Board Policy and Administrative Regulation Process


Section 1000: College Governance
Administrative Regulation: AR-1080-A
Board Policy and Administrative Regulation Process

President’s Cabinet (PC) Approval: March 12, 2013
Revised: [date]

  1. Purpose
    1. Provide direction and assistance in creating, adopting, updating, or deleting college policies and administrative regulations in keeping with the college’s system of governance.
  2. Definitions
    1. Administrative regulations assign responsibility for the key steps to implement policy via regulations. President’s cabinet must approve regulations. Only the president or designee can make exceptions to regulations.
    2. Initiators propose a change, deletion, addition, or review of a policy or regulation along with a rationale or reasons for the proposal.
    3. Policy is a principle to guide action to an outcome. Only the Board of Education may set policy.
    4. Procedures are operational processes to implement an administrative regulation. Procedures may be amended by managers as they need.
    5. Sponsors are PC members who support a proposal for their section of policies or regulations.
    6. Stakeholders are persons affected in time, budget, services, expertise, or responsibilities.
  3. Policy and Regulations Committee (PRC)
    1. The president will appoint the PRC with representatives sought from faculty, staff, administrators, risk management, human resources, and Associated Student Government (ASG). Duties include:
      1. Maintain and apply suitable procedures to promote participatory governance.
      2. Oversee the creation, change, documentation, and retirement of policies and regulations.
      3. Identify and assign roles such as initiator and sponsor.
      4. Arrange review of proposal at times stakeholders are able to participate.
        1. Summers, observed holidays, closures, and breaks are not suitable time for review.
        2. Exceptions: Urgent changes or changes required for legal compliance.
      5. Assist initiators and sponsors in capturing and reflecting on input.
      6. Ensure that a regularly recurring review of policies and regulations is done.
      7. Make activities and actions transparent to the college community.

~~~~~~~~~~~~~~~~~~~~~End of Regulation~~~~~~~~~~~~~~~~~~~~~~~

The following materials are Procedures

INITIATOR CHECKLIST FOR POLICY AND REGULATION DEVELOPMENT
Instructions on Reverse
Date Done Action Time *
  1. START: Initiator gets template, index number, guidelines, writing tips, and checklist from PRC. Writes rationale for why the change is needed.
N/A
  1. STAKEHOLDERS: Initiator gets support of supervisor and PC sponsor; input from councils and stakeholders, and writes draft. PC sponsor gets legal advice if needed.
As needed
  1. PRC 1st REVIEW: Initiator brings rationale, this checklist, log of steps taken, and draft proposed language to PRC. PRC confirms initiator followed above steps. PRC either recommends further work or advance to next step. PRC informs PC of the proposal under development.
15 or more work days
  1. COMMENT PERIOD: If step 3 is passed, PRC posts the document on intranet and invites college to give input. The initiator publicizes the input and responds. Initiator takes input into account for next draft.
At least 10 work days
  1. PRC 2nd REVIEW: Initiator brings next draft, input and responses, and log of steps taken to PRC. PRC reviews and confirms the participatory process was sufficient and checks that any issues or concerns were resolved. This step repeats as needed till final draft is ready for PC.
15 or more work days
  1. PRESIDENT’S CABINET: When previous step is passed, initiator and sponsor present to PC. PC (a) Declines to approve, and refers initiator back to PRC; or (b) Approves an administrative regulation which PRC then posts; or (c) Approves taking proposed policy to the Board (Board processes then apply). PC notifies PRC of the outcome of PC and Board action and PRC posts the policy if it was approved.
At least 10 work days
  1. FINAL STEPS: PRC logs the outcome for the college’s records, and thanks all involved. PRC notifies initiator and sponsor of outcome. For approved items, PRC arranges for public posting of the new material.
Shortly after final decision
* Minimum time may not include weekends, holidays, closures, breaks, summers, or off contract times.
Initiator: initial and date each step when done See instructions on reverse.
Initiator and/or Sponsor Only – When All Steps are Passed

_________________________________________________

Initiator and/or sponsor signature



_________
Date
PRC Only – Write date each step was approved or done.
____________
PRC
__________
PC
____________
Board (policy)
____________
Posted to Web
____________
PRC Records

This page of instructions and references should be printed on the back of the checklist

Instructions and Tips for the Initiator Checklist

  1. Consult with supervisor and manager at first step prior to seeking PC sponsor support.
  2. Write rationale (why the change is needed); show alignment with mission and strategic plans.
  3. Date and initial completed steps. Be able to provide evidence of steps done and concerns resolved.
  4. Consult all stakeholders whose time, budget, expertise, services (used or provided), or responsibilities are affected. Ask all stakeholders “who else should we include?” to be complete.
    1. Exceptions where stakeholders may have to be notified after the fact:
      1. The Board decides on Board by-laws.
      2. Compliance or emergencies may have deadlines we cannot control.
      3. Non-substantive corrections or updated information are done and announced by PRC.
  5. Obtain, publicize, and reflect on input, resolving issues at each step before proceeding. Giving feedback completes a teaching and learning loop and supports MHCC as a learning college.
  6. Keep adequate records and evidence of actions taken at each step.
  7. Review and apply the 7 Cs of good policy and regulation writing.
    1. Source: http://www.bizmanualz.com/blog/seven-cs-to-avoid-procedure-writing-errors.html
    2. Context. Actions properly describe the activity to be performed.
    3. Consistency. References and terms are used the same way every time, and the regulation ensures consistent results.
    4. Completeness. No gaps in information, logic, or design.
    5. Control. The document stipulates feedback and control (who specifically does what).
    6. Compliance. The actions are sufficient for their intended compliance.
    7. Correctness. The document must be grammatically correct without spelling errors.
    8. Clarity. Documents must be easy to read and understandable.
  8. Follow the template provided by PRC.
    1. When minimal changes are made, use track changes in Word so readers can see the differences between the proposal and the current version.
    2. When a document is extensively changed or rewritten, track changes may not be useful. In that case, provide the current document with all text in strikethrough and the proposal in clean text.
  9. Avoid confusion with multiple drafts by following this same of a digital file naming convention:
    1. Source of concept: Lake Washington Technical Institute.
    2. “7099-Z Hamster meditation DRAFT 2013-01-20” – might be a first draft.
    3. “7099-Z Hamster meditation DRAFT 2013-01-25” – revision shown by later date.
    4. “7099-Z Hamster meditation DRAFT 2013-01-25(2)” – second version on same date.
    5. PRC removes “DRAFT” upon final approval and before posting final version.
  10. Pedagogical and performance objectives:
    1. In Tuckman’s stages of group development (storming-forming-norming-performing), steps 1-2 would be storming; steps 3-4 would be forming; steps 5-7 would be norming. Performing (the last stage) is outside PRC purview but is a critical objective for college training.
    2. “Chunk” regulations into easy-to-absorb pieces of knowledge – usually one topic per regulation.
    3. Try out the Flesch-Kincaid readability tool built into Microsoft Word.

LIST OF POLICY AND ADMIN REG AREAS BY CHIEF ADMINISTRATOR
This is the current list. Please let PRC know of any needed corrections.

The concept is that an initiator (someone proposing a change, deletion, or addition) to a policy or regulation will know which administrative area to contact.

The chief officer of each area can delegate this (or not) as he or she wishes within his or her area.

Initiators will be asked by PRC to connect early in the process with the administrator of the affected area – what the checklist refers to as PC sponsor. The PC sponsor, or delegate, can then help steer, shape, or otherwise influence the process at an early stage for a more efficient and successful process.

1000 College Governance (Led by President's Office and/or Board)
2000 General Administration (Led by President's Office)
3000 Fiscal Management (Led by Admin Services)
4000 Facilities Development (Led by Admin Services)
5000 Personnel (Led by Human Resources)
6000 Instruction (Led by Office of Instruction)
7000 Students (Led by Student Success and Enrollment Management)
8000 District-Community Relations (Led by Office of College Advancement)
9000 Board By-Laws (Led by Board)

THE TEMPLATES FOR POLICIES AND ADMIN REGS is available to all initiators from the MyMHCC page: Resources (tab): Policy & Regulations Committee

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 Last Modified: 4/30/2013 08:34:02 AM