SCC Policy Development and Management Procedure

Division: Institutional 
SCC Procedure Number: SPR1.9-1P
OPR: President/CEO
Issued: 7/26/2019
Revised: 5/6/2024
Approved SCC President/CEO: 5/22/2023
Reference KCTCS Policy: 

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1. Overview:
   1. Somerset Community College (SCC) operates using a shared governance system consisting of four area councils and one association. Each group is represented on the Leadership Council, where policy and procedure approval occurs. Any of the four councils and the Student Government Association (SGA) may introduce policy and procedure for consideration and Approval by the Leadership Council (LC). Before Approval, the LC must give each policy at least two readings at two separate meetings. Procedures must have at least one reading before Approval by the LC.
   2. While any of the four councils and SGA may develop and present policy to the LC for Approval, the policy must be reviewed with all applicable college offices while in development. All four councils and SGA must also review policies before Approval. A draft copy of the proposed policy and procedure will be available at the agenda-setting meeting one week before the LC meeting and the first required reading. A proposed procedure associated with a proposed policy is needed simultaneously, but it will not be approved until the second reading of the policy. It is highly encouraged that any proposed policy and procedure is coordinated closely with the office primarily responsible (OPR) before bringing it to the LC for Approval.
2. Process:
   1. Establish need.  The need for a specific policy and/or procedure is determined and discussed by the individual(s) within their council's leadership. The council representative will provide a complete discussion about the policy's purpose and why it is required. Once the council decides to move forward, they develop a working draft.
   2. The working draft is coordinated with other offices impacted by the proposed policy to solicit their input. (See the flowchart provided in the next section) A draft using the formats shown in Appendix A (policy format) and/or Appendix B (procedure format) is presented to the originating council for Approval. The appropriate council or SGA reviews and votes to either forward the proposed policy to the LC, return it for modifications, or rejects it.
   3. Once approved, the proposed policy and/or procedure are provided to the LC agenda-setting group and added to the LC agenda for a first reading. The proposal is considered during LC agenda setting and included on the agenda or returned for modifications. If added to the LC meeting, it will be placed as an action item, with copies available to all members on the LC SharePoint site. Policies and procedures for review or revision are placed on the consent agenda.
   4. If the reviewed/revised policy and/or procedure is not pulled from the consent agenda for a separate discussion, it is considered to be approved.  If removed from the consent agenda, the policy/procedure will be moved to new business for discussion, Approval, disapproval, or returned for modification. Policies are approved, disapproved, or returned for modification on the first or second reading.  Procedures are approved or disapproved with the first reading.  New policies and procedures will be discussed and completely read if requested before Approval.
   5. Once approved for the first reading in the LC, the proposed policy is available for additional review and comments until the second reading at the next LC meeting.  All council representatives are responsible for bringing policy and/or procedure back to their respective groups for additional review and discussion. Representatives will then provide concerns and resolutions during the second reading at the next LC meeting. Following the first reading and Approval at the LC meeting, each policy is reviewed by the KCTCS Legal Department to ensure compliance with state and federal law and KCTCS policies. The SCC Director of Access and Engagement will also review SCC policies and procedures for language and intent. Suggested changes will be available before the second reading. Additional non-substantive changes may be made during the second reading before final Approval. These include typographic or grammar changes and do not affect the policy's intent. Once all changes are made, the final vote is taken for the policy. If approved, the policy and/or procedure is forwarded to the VP of Administration to be numbered, signed, and posted. All employees, SGA members, and the SCC Board of Directors receive an electronic copy.
   6. All policies and procedures are effective as listed in the heading block for the policy or procedure.
   7. Approval for substantive changes or removal of existing policies may be approved through a single reading as a consent agenda or action item.
   8. Review Process:
      1. Flowchart: Use the following flow chart for reference of the process described above.
      2. Unless otherwise noted, all policies and procedures are reviewed bi-annually during the spring semester to become effective on July 1 of that year. Areas are assigned to administrators, which are listed in each area below. The LC will share assignments for each member to review several policies/procedures and submit changes for that year. The master list of administrator/policy/procedure assignments is maintained in the President's office and will be collected.
      3. Policies up for review will be first read on the May LC meeting agenda and approved in the June LC meeting. Procedures will be available for review on the May LC meeting agenda and approved in the June meeting. Non-substantive changes will not require an additional legal review. Dates reviewed and approved should be added to the policy/procedure with the date of Approval.
   9. Policy/Procedure Numbering: KCTCS policies are organized in specific groups for listing and review. SCC policies and procedures will be numbered to correspond to the same major areas. The VP of Administration determines the appropriate number for each policy/procedure after it is approved. Generally, if an SCC policy/procedure directly supports a KCTCS policy, it will utilize the same numbers as the KCTCS policy it supplements. If the SCC policy is more or less detailed, it would add or remove the last placeholder number to allow the reader to locate the parent KCTCS policy more quickly. For example, if the policy was about Performance Review, KCTCS policy 2.5, and the SCC policy and/or procedure pertains to a broad number of sub-areas in 2.5, the SCC number would be SP (policy) or SPR (Procedure) 2.5-1 (add-2, -3, etc. for subsequent policies/procedures). If the example SCC policy pertains to PPE Appeals, the number would be SP2.5.1.4-1 since the KCTCS parent policy is 2.5.1.4. The prefix of SP or SPR and the -1, -2, -3, ... immediately identifies the policy or procedure as an SCC document. The numbering matrix below provides initial guidance for SCC policy/procedure organization. Final numbering assignment will be determined by the VP of Administration.
   10. Posting/Reference for Use: The VP of Administration will receive an electronic version of the approved policy or procedure from the LC and complete the following process:
       
       1. Assign the appropriate SCC policy or procedure number.
       2. Place the effective date and other header information as required.
       3. Proofread the policy or procedure, noting any corrections. No substantive changes may be made to an approved policy or procedure without Approval from the LC.
       4. Forward a paper copy to the President's office for signature.
       5. Make a PDF copy of the signed policy/procedure and maintain a file of all signed policies and procedures in the VP of Administration office.
       6. Post the approved policy/procedure to the SCC Policies and Procedures webpage for access.
       7. Send a link to the new or revised policy/procedure to all employees, the SGA President, and to the SCC Board of Directors.

Find the template forms in the Local Links on MyPath.

Reviewed: 4/8/2022, 5/22/2023: non-substantive changes, 5/6/2024: non-substantive changes