.C. § 2601 [relating to the Family and Medical Leave Act of 1993] or RCW 50A.04.005 [relating to Washington’s Family and Medical Leave Program]).
The Scope shall be identified directly below the cited authority.
4.9.4 Definitions.
Definitions shall be the third substantive section of each policy. The Definition section shall include all unique terms, which, when defined, add to a reader’s understanding of the policy.
4.9.5 Procedures.
Procedures shall be the fourth substantive section of each policy. In the event that a policy contains multiple procedures related to a similar topic, the procedures section shall be split into sub-sections with various sub-parts explaining each procedure, in concise detail.
4.9.6 Forms.
To the extent applicable, a policy should include a list of forms and associated instructions applicable to the policy. The policy shall be accompanied by a hyperlink to such forms. The only forms that shall be included in any policy are those used in direct support and administration of such policy.
4.9.7 History & Policy Contact.
The end of each policy shall include the following dates, to the extent applicable: (1) Proposal Date; (2) Promulgation Date; (3) Revision Date(s); and (4) Maintenance Date(s). In addition, directly below the relevant dates, the policy shall include the Responsible Administrator’s title (e.g., Vice President for Instruction).

5.0 FORMS & RESOURCES

[Policy on Policies].

6.0 HISTORY & POLICY CONTACT

6.1 Proposal Date: [August 27, 2019]

6.2 Promulgation Date: [September 30, 2019]

6.3 Responsible Administrator: Vice President of Human Resources & Legal Affairs

contact

  • Phone:509-547-0511

  • Address:2600 N. 20th Ave., Pasco, WA 99301

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