Provide a uniform process for adding a new College policy that takes into consideration the careful review and approval of the proposed policy, updating of College policy reference and copy text to locations, and a consistent communication to impacted parties announcing the new policy.

Policy Change Requester: drafts and submits new policy and impacted party communication for review and approval.

Responsible Officer (RO): reviews and approves new policy to be submitted to the CSC Policy Committee.

CSC Policy Committee: reviews policy changes to bring consistency to creating and adopting College-wide policies, which will help the College maintain accountability and bring transparency to the process of policy adoption and review. Determine the operational impacts and needs to enact the policy.

President: review and approve new policy.

Policy Content Editor (Policy CE): enters new policy in the Policies and Procedures System and notifies Policy Reference Locations Editors and Policy Copy Text Location editors to make content changes accordingly. Also sends the CSC Policy website administrator Excel data to refresh the policy website database.

Policy Reference Locations Editor: will make changes to website pages and documents, catalogs, handbooks, manuals and other documents to reference the new policy.

Policy Copy Text Location Editor: will add policy text in the areas where a copy of the policy text should be located as indicated on the Policy Change Form.

Website Administrator: enter the new policy information into the csc.edu website policy database.

The Policy Change Requester has been notified to begin the process of drafting and submitting a new college policy.

Step 1: Initiate Policy Change Documents

The Policy Change Requester will access the "Creation of College Policy Procedure" (this procedure) and download the files attached to this procedure; "CSC Policy Change Form – Add New Policy" and "CSC Policy Template".

The Policy Change Requester will draft the policy using the CSC Policy Template, and email appropriate constituents to review and provide feedback on the change form information along with the policy draft.

Step 2:  Incorporate Modifications to Change Documents

The Policy Change Requester will incorporate any modifications to the change documents based on feedback. The Policy Change Requester will complete and sign the Policy Change Form, and submit the documents to the Responsible Officer (RO) for their review and approval.

Step 3: Responsible Officer (RO) Review and Approval

The RO will review the submitted change documents. If additional changes are necessary, either the RO or the Policy Change Requester will make the change. If the Policy Change Requester did not draft the communication to the impacted parties (see section in the change form), it is the RO’s responsibility to make this draft. Upon the RO’s approval, the documents will be forwarded to the CSC Policy Committee via email at cscpolicychange@csc.edu.

Step 4: CSC Policy Committee Review

CSC Policy Committee members will review and make recommendations for changes if necessary. If changes are recommended, the documents, along with recommended changes will be sent to the RO.

The Committee will examine the new policy to determine any change impacts to internal processes; involvement of internal stakeholders may become necessary. The Committee Chair will sign the change form to indicate that the review was performed, and then forward the final version of the documents to the College President for signature.

Step 5: President Review and Approval

The President will review the submitted change documents, with input from Cabinet where necessary. If additional changes are necessary, the President will return the documents to the RO.

Upon approval of the new policy, the President will forward the documents to the policyIQ Policy Content Editor (Policy CE) via email at cscpolicychange@csc.edu.

Step 6: Enter New Policy into Policies and Procedures System

The Policy CE will add the new policy into policyIQ. The Policy CE will change the Substantive Change Date to the date of President signature, and select "New" in the Substantive Change Type field. When the policy information is complete, the Policy CE will publish the new policy in the system.

Step 7: Create Policy Export File

The Policy CE will run the “All Policies Report” and export the results to Excel. The Policy CE will forward the Excel report results to the website administrator to enter the appropriate policy information into the CSC Policy Website database. This ensures that the policy change is reflected appropriately on the policy website.

Step 8: Update the CSC Policy Website

The Website Administrator will use the provided Excel file to refresh the CSC Policy Website, and then notify the Policy CE that the website is updated.

Step 9: Initiate Communication to Impacted Parties

The Policy CE will include the “Refer To Text” and the policy change form in an email to the RO indicating that the communication included on the change form can now be sent to the impacted parties.

Step 10: Impacted Party Communications

The RO will use the Impacted Parties Communications on the policy change form and include in the communication the “Refer To Text” to the impacted parties listed on the form.

Step 11:  Update Policy Reference Locations

Once the CSC Policy Website is updated, the Policy CE will create a Word document with the “Refer To Text” (including the appropriate link to the new policy) to the Policy Reference Locations Editors responsible for the Policy Reference Locations selected on the change form. Each editor will make content changes to their reference locations and notify the Policy CE that their change is complete.

Step 12: Update Policy Copy Text Locations

If Policy Copy Text Locations are indicated on the CSC Policy Change Form, the Policy CE will forward the signed change form and a PDF of the new policy to the Policy Copy Text Location editors. Each editor will make content changes to their locations and notify the Policy CE that their change is complete.

Step 13: Track Changes For Completion

Depending on the changes indicated on the change form, the Policy CE will add policy change records for each change notification (in Steps 7, 12 and 13) into the Policy Change Log. The Policy CE will track responses from the Policy Website Administrator, Policy Reference Location content editor(s), and Copy Text Location content editor(s) that changes have been completed in their respective locations and update the log accordingly.

The new College policy has been entered into policyIQ. The CSC Policy Site (www.csc.edu/policy) has been updated. If appropriate, Policy Reference Locations and/or Policy Copy Text To Locations have been updated. Impacted parties have been communicated to appropriately.