Policy Review Process

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Policy Review Process

Policy Review Cycle

A policy should be reviewed every five (5) years or more frequently as required by changes in regulation, law, or practice, which aligns with the Board of Trustees Policy Development procedures.

The review cycle for policies is tracked by the President and the Board of Trustees, and is managed by Vice President of Institutional Effectiveness and Chief of Staff (VPIE/COS).

  • The VPIE/COS will update Cabinet, prior to the start of Board meetings in the fall on policies that are due for review in the upcoming academic year. (This update will be provided at a Cabinet meeting in August.)

Review Process

VPIE/COS updates Cabinet on the policies due for review and the VP leads for those policies.

  • The President and Cabinet will determine at the same meeting the anticipated timing that policies will go through the review process during the academic year.

Depending upon the policy, the lead may need to take the current policy version through an advisory committee, college council, college governance committee, external partnerships, legal, union leadership, some or all of these groups for input and review.

  • Institutional Effectiveness tracks this aspect of the process should the VP or policy lead need to review the prior workflow for the policy.

Once the policy has been vetted, it will be placed on one (or more) Board of Trustee (BOT) Standing Committee agendas for discussion and recommendation to move forward to the full Board for action.

  • Submission for a BOT Committee packet is shared with the VPs at Cabinet during packet preparation. Typically, BOT packets are due 5-7 business days prior to the meeting so all information can be compiled and disseminated to the committee. However, that timeframe can vary during College Breaks and Holidays. Any questions on submission deadlines should be directed to the Executive Assistance for the President.

The VPIE/COS will coordinate with the Executive Assistant to the President to have the policy updated within 5 business days of approval by the Board.

Prepping for Committee Packet Submission

For a policy to be reviewed at a Board Standing Committee, three items are needed for submission to the Executive Assistant to the President for inclusion in the committee packet:

  1. Redline Version of the Current Policy
    1. A current policy copy is located on the on a SharePoint site set-up for VPs. Policy leads should reach out to their respective VP to obtain a current copy or the Executive Assistant to the President.
    2. Use “track changes” and “comments” as the document workflows through various groups for compiling of feedback and edits.
  2. “Accepted Changes” Version of the Drafted Policy
    1. Make a copy of the redline version, resolve all comments and delete text boxes, accept all tracked changes, and save the newly drafted version in the “BOT Policy Template.”
  3. BOT Policy Review Form
    1. Complete the Policy Review Form located on the website. This form is used for both review of current and new policy submissions.
    2. The purpose of this form is to provide a record of the review process taken for this policy should a transition in leadership occur before the next review cycle. Copies of these forms are kept with Institutional Effectiveness.