Pine Technical College
Policy and Procedure
Policy No.: 100 REV 4 Date: 7/14/98 Revision Date: 7/14/2000 Second Revision
Date: 09/13/2004 Third Revision Date: 1/9/2006 Fourth Revision Date: 6/5/07
Division/Dept: Administration Author: Robert Musgrove
Subject: Policy Development, Review and Approval
Purpose:
For effective communications and the orderly regulation of operations, Pine
Technical College establishes structure for the development, review and approval
of all policies. These policies will guide the operations of all aspects of
the college. In addition, it is the intent of the College that all employees
share in the development of its operating policies and that these policies
be widely and effectively communicated to its personnel and students.
Policy:
Important areas of college operations will be governed by clear, collaboratively-developed
policies and procedures. Such policy statements will follow a logical development
process, with opportunities for comment and input afforded to affected campus
groups, including faculty, staff and students. The process will culminate in
approval by the President and by communication to the college community through
a number of channels.
Responsibility for policy development will be delegated to those with expertise
in the appropriate area.
These policies will be organized in a logical and understandable format in
a manual and/or electronically, and this manual will be accessible to all personnel.
Procedures:
1. All policies will follow a common format as established in the form attached
to this policy.
2. Policies will be numbered according to the following system:
100-199 General Administration
200-299 Academic Affairs
300-399 Student Affairs
400-499 Fiscal Affairs
500-599 Personnel
600-699 Physical Plant
700-799 Information Systems
3. Policy development for the different areas will be managed according to
the following chart:
100-199 Leadership Team members or designees
200-299 Dean of Academic Affairs & Faculty Shared Governance President
or designees
300-399 Dean of Student Affairs or designee
400-499 Business Office Manager or designee
500-599 Human Resources Manager or designee
600-699 Dean of Academic Affairs, President or designee
700-799 Dean of Academic Affairs or designee
4. Policy development may be initiated by the manager or group assigned to
the area affected, by the Leadership Team, or by the Faculty Shared Governance.
5. Other employees or groups may request that a policy be developed in an area
of perceived need by submitting a written request to the Leadership Team, the
Faculty Shared Governance or to the manager assigned to that area.
6. Policy development will proceed according to the following sequence:
a. A policy is requested by a manager, employee or group.
b. The policy is assigned to the appropriate author(s) according to the chart
above.
c. A draft is prepared with input from a committee or other personnel with
expertise.
d. Policies affecting the general administration of the college will be reviewed
by the Leadership Team. Input from those groups will be incorporated into the
policy.
e. Policies affecting instruction, instructional administration, curriculum,
programs, courses and other areas of teaching and learning will be reviewed
by Faculty Shared Governance (FSG). Input from FSG will be incorporated into
the policy. These policies will also be reviewed by Student Affairs personnel
to determine their impact on operations of that division. Input from Student
Affairs will be incorporated into the policy.
f. Policies affecting students and student affairs will be reviewed by Student
Affairs personnel. Input from that division will be incorporated into the policy.
These policies will also be reviewed by the Faculty Shared Governance and the
Dean of Academic Affairs to determine their impact on instructional affairs.
Input will be incorporated into the policy.
g. Policies affecting fiscal affairs or personnel will be developed and/or
reviewed by the appropriate manager.
h. Any other policies determined to have an impact on instruction will be reviewed
by the Faculty Shared Governance and the Dean of Academic Affairs.
i. Other groups, such as AFSCME and MAPE, may be asked to review and provide
input on policies by the Leadership Team, a manager or the Faculty Shared Governance.
j. Once reviewed and input has been provided by the groups assigned above,
the author or committee will prepare a final draft for presentation to the
Leadership Team.
k. Final approval will be by majority vote of the Leadership Team as signified
by the signature of the President.
l. Policies may be retired upon approval from Leadership Team. The term ‘retired
(date)’ will be appended to the policy number. The policy will remain
on record.
7. The official copy of the final policy will be forwarded by e-mail to the
President’s office. The official copy will be maintained in the President's
office.
8. The President’s Office will place copies of approved policies in a
manual in the LRTC and will be accessible on request by employees.
9. The President’s Office will forward copies of approved policies to
be placed on the campus Web page.
10. When policies are written, an anticipated review date should be specified.
If the policy does not indicate a review date, it will only be reviewed when
necessary, to accommodate changes in Federal or State laws or MnSCU regulations.
Leadership Team has the authority to approve revisions without further approval.
Revisions must follow the same sequence and process as a first draft (see above).
All final drafts are to be retained.
11. If it is determined prior to that anniversary that a revision is needed,
that may be assigned to the appropriate group and manager as identified above.
12. Revised policies will be dated according to the date of the approval of
their revision. The letters 'REV' and the number of the revision will be added
to the number of the policy to indicate that it is a revised policy.
Responsibilities:
1. It is the responsibility of the President to insure an orderly and expeditious
process for policy development.
2. Responsibility for policy development is as indicated in the procedure section
above.
Dissemination:
1. Each manager on the Leadership Team will be responsible for disseminating
this information to everyone in his/her division. Copies should be provided
to all campus employees.
Reviewed by Executive Cabinet: 8/3/98
Reviewed by Faculty Senate: 9/2/98
Reviewed by Date:
Approved: Robert L. Musgrove, President 8/3/98
Fourth Revision:
Reviewed by Leadership Team: 06/11/07
Reviewed by Faculty Shared Governance: N/A
Approved: Robert L. Musgrove, President
Signature: ________________________
Date: 06/11/07