Policy B11
Policy Name: Formulation, Issuance, Amendment and Repeal of Policies
Responsibility for Maintenance: Office of the President

Date of most recent changes: May 3, 2011

I. Policy Statement  

Onondaga Community College formally approves, promulgates in a consistent format, and centrally maintains all official College policies. Personnel responsible for creating, updating, and distributing College policies must comply with the conditions and procedures that are outlined in this policy, which explains the standardized policy format, and outlines the procedures for formulating, approving, issuing, and amending policies.

II. Reason for Policy  

This policy is designed to ensure that College policies are centrally maintained and available, are consistent in terms of format, and are developed and amended with approval from necessary members of the College community.

III. Applicability of the Policy  

All members of the College community should be familiar with this policy.

IV. Related Documents  

New York State Education Department Regulations, 8 NYCRR Parts 604.2, 604.3

V. Contacts  

Subject

Office Name

Title or Position

Telephone Number

Email/URL

Initiation of proposals for new policies or amendments to existing policies

Appropriate Senior Vice President/Vice President

 

Various

Various

VI. Procedures  

Format  

To ensure consistency, all College policies shall be set forth in the form of the College’s standard Policy Template (see below).

Review of Proposals for New Policies and/or Substantive Amendments to or Repeal of Existing Policies  

Members of the College community desiring to propose a new policy and/or substantive amendments to or repeal of existing policies should contact the Senior Vice President or Vice President having responsibility over the subject matter to initiate discussion of the proposed policy. The Senior Vice President or Vice President may, but shall not be required to, request that a written proposal and/or draft proposed policy, amendment or reason for repeal be submitted for consideration. The Senior Vice President or Vice President shall consider the request, with input from other appropriate division personnel as s/he deems necessary or advisable. If the Senior Vice President or Vice President believes the request to be meritorious, s/he shall present it to the President or his/her designee/s for review and discussion. If the President desires to pursue implementation of the request, s/he will request that the Senior Vice President or Vice President arrange for the preparation of a formal proposed policy, amendment or repeal for final review and approval by the President. If required, the request will then be presented to the Board of Trustees for final review and approval.

Approvals  

All new policies, and amendments to and repeals of existing policies, shall be subject to approval by the President and, if to the extent required by law, the College’s Board of Trustees.

Annual Review  

Once each academic year, in accordance with a schedule to be specified by the President, each Senior Vice President/Vice President shall review all existing policies within his/her areas of responsibility to determine whether the adoption of new policies, and/or the amendment or repeal of existing policies, is necessary or advisable. If the Senior Vice President/Vice President believes such action to be necessary or advisable, he/she shall follow the procedures outlined above for New and Existing Policies. In addition to the Annual Review of Policies, policies are always under continual review. Non substantive changes will be made on an as needed basis. Non substantive changes include updating contact information.

Distribution  

Upon approval in accordance with the terms of this policy, all new or amended polices shall be posted to, and all repealed polices shall be removed from, the hard copy and electronic versions of the College’s Centralized Policy Manual. The General Counsel, upon direction from the President, may provide for direct communication of the new or amended policy to affected constituencies.

Emergency Interim Action  

Subject to such restrictions as may be imposed by applicable law, the President may implement interim polices, or amend or repeal existing policies on an interim basis, without prior compliance with the terms of this policy under circumstances where s/he deems such action to be necessary to protect the wellbeing of persons, property or the reputation of the College, or in other situations in which s/he reasonably believes that a policy must be implemented, amended or repealed before such action can be reviewed in accordance with this policy. The interim action shall, as soon as is reasonably practicable, be considered for permanent implementation in accordance with the review and approval requirements set forth above.

VII. Forms/Online Processes  

  • Onondaga Community College Policy Template (shown below)

 

Onondaga Community College Centralized Policy Initiative Policy Template  

This template is designed to lend structure to policy information and ensure consistency from one policy document to another. It contains major sections representing broad categories of policy information. These major sections appear in every policy document, providing the framework for the information, which should be further divided into subheadings, as described below.


 

Policy Name: ____________________________________________________

Responsibility for Maintenance: ______________________________________

Date of most recent changes: _______________________________________

I. Policy Statement  

The Policy Statement states the requirement or restriction which this policy is placing on the college community, and why, but doesn't describe “how-to” procedures - generally two to four sentences.

II. Reason for Policy  

The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will resolve, and cites any legal or regulatory reasons for policy - generally two to four sentences.

III. Applicability of the Policy  

The Applicability of the Policy describes the persons who are affected by, and should be familiar with, the policy.

IV. Related Documents  

The Related Documents lists related college policy documents, as well as all college and external documents that are required to complete the procedures or that provide helpful, relevant information.

a. College Documents (policies, guidelines, contracts, etc.)

b. Other Documents (laws, regulations, external guidelines, etc.)

V. Contacts  

Directs general questions to administrative offices; directs specific questions or requests for exceptions to the policy to particular college offices. Provides telephone numbers, email addresses, and URLs, where appropriate, and any non-standard business hours, listed in alphabetical order according to subject.

Subject

Office Name

Title or Position

Telephone Number

Email/URL

Insert subject here

Name of office here

 

(XXX) XXX-XXXX

Insert mailbox address here. List complete URL, if appropriate.

VI. Definitions  

Defines terms that are used within the document, that are unfamiliar, technical, or that have specialized meanings in the policy. Terms are listed in alphabetical order.

Insert Term

Definition

   
   
   

VII. Procedures  

Discuss procedures for compliance with policy statement.

VIII. Forms/Online Processes (optional)  

Forms/Online Processes should be included with information on how to obtain any forms or perform any online processes that are required for compliance with the policy.

IX. Appendix (optional)  

Appendices are used for informational material that is helpful, but not directly related to the implementation of the policy. All of the information included here should be arranged under additional subheading(s) within the section.


 

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by OCC Board of Trustees June 1, 2010

Updated and approved by OCC Board of Trustees May 3, 2011