1.4.1 Procedure for Proposal of New or Review of Existing Policy or Procedure

Related Minnesota State Board Policy: 1A.1

Related Minnesota State Board Procedure: None

Related Document: Writing Board Policies and System Procedures Manual

Purpose: The process through which the college's policies and procedures are created, revised, and approved is outlined in this procedure. The ongoing responsibility for managing this procedure is with the Strategic Initiatives Coordinator with the support of the Policy Committee.

Part 1: Proposal of a New Policy or Procedure

Subpart A: Any member of the college's community may propose a new policy/procedure.

Employees and students at Normandale College may propose a new policy by providing the Policy Committee with a statement identifying the need for a new policy or by providing a draft policy with a statement explaining the need.
1. The Policy Committee will review the proposed policy and if there is support for a new policy, a policy owner will be assigned to it.
The committee or individual designated as the Policy Owner will identify content experts and together they will use the Policy Review Checklist to ensure all elements of the policy have been considered, including ensuring the policy reflects current business practices; relevant laws and regulations; equity and inclusion factors; and proper structure. The Policy Owner is responsible for working with the appropriate Vice President, department, and committee/council (for example, the Shared Governance, AA&SC, or Student Senate), making the recommended changes to the document, and forwarding the proposed changes to the Policy Committee for review.
When complete, the Policy Owner will submit the draft policy or procedure to the Policy Committee for an equity and final draft review. If no changes are needed, the Policy Committee will bring it to the Cabinet. The Cabinet will review the draft policy or procedure and decide whether to move the proposal forward or return it to the Policy Committee and the Policy Owner for revisions.
Once the Cabinet approves the draft, the proposed policy or procedure (along with the completed Equity Assessment) will be posted on the “Policy & Procedures Feedback” discussion board by the Strategic Initiatives Coordinator for no less than two weeks to allow campus personnel to provide comments.
1. The Policy Owner or Vice President will respond to comments as necessary on the discussion board.
2. The Policy Owner is responsible for making the revisions to the draft policy or procedure based on campus comments as appropriate. If revisions are substantive, the draft will be reposted to the discussion board for two additional weeks for further campus review.
Once reviewed by all stakeholders and edits completed, Cabinet will complete a final review and approval. The policy or procedure will be posted publicly on the college website.

Part 2: Existing Policy/Procedure Review – Four-Year Policy/Procedure Review Date or Revision Requested

Subpart A: Any member of the college’s community may propose a need to consider a revision of an existing policy or procedure. A Board or System policy change may prompt a review or revision of a policy. Policies and Procedures shall each be assigned a review date and are reviewed at least every four years.

When an existing policy or procedure is due for a review, the Strategic Initiatives Coordinator will forward a copy of the current document and the Policy Review Checklist to the Policy Owner with the Policy Committee Chair and appropriate Vice President copied.
1. The Policy Owner will review and revise or update the document, as appropriate, following the Policy Review Checklist. The document should reflect current or improved business practices, relevant laws and regulations, equity and inclusion factors, and proper structure. Any changes shall be noted in the History section at the end of the document.
2. The Policy Owner will work with the appropriate Vice President, department, and committee/council (for example, the Shared Governance, AA&SC, or Student Senate) to review, revise, and update the document, and forward the proposed changes to the Policy Committee for review.
When complete, the Policy Owner will submit the draft policy or procedure to the Policy Committee for an equity and final draft review. If no changes are needed, the Policy Committee will bring it to the Cabinet. The Cabinet reviews the draft policy or procedure and decides whether to move it forward or return it to the Policy Committee and the Policy Owner for revisions.
Once the Cabinet approves the draft, the proposed policy or procedure (along with the completed Equity Assessment) will be posted on the “Policy & Procedures Feedback” discussion board by the Strategic Initiatives Coordinator for two weeks to allow campus employees to provide comments.
1. The Policy Owner or the Vice President responds to comments as appropriate on the discussion board.
2. The Policy Owner is responsible for making the revisions to the draft document based on campus comments as appropriate. If revisions are substantive, the draft will be reposted for two additional weeks to the discussion board for further campus review.
Once reviewed by all stakeholders and edits completed, Cabinet will complete a final review and approval. The policy or procedure will be posted publicly on the college website.

Part 3: Repeal of a Policy/Procedure

Subpart A: Any member of the college’s community may propose a need to consider the repeal of an existing policy or procedure. A Board or System policy change may prompt the repeal of a policy.

Employees and students at Normandale College may propose a policy be repealed by providing the Policy Committee with a statement identifying the need for the repeal

The Policy Committee will review the proposed repeal and if there is support, contact the Policy Owner.

The committee or individual designated as the Policy Owner will identify content experts and together, they will decide whether or not to recommend the policy be repealed. The Policy Owner is responsible for working with the appropriate Vice President, department, and committee/council (for example, the Shared Governance, AA&SC, or Student Senate) when making this decision.

If repeal is recommended, it will be submitted to Cabinet.

Once the Cabinet approves the repeal, the policy to be repealed will be posted on the “Policy & Procedures Feedback” discussion board by the Strategic Initiatives Coordinator for no less than two weeks to allow campus personnel to provide comments.

The Policy Owner or Vice President will respond to comments as necessary on the discussion board.

Once reviewed by all stakeholders, Cabinet will complete a final review and approval. The policy or procedure will be repealed and removed from the college website.

Procedure History:

Date of Adoption: 8/09/19

Department / Owner: President’s Office

Date and Subject of Revisions:

11/16/2021 – Procedures updated to reflect new Policy Committee and Equity review process

08/08/19 – Procedures updated to simplify and streamline processes

10/26/18 – Procedures changed to reflect the process workflow updated 2018. MnSCU changed to Minnesota State Colleges and Universities; formatting changes; Academic Affairs and Policy Council to Academic Affairs and Standards Council

Next Review Date: 2025