Policy Development and Dissemination Policy

Policy Background

The Policy Development, Approval, and Dissemination Policy define the development, review, approval and communication processes for Inver Hills Community College policies.  It addresses the review and revision of existing policies as well as the creation of new policies. The policy encourages broad campus participation in policy development and establishes a standard format and numbering system for institutional policies. This policy is based on MnSCU Board Policy 1A.1; Part 3, Subpart E and Part 6.

Policy Definitions

College Policies
College policies are statements of institutional positions on issues. They both reflect and support the college's mission and values. While developed primarily to guide institutional decisions or actions, they also may articulate the institution's compliance with external mandates, encourage efficient use of resources or promote consistency by those acting for the institution. College policies impact the entire institution and their applicability is not limited to a single institutional unit. The implementation of college policies requires the approval of the Management Team.

College Procedures
College procedures are written statements of specific processes initiated to implement a college policy. Procedures are subject to regular change to improve the manner in which a policy is administered.

Policy Statement

The development, approval, and dissemination of college policies shall be guided by the Policy Committee, which is a standing subcommittee of the Management Team.  In collaboration with the appropriate institutional unit, the Policy Committee will review existing college policies and proactively develop new policies.  In an effort to provide transparency, the Policy Committee will distribute draft policies for the college community to review and provide comment.  After reviewing any received comments, the Policy Committee will finalize policies, assign policy numbers, obtain Management Team approval, and disseminate approved copies to the entire college community.

Policy Procedures

Committee

The Policy Committee shall be a standing subcommittee of the Management Team and will include members of Management Team. The committee will invite content experts to serve on policy working groups when appropriate.

Formal Policy Review Process

• Each semester, the Policy Committee will review existing policies and determine which new policies need development. 
• The Policy Committee prioritizes policies for development and content experts will be called upon to assist in the drafting of policies.
• The Policy Committee will seek input and advice from college community members with special knowledge and interest in the policies under review and development.  When necessary, there will be consultation with external agencies (e.g., Office of the Chancellor, Attorney General).
• Policies will be drafted and released to the college community for review and comment.
       oDraft policies will be posted on the college website with a feedback mechanism built into the webpage. 
       oAn email to all students, faculty, and staff will notify the college campus of the policies under review.
• The Policy Committee will review received comments and if appropriate, incorporate them into revised policy drafts.
• The revised drafts will be forwarded to the Management Team for review and approval.
• The campus community will be notified of policy changes.

Expedited Policy Review Process

• Existing policies may undergo limited changes to ensure compliance with MnSCU policy, adherence to state and federal law, or to revise language due to current practice. Such changes occur through a more limited process than the formal review required under the Policy Development, Approval, and Dissemination Policy.  
• The Policy Committee may be convened at anytime to develop or revise a policy that is needed before the next policy review period.
• The Policy Committee will seek input and advice from college community members with special knowledge and interest in the policies under review and development.  When necessary, there will be consultation with external agencies (e.g., Office of the Chancellor, Attorney General).
• The review period will be condensed.
• The Policy Committee will review received comments and if appropriate, incorporate them into revised policy drafts.
• The revised drafts will be forwarded to the Management Team for review and approval.
• The campus community will be notified of the policy decision.
• The expedited policy will undergo full review during the next Formal Policy Review Process.

Equity Review Criteria

In order to develop policies that contribute to an inclusive campus culture, the Policy Committee should be able to answer the following statements affirmatively before forwarding the policy to management team for formal approval:

• The objective of the policy under review is clear and consistent with the college's mission and core values.
• The policy (or the manner in which we implement it) will not act as or be perceived as a barrier to some people’s access and involvement in the organization.
• The policy will not improperly or inadvertently exclude anyone
• If the policy excludes anyone, it does so only for a legitimate business necessity.
• This policy will not give, or be perceived as giving, privilege to some people.
• The policy on this matter is necessary.

(Adapted with permission from “Towards an Inclusive Organizational Culture: Applying a Diversity Lens” written by Anne Buchanan of the Canadian Council for International Co-operation).

Standard Format

Every policy developed by the college will adhere to a standard policy format.  That policy format includes:

• Policy Name
• Policy Number
• Author
• Policy Custodian
• Authority (e.g., MnSCU policy, state or federal law)
• Effective Date
• Groups Affected (students, faculty, staff, etc)
• Distribution Plan (audience, publication, etc)
• Policy Format:
       - Policy Background
       - Policy Definitions
       - Policy Statement
       - Policy Procedures

Communication

All policy decisions will be communicated to the entire campus community.  The Policy Committee will be responsible for informing the campus community of new, revised, and deleted policies.  Communication about policy changes will be made through:

• Official email
• The college website
• The Policy Committee website
• The college catalog
• Other appropriate means; such as the college catalog, employee handbook, or other publication.