BD2010 - Policy and Procedure Commission

Procedure  

Section: Board of Directors  

Subsection: Board of Directors  

Purpose  

A.  It is within the authority of the College Board of Directors to decide how DMACC will be governed through the development of Board policies. The Board may request input, consideration, and communication to assist in this function.  College stakeholders, students, and employees are encouraged to be involved in policy and procedure development. The policies and procedures will be drafted to support the strategic direction of the College. The development of Board policies and procedures will follow the guidelines set forth below.  

Definitions  

A.  Board Policy: A written governance statement on a specific subject adopted by the Board of Directors, aligned to the Strategic Plan to assist and support the mission and vision of the College.   

B.  College Procedure: A written statement approved by the appropriate DMACC Executive Committee member, which provides rules or processes in carrying out or implementing Board policy or otherwise accomplishing the mission of the College and designating responsibility for the required action. The Policy and Procedure Commission reviews College procedures affecting the College but will not generally review department level procedures affecting only a specific department.     

Policy and Procedure Commission  

A.  The Executive Committee will establish the DMACC Policy and Procedure Commission (PPC).  

B.  The PPC membership shall consist of the following:  

1. Vice President of Operations (Chair)  

2. Administrative Assistant to Vice President of Operations (Meeting Recorder)  

3. Administrative Leadership Staff  

4. Faculty  

5. Support Staff  

C.  Members are asked to serve a term of 1-3 academic years and may be appointed to serve additional terms as needed.  As members come off the PPC, a general call for volunteers interested in serving on the PPC will be made.  

D.  The Executive Committee will make final membership decisions from the list of volunteers using the rubric below to ensure College wide representation.   

1. The College will consider diversity, including a mix of gender, a mix of faculty, staff, and administration, and members must include at least one person from each campus.    

2. Ideally, the PPC should include in its membership, representatives from Academic Affairs, Student Affairs, Operations, Faculty (including the HEA), Support Staff (including the ESA), Administration, Human Resources, the College Council, and ad hoc members of the student body.     

PPC Responsibilities   

A.  Be available to meet monthly, either in person or virtually, to review and consider Board policies and College procedures on a 5-year review cycle as a recommendation to the Board.   

B.  Review procedures with College wide implication when presented by departments or others.    

C.  Discuss, offer perspectives, and provide input through the lens of a representative of the College in the adoption, review, or revision of Policies and Procedures as provided.  

D.  Ensure consistency of format and language.  

E.  Ensure clarity and comprehension.   

F.  Identify gaps in policy and/or procedure.   

G.  Consider purpose, unintended consequences, or impact.   

H.  Identify procedural concerns.    

I.  Gather input from others and communicate policy and procedure changes by creating a two-way communication model that includes gathering input on upcoming policies for adoption, review, and revision; report out at regularly scheduled PPC meetings; and report monthly to assigned constituencies in an electronic format accessible to the College.   

J.  Participate in an annual evaluation of the PPC’s progress toward meeting its charge.

Procedure Review Process  

A.  Departments authorized by the President’s Office to develop procedures have the authority to develop and manage procedures to implement Board policy.  Departments will present procedures to the Executive Committee for final approval and review all procedures at least once every 5 years, or more often as needed.  

B.  The PPC engages in the review of procedures with College wide impact and typically doesn’t review procedures affecting individual departments only.  The PPC may review procedures for reasons, including:  

1. Gathering information or understanding the impact on the College.  

2. Change in practice requiring additional review.  

3. Concerns raised about implementation.   

4. Uncertainty regarding the issue.   

5. Alignment, standard formatting, links to other related documents, etc.  

6.  

C.  Departments are encouraged to engage others in the feedback process when developing procedures.  Administration may request a procedure to be reviewed by the PCC.  Any procedure request for review will be placed on the PPC meeting agenda.  

D.  The PPC will provide input to the department about the procedure and address other raised concerns before implementation.  The PPC may also be asked to assist with communication to facilitate understanding of a procedure change.    

Policy Development & Review Process   

A.  At monthly meetings, the PPC will consider Board policies that are in a 5-year rotation for review.   

1. The Board Secretary will create a schedule of Board policies to be reviewed in the next academic year and communicate both the schedule and responsibilities with the Board, the PPC Chair, and affected departments.   

2. The PPC Chair will schedule monthly PPC meetings with members and departments and will facilitate meeting activities.   

3. The department managing the Board policy is responsible for reviewing Board policy documents and making any recommendations for changes in Board policies, and continuation or elimination of existing Board policies, along with edits related to grammar, clarity, punctuation, etc.   

4. Recommendations, with tracked changes are to be submitted to the PPC Chair at least 14 days prior to the meeting to allow PPC members time to gather input from constituencies prior to the PPC meeting.   

5. Departments and individuals should be prepared to present their recommendations at the PPC meeting and provide a written summary of recommended changes to the PPC.     

6. The PPC will review recommendations and then make final recommendations to the Executive Committee.  

B.  In addition to Board policies due for review, any member of the College community, or through representatives of the PPC, may propose a new Board policy, revision, or rescission to the PPC. These may include Board policies necessitated by law; Board policies believed to align the College to a best practice; or Board policies that reflect College strategic goals.   

C.  The Executive Committee will review recommendations and make decisions on whether the Board policy will be submitted to the Board for consideration.  

1. Should a Board policy or procedure proceed through the PPC process, the Executive Committee will seek feedback from the campus community regarding adoption of the Board policy or procedure before making a final recommendation.    

2. Should the Executive Committee determine that the Board policy or procedure should not move forward, the item will be forwarded to the PPC with the Executive Committee’s rationale.  

3. The PPC will communicate with the College community and explain the rationale for a Board policy or procedure not being approved for review.   

4. In the case of a Board policy or procedure proposed for reconsideration, if there is consensus, the PPC will consider the Executive Committee’s rationale and forward its recommendations back to the Executive Committee. The Executive Committee, after reviewing the PPC recommendation, may approve further development of the Board policy or procedure, or end the process.  

D.  The PPC may invite subject matter experts to meetings to assist with explanation or discussion regarding Board policies and procedures before or during PPC review.   

E.  Once Board policies are approved by the Board, the department managing the policy will update all related procedures and information in the Board policy library.   

F.  This PPC procedure is intended to foster shared governance, and not act to interfere with the Board’s statutory or fiduciary duties and the Board reserves the right to act on policy in its sole discretion.    

Policy Numbering    

A.  Policies will be represented by a numbering system which involves three digits.  

B.  The numbers represent major policy divisions as follows:  

100-199 Community College  

200-299 Board of Directors  

300-399 Management of the College  

400-499 Human Resources  

500-599 Student Services  

600-699 Academic Affairs  

700-799 Business Non-Instructional Operations  

800-899 Facilities  

900-999 General Public  

C.  Policy numbers will be recommended by the department managing the policy to the Board Secretary for assignment. 

Format  

A.  Standard naming conventions shall be used for all Board policies and College procedures.  

B.  In final form, all Board policies and College procedures will conform to a standardized format which includes:  

1. Policy number  

2. Subject (title)  

3. Definition of terms (where applicable)  

4. Description/body of the document in standard outline format  

5. Legal and/or cross references  

6. Date of adoption or approval  

7. Date of review  

8. Dates of all revisions or rescissions  

9. Links to any related forms  

10. Next review date  

Distribution  

A.  All Board policies and College procedures will be posted on the College’s website.  Departments responsible for managing Board policies and College procedures will enter and update their documents in the policy and procedure library.    

Cross Reference:
BD201 Boar Power and Duties

Reviewed: 09/26/2023

Note: No prior procedure could be found?