Provide a uniform process of modifying existing policy that takes into consideration careful review and approval of substantive changes to the policy statement field, and provide a consistent communication to impacted parties. Substantive change includes changes to the policy statement field that modifies or clarifies the meaning of the original policy statement. Non-substantive changes to other fields can also be included in this policy change.

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

Responsible Officer (RO): reviews and approves revised 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 of the change and work closey with impacted departments to get ready forthe change if appropriate.

President: review and approve new policy.

Policy Content Editor (Policy CE): enters revised policy changes in policyIQ and notifies Policy Reference Location Editors and Policy Copy Text Location Editors to make content changes accordingly. Also notifies the CSC Policy website administrator to add information to the policy database.

Policy Reference Locations Editor: adds or removes policy reference text to indicated website pages and documents, catalogs, handbooks, manuals and other documents.

Policy Copy Text Location Editor: adds or removes policy text in the areas where a copy of the policy text is located.

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

The Policy Change Requester has been notified that a substantive change to the policy statement is necessary.

Step 1: Initiate Policy Change Documents

The Policy Change Requester will access the "Substantive Revision of College Policy Procedure" (this procedure) and download the file attached to this procedure; CSC Policy Change Form – Modify Existing Policy Statement Field.

The Policy Change Requester will copy the current policy statement to a separate Word document and, using the Track Changes feature, make the necessary modifications. The Policy Change Requester will indicate on the change form any non-substantive changes.

Step 2: Solicit Feedback, Incorporate Modifications to Change Documents

The Policy Change Requester may solicit feedback from constituents or impacted parties on the proposed policy statement change. The Policy Change Requester will then 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 change documents along with a copy of the original policy to the Responsible Officer (RO) for their review and approval.

Step 3: Responsible Officer 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 policy change and 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. If additional changes are necessary, the President will return the documents to the RO.

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

Step 6: Enter Policy Changes into Policies and Procedures System

The Policy CE will unpublish the policy in policyIQ and make changes to the policy as indicated in the change documents. The Policy CE will change the Substantive Change Date to the date of President signature, and select "Revised" in the Substantive Change Type field. The Policy CE will then publish the policy.

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

If the change includes adding reference location(s), the Policy CE will create a Word document with the “Refer To Text” (including the appropriate link to the policy). The Policy CE will send the "Refer To Text" document and the policy change form to the Policy Reference Locations Editor(s). Each editor will make content changes to their reference locations and notify the Policy CE that their change is complete.

If the change includes removing reference locations(s), the Policy CE will send the policy change form and communicate what “Refer To Text” to remove. 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 the change includes adding Copy Text Location(s), the Policy CE will forward the policy change form and a PDF of the new policy to the Policy Copy Text Location editor. Each editor will make content changes to their locations and notify the Policy CE that their change is complete.

If the change includes removing Copy Text Location(s), the Policy CE will send the policy change form and communicate what policy to remove. Each editor will make content changes to their reference 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, 11 and 12) 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 modified College policy has been changed in policyIQ. The CSC Policy Site (www.csc.edu/policy) has been updated. If appropriate, Policy Reference Locations and/or Policy Copy Text Locations have been updated. Impacted parties have been communicated to appropriately that a change has occurred.