Policy Committee Charter

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Charge

To ensure policies are current, and relevant and support the mission of the college and suggest revisions in accordance with accreditors, professional standards, and government regulations.

Scope

With input from faculty and staff, the policy committee reviews existing policies every three years or as needed and reports changes to the faculty senate and the operations committee. All policies are given final approval by the president.

Composition

Membership will reflect representatives from each division and administration. The committee is composed of the VP of Academic and Student Affairs, VP of Finance, Director of Admissions, Registrar, and Representatives from each Academic Division.

Voting

All members have voting rights except the Chair, who votes only to break a tie vote.

Term limits

Chair: Two-year term limit

Meeting Schedule

The Policy Committee will meet monthly or more often as needed. The Chair will schedule the meeting. Any faculty or staff will submit proposed policy revisions with the appropriate form to the Chair.

Duties of the Chair, Members

Chair

  • Receives, reviews, and determines if the policy change form is complete
  • Sets agendas
  • Sends out the agenda before meetings with associated policy change forms
  • Schedules meetings
  • Reports committee work to the Faculty Senate and Operations Committee
  • Notifies students, faculty, and staff of any approved changes that will be implemented immediately
  • Documents and tracks retired policies, policy revisions, and new policies
  • Retired and revised policies must be archived
  • New and revised policies are saved in the appropriate location
  •  Policy changes are tracked and distributed for updates to Handbooks, Catalog, and Website
    • Webmaster (Web)
    • Registrar (Catalog)
    • Deans/Directors (Program-Specific Handbooks)
    • VP Academic and Student Affairs (College-Wide Student Handbook & Web)
    • Director of Admissions (Marketing Material)
    • Chair of Faculty Senate (Faculty Handbook)

Committee Members

  • Committee Members are expected to come to the policy meeting prepared, having reviewed prior meeting minutes and any documents submitted for the current meeting.
  • Members will record the meeting minutes on a rotating basis. If a member is to be absent, they are asked to find a replacement committee member to record minutes.
  • Members are expected to notify the chair if unable to attend a meeting. A quorum (half the membership plus one) is needed to vote.

Procedures

To ensure policies are current, relevant, and support the mission of the College, policies are reviewed at least every three years.

  • Policies are reviewed by the Policy Committee.
  • College leaders review policies that pertain to their functional area(s).
  • Faculty or staff requesting revision to an existing policy or approval of a new policy must speak with their supervisor before bringing the request forward.
  • Faculty or staff requesting revision to an existing policy or approval of a new policy must use the Policy
  • Request Form and obtain the pertinent signatures.
  • The Policy Request Form must be submitted before the February policy committee meeting to take effect for the following academic year (exceptions will be considered).
  • Academic policies, once approved by the Policy Committee, are reviewed with the Faculty Senate and signed by the College President.
  • Administrative policies, once approved by the Policy Committee, are signed by the College President.
  • Policy changes approved throughout the year will become effective at the beginning of the following academic year to coincide with the publication of the College Catalog.
  • Changes that necessitate immediate implementation are communicated to the College community.
  • The policy committee chair will distribute the annual policy summary by March 1 to key stakeholders to ensure the accurate/timely update of all publications and disclosures.
    1. Webmaster - website
    2. Registrar - catalog
    3. Deans – student handbooks, nursing adjunct faculty handbook
    4. VP Academic and Student Affairs – faculty handbook
    5. Assistant VP Enrollment Management – marketing material
    6. Chair Faculty Senate – faculty handbook
  • By the end of the spring semester, the annual policy summary spreadsheet is distributed to all faculty and staff.

Policy Committee Charter