DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section:

Policy No: 01

Approved: 10/27/95
Revised: 01/26/01
Revised: 04/30/12

Policy: POLICY CREATION, REVISION AND APPROVAL PROCESS

4-01 POLICY CREATION, REVISION AND APPROVAL PROCESS

  1. Authority

    1. The Utah Code and the Utah Board of Regents delegate to the President of the College "the necessary and proper exercise of powers and authority not specifically denied to the institution" by the Board of Regents or law "to assure the effective and efficient administration and operation of the institution." (Utah Code §53B-2-106).

    2. The College President has the right to suspend a policy based on a change to statutory or case law, governmental regulation or guideline, or the interpretation of such, or as advised by legal counsel.

  2. Scope

    1. College policies address governance and principles. Unless explicitly stated, every policy applies to all faculty, staff, and students, as well as visitors to College facilities and users of College resources.

    2. College policies are maintained by the Policy Office, which reports to the Executive Director of Human Resources. Policies may not exist except at the College level. Divisions, schools, departments, programs, offices, and other entities may have guidelines, practices, rules, handbooks, and procedures, which must be submitted to the Policy Office after creation or revision for archiving.

    3. College policies supersede other College, department program or office guidelines, practices, rules, handbooks, and procedures.

    4. Dixie State College of Utah adheres to the principle that the perspectives of faculty, staff, and students should be appropriately considered in the development of College policies. Representative bodies shall be consulted in the process of creating, revising, and retiring policies.

  3. Policy Approval Process

    1. New College policies, revisions of policies, and retirement of policies must be approved by the College Council.

    2. The President shall then recommend action by the Board of Trustees. No policy change shall be implemented until approved by the Board of Trustees.

    3. Academic policies are usually implemented in conjunction with the academic year.

      1. Academic policies and those affecting student life must be approved by Academic Council before the policy is forwarded to College Council.

      2. Faculty and students, through the representative organizations of Faculty Senate and Dixie State College Student Association, shall be consulted in the approval of policies affecting teaching, academic, and student life.

      3. Representative organizations, including the Faculty Senate and staff association(s), shall be consulted on policies regarding employment, except when such policies are mandated by federal or state law or Board of Regents policy.

    4. Changes to College policies come in the form of new policies, revisions to current policies, and deletion of existing policies. Any College employee, entity, or student may make recommendations regarding a College policy to the Policy Office.

  4. New Policies

    1. New policies begin with a policy recommendation from an individual or entity to the Policy Office, resulting in a policy proposal, which shall include the policy's scope and list the stakeholders and impact. A draft policy is then written, either by the Policy Office or other entity.

    2. After consultation with significantly affected stakeholders, the Policy Office shall make the draft policy available to the campus at large for review, comment, and suggestion for a period of not less than 30 days. Any College employee, entity, or student may make a comment or suggestion regarding a draft policy under review.

    3. The Policy Office shall consult with significant stakeholders and legal counsel, make revisions as appropriate, develop a document outlining concerns that could not be accommodated which shall be included with the policy in the approval process, as well as exercising responsibility for guiding the policy through the approval process and making revisions as required throughout that process.

    4. New policies affecting academics should not be brought forward for public review except during Fall and Spring semesters when the majority of faculty are available on campus.

  5. Revisions to Current Policies

    1. Requests to revise a current policy shall be sent to the Policy Office, including documentation of the reason the alteration is required, suggested revision, and impacted stakeholders.

    2. The Policy Office shall create a document showing the revisions, additions, and/or deletions and make available to the campus at large for review, comment, and suggestion for a period of not less than 30 days. Any College employee, entity, or student may make a comment or suggestion regarding a draft policy under review.

      1. If the revisions, additions, and/or deletions are substantial enough to make such a revised document too confusing to be effective, a draft of the revised policy without the original policy may be made available.

    3. The Policy Office shall consult with significant stakeholders and legal counsel, make revisions as appropriate, develop a document outlining concerns that could not be accommodated which shall be included with the policy in the approval process, as well as exercising responsibility for guiding the policy through the approval process and making revisions as required throughout that process.

    4. Policy revisions affecting academics should not be brought forward for public review except during Fall and Spring semesters when the majority of faculty are available on campus.

  6. Retirement of Existing Policies

    1. Policies which are no longer effective or required or which have been subsumed by another policy may be recommended for retirement by any College entity or employee.

    2. Such recommendation should be sent to the policy office with supporting documentation showing that the usefulness of the policy has ceased and listing the impact on stakeholders.

    3. If the policy suggested for retirement requires revision to another policy in order to be retired, such revision shall go through the approval process concomitantly or prior to the deletion.

    4. The Policy Office shall consult with significant stakeholders and legal counsel and exercise responsibility for guiding the policy through the retirement process.

  7. Extraordinary Circumstances

    1. In circumstances calling for urgent action, the President may determine that a policy shall be put into effect without prior presentation to the departments, programs, committees, councils, or governing bodies, and/or without the prior approval by or consultation with the those entities that would otherwise be required. Any policy put into effect in such a manner shall subsequently be presented to the appropriate entities at the next available opportunity for ratification, disapproval, or recommendations.

    2. If a recommendation or requirement of a regulatory agency, statutory or regulatory change, or judicial or administrative mandate creates the need for a new policy, policy revision, or policy retirement, legal counsel may advise the Policy Office to make needed policy changes present such changes for approval to the Executive Council and Board of Trustees in the most expeditious manner possible, including foregoing other input and approval measures.

  8. Editorial Revision of Policies

    1. The Policy Office is empowered to make non-substantive revisions to existing policies in order to update terminology, correct typographical and grammatical errors, change format, or update reference information.

    2. Under no circumstance may the Policy Office create new policies, make substantive revision to current policies, or delete existing policies without the appropriate approvals, including College Council and the Board of Trustees.

    3. An editorial revision to an existing policy does not constitute the enactment of a new or revised policy and does not change the approval or effective dates of such policies.

  9. Policy Library and Archive

    1. The College shall maintain a searchable library of current policies accessible through the College's website. Within the Policy Library, the College shall provide an archive of revisions and access to previous versions of policies, as well as accurate recording of approval and implementation dates. To the extent possible, policies that interface or cover related content shall be linked.

  10. Regular Review of Policies

    1. The Policy Office shall coordinate regular and ongoing review of College policies. Each policy shall be reviewed not more than five years after the effective date, and every five years thereafter.

    2. The reviews should involve appropriate administrators and stakeholders and focus on the following:

      1. Compliance with applicable laws, regulations, and Board of Regents policies.

      2. Consistency with other College policies covering related content.

      3. Effectiveness of the policy to assist in accomplishing the College's mission.

      4. Currency of information and format.

Associated Documents:

New Policy Recommendation Request

Revise a Current Policy Request

Recommendation to Delete an Existing Policy