CAMPUS ADMINISTRATIVE POLICY DEVELOPMENT AND LIFE CYCLE PROCESS

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Policy Statement

College Administrative Policies have broad application throughout the campus and significant impact to the College if not followed. They may be developed by a department or unit or campus administration in order to express basic values of the College, ensure coordinated compliance with applicable laws and regulations, promote operational efficiencies, enhance the College's mission, and/or reduce institutional risk.

College Administrative Policies are to be developed, formatted, approved, issued and maintained in a consistent manner, with the engagement of appropriate College stakeholders, and be made available online to the broader College community in order to enhance compliance and advancement of our mission.

Disclaimer: This policy does not apply to College Senate Policies / Resolutions.

Policies that are easy to find, read and understand will:

  • Support the College's mission
  • Achieve accountability by identifying the offices responsible for policies
  • Provide students, faculty and staff with clear, concise guidelines for meeting policy requirements
  • Document how the university conducts business

The College at Brockport policies will be:

  • Presented in a common format
  • Named consistently
  • Well-articulated and understandable
  • Formally approved
  • Maintained centrally and accessible to all interested parties
  • Linked electronically to procedures for implementing the policy
  • Distributed to all relevant operating units in a timely manner
  • Reviewed regularly and kept current

Internal policies that apply to the operations of individual units or departments may not conflict with College-wide policy, but may be more restrictive.

The College reserves the right to amend or revoke its administrative policies at any time.

Category Name: Administration & Oper.
Responsible Unit: Administration and Finance
Responsible Exec: VP for Administration and Finance
Adoption Date: March 3, 2017
Last Revision Date: December 1, 2017
Last Review Date: December 1, 2017

Purpose/Scope

The purpose of this Policy is to ensure that College-wide policies and procedures extend the mission of the institution, are disseminated in accordance with a standardized process with the engagement of appropriate institutional stakeholders, and are made widely accessible to the College community.

Applicability

This policy applies to all College-wide administrative policies. Refer to the Roles and Responsibilities Chart.

Definitions

Adoption, Revision, and Review Dates - The Adoption Date is when the policy has been initially approved and is in effect, pursuant to this Campus Administrative Policy Development and Life Cycle Process, and should be noted at the top of the first page of each policy document. The Revision Date is when the policy was last revised and should be noted below the Adoption Date, as well as within the History section at the end of the policy document with a description of the revision. The Review Date is the when the policy was last reviewed, and should be noted below the Revision Date.

Compliance – Policies concerning appropriate conduct and/or compliance with the law.

Originating Unit– Owner/developer of a particular policy and one who is responsible for overseeing policy compliance and periodic review and maintenance of that policy.

Policy – A policy is a statement of management philosophy and direction, established to provide guidance and assistance to the college community in the conduct of college affairs.

-A college policy:

    • Has broad application throughout the institution
    • Helps ensure compliance with applicable laws and regulations, promotes operational efficiencies, supports the institution's mission and reduces institutional risks
    • Determines actions and constraints
    • Includes specific procedures required for compliance
    • Requires Policy Management Steering Committee review and college president approval for policy issuance and major revisions

- A school, department, office or unit policy (a policy that does not meet all of the above criteria):

    • Each College at Brockport policy is owned by a responsible office under the authority of a Responsible Cabinet Executive.

Policy Documentation Team – Administrative Assistants to the Cabinet Executives, who are responsible for assisting in posting and communicating approved policies, as well as monitoring and facilitating annual reviews of policies on a three year cycle, maintaining the policy template and content, and maintaining the policy database.

Policy Management Steering Committee - The college body that oversees the college administrative policy development and review process. Refer to the Policy Management Steering Committee Roster.

Policy Proposal Form – A preliminary assessment document to assist the Policy Management Steering Committee in determining the College's need for the proposed policy. If denied, the Proposal form with reason for denial will be archived.

Policy Procedures / Guidelines - Established methods and requirements for the implementation of a Policy. See the College Administrative Policy Development and Life Cycle Matrix and the College Administrative Policy Development and Life Cycle Process Flow.

Policy Statement - A brief statement on the front page of a College Policy document that explains the purpose and core provisions of the policy.

Responsible Cabinet Executive (RCE) – Cabinet Executive of the Division or Area in which the Originating Unit falls, who approves the work of the Originating Unit and carries policies to cabinet for review/approval. The RCE is responsible for maintaining policies up-to-date for their division or area.

Stakeholders – The College Community, Subject Matter Experts, SUNY Legal Counsel, Originating Unit, Enterprise Risk Management Committee, etc.

Policy Procedures

 Policy Development Process

– Refer to Matrix and Process flow chart for more detail

  • Governance Groups and Stakeholders identify and evaluate* the need for a new or revised policy, and obtain sponsorship from the RCE. 
    * The Policy Inquiry Form is a pre-requisite to drafting a new policy to determine if there is an existing policy and for justification for a new policy or revision/rescission of an existing policy.
  • The Originating Unit researches the need for the policy, reviews existing policies, prepares the Policy Proposal / Revision Template for the RCE to vet through Cabinet, identifies interested parties, assembles a Policy Writing Group to draft the new/revised policy, and drafts policy procedures and related sections in Content Management System (CMS).
  • The Policy Management Steering Committee reviews the Policy Proposal, the VP of Administration and Finance to consult with SUNY Legal Counsel if needed, and the Policy Management Steering Committee to provide guidance to the Originating Unit regarding policy revision, rescission, and rewriting.
  • Cabinet directs RCE to initiate policy or policy revisions.
  • The Policy Proposal is then moved to review and comment by stakeholders, followed by transition to the Policy Template for approval by the Policy Management Steering Committee, Cabinet and finally the College President, followed by distribution, implementation and ongoing maintenance/review.

NOTE: The 30-day stakeholder review is waived when a policy is being revised with minor changes (as determined by the Policy Steering Committee), or when exigent circumstances require immediate processing and implementation of a policy / revised policy for the good of the campus.

Structure and Organization of Policies

The Policies web page lists all policies by name and category, with links to related procedures. Policies are assigned to one or more of the following categories and are searchable by Category, Topic, Name, Number, Dates, and Key Words (as indicated by the originator of the policy):

  • Academic Affairs and Research – Policies that relate to teaching, research and outreach.
  • Administration and Operations – Policies that are of a general administrative or operational nature.
  • Business and Financial – Policies related to accounting, budgeting, procurement, travel and other financial or business functions.
  • Human Resources – Policies, rules, and related procedures and information impacting working relationships with the College for all employee groups.
  • Information Technology – Policies that cover systems, access, data, and related issues.
  • Student – Policies applicable to status as a student.
  • Other – All policies that do not fit the above categories.

Inconsistent Policies

No schools, departments, offices or units may adopt a policy or procedure that is inconsistent with an official College Policy without the express written approval of the Policy Management Steering Committee or the College President. In the event of a conflict, College Policy supersedes.

Periodic Review of College Policies

The Responsible Office / RCE is responsible for keeping the College Policy current and for the performance of periodic reviews, at least once every three years, to ensure the College Policy complies with and reflects current laws, regulations, and practices.

Revisions to College Policies

College Policies may be revised using the same process as provided in this Development and Issuance of College Administrative Policies document. The Policy Management Steering Committee may determine at any time that a College Policy needs revision. In such a case, the Policy Management Steering Committee is to provide guidance to the RCE regarding necessary changes. If the policy at issue does not have a clear RCE, the Policy Management Steering Committee will assign one.

Withdrawal of College Policies

A College Policy may be withdrawn by the RCE or by the Policy Management Steering Committee. Such withdrawal must be communicated to, and be approved by, the College President via use of the College Administrative Policy Withdrawal Request Justification Form.

Links to Related Procedures and Information

Policy Website

Policy Library Index Page

College Administrative Policy Development and Life Cycle Process Flow

College Administrative Policy Development and Life Cycle Matrix

College Administrative Policy Development and Life Cycle Process Flow Roles and Responsibilities Chart

Policy Inquiry Form

Policy Proposal / Revision Template

Policies Under Review

College Administrative Policy Withdrawal Request Justification Form

Policy Development Lifecycle Checklists:

The Policy Management Steering Committee Roster

Contact Information

Vice President, Administration and Finance

History (in descending order)

Item Date Explanation
Next Review Date December 1, 2020 Three year review
Revision Date December 1, 2017 Completed RCE definition and added additional form links within text and in Links, including Withdrawal Request form.
Revision Date August 30, 2017 Moved Compliance Category to Definitions
Revision Date August 7, 2017 Added 30-day Review Waiver Note
Adoption Date March 3, 2017 Policy Adopted
Draft Review Date January 31, 2017 Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

Last Updated 12/4/17

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