Policies and Procedures Manual

Chapter 1: System of Governance

01:07:00   Policy and Procedure Adoption

Related Policies and Guidelines

SACSCOC Commission Good Practices, Developing Policy and Procedures Documents 

NeSCC Policy 01:03:00 Purpose and Modification

NeSCC Policy 01:07:01 Policy Exceptions

Purpose 

The purpose of this policy is to establish the criteria and process for approving and implementing policies and procedures at Northeast State Community College.

Definitions

  1. Minor Adjustment: These adjustments include changes in positions or titles, general nomenclature, grammatical errors, updates based upon SACSCOC (Southern Association of Colleges and Schools Commission on Colleges) or TBR (Tennessee Board of Regents) policy or guideline updates, or changes in state law.  Minor adjustments to policies or procedures do not require Cabinet approval.
  2. Policy: A written statement that mandates, specifies, or prohibits behavior to express basic values of Northeast State, enhance its mission, ensure coordinated compliance with applicable laws and regulations, promote operational efficiency, and/or reduce institutional risk.
  3. Procedure: The specific operational steps required to accomplish an action that necessitates specific instructions. Generally, a procedure will pertain to implementation of a policy. Procedures may also provide guidance for behavior on issues that are not dictated by policy.
  4. Responsible Party: The person or group charged with oversight of policies and procedures related to their area of responsibility.
  5. Substantive Change: A substantive change is a significant modification to the nature or scope of the policy or procedure.  Substantive changes require Cabinet approval.

Roles and Responsibilities

  1. President: The President is responsible for College adherence of the Policies and Procedures Manual.
  2. President’s Cabinet: Cabinet reviews and approves all substantive changes to Northeast State’s Policies and Procedures Manual. A majority vote of the members present is required for the motion to pass. 
  3. Responsible parties, as denoted by the division listed at the end of each policy: Applicable divisions are responsible for reviewing each policy under the division’s purview at least once during each academic year, documenting the review in the Divisional Review Responsibilities Checklist system.  Refer to Procedure II, Annual Review Process, presented later in this policy for more information. 
  4. Vice President for Institutional Excellence and Student Success: The Vice President is responsible for the following:
    1. The development and maintenance of College’s Policies and Procedures Manual.  Refer to Procedure I, Creating or Revising Policies or Procedures, presented later in this policy for more information. 
    2. Conduct annual training with individuals who are charged with responsibility over one or more policies.
    3. Present a formal report to the Cabinet at the close of each academic year regarding the institution’s compliance with its annual review process.  Refer to Procedure II, Annual Review Process, presented later in this policy for more information. 
  5. Vice Presidents, Chief Advancement Officer, the Chief Financial Officer, and other responsible parties: These select individuals are responsible for monitoring actions by SACSCOC and TBR that could impact their respective divisions, alerting the Vice President for Institutional Excellence and Student Success when local policies and procedures updates are needed. Refer to Procedure I, Creating or Revising Policies or Procedures, presented later in this policy for more information.

Procedures

I. Creating or Revising Policies or Procedures

The following steps shall be taken when creating a new policy or procedure or updating a policy or procedure:

  1. Faculty or staff shall contact the applicable divisional unit regarding a policy or procedure recommendation.
  2. Divisional units will coordinate information with their designated vice president or senior-level administrator.
  3. The senior-level administrator who is responsible for the identified policy will provide written updates or recommendations to the Vice President for Institutional Excellence and Student Success.
  4. The Vice President for Institutional Excellence and Student Success will review and prepare the policy or procedure for review or consideration by the President's Cabinet if the changes are substantive.  If the revisions only constitute minor adjustments, the Vice President for Institutional Excellence and Student Success will work with the designated senior administrator to apply changes.   
  5. A policy or procedure update or recommendation shall be approved by a majority vote of President's Cabinet members that are present.
  6. The Vice President for Institutional Excellence and Student Success will highlight new or substantively changed policies and procedures in an institutional briefing.

II.  Annual Review Process

Each policy and procedure shall be reviewed each academic year, as outlined below:

  1. Annually, the Vice President for Institutional Excellence and Student Success shall conduct training with individuals who are charged with responsibility over one or more policies.  The responsible division is listed at the end of each policy.  This training should occur near the onset of the academic year.
  2. Applicable divisions are responsible for reviewing each policy under the division’s purview at least once during each academic year.  The division shall document its review in the Divisional Review Responsibilities Checklist system.  
  3. Should updates to policies or procedures be identified during the review, the unit should follow Procedure I, Creating or Revising Policies or Procedures, listed above to implement changes.
  4. At the close of the academic year, the Vice President for Institutional Excellence and Student Success shall present a formal report to the Cabinet regarding the institution’s compliance with its annual review process.  The report shall serve as a mechanism to monitor compliance with policies and ensure the effectiveness of Northeast State’s policies and attendant procedures.  Continuous improvements shall be implemented, as appropriate. 


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Divisional Review Responsibilities Checklist: Research Analytics and Planning

Revision History: June 2014; Dec. 2017; Jan. 2018; April 2018; April 2019; Revised Aug. 2019