Provide a uniform process in making non-substantive changes in existing policy. Non-substantive change includes modification of the policy statement that fixes spelling or grammatical errors, or rearrangement of words or sentences that does not change the intent of the policy.

Changes to all other policy fields on the form are considered non-substantive and do not require an approval on the Policy Change Form - Non-Substantive Change.

Non-substantive changes do not require approvals.

Policy Requestor: submits an email request to make non-substantive changes.

Policy Content Editor (Policy CE): ensures change request is non-substantive, and enters changes in policyIQ. Will notify Policy Reference Location Editors and Policy Copy Text Location Editors to make content changes if appropriate.

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 changes policy text in the areas where a copy of the policy text is located.

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

A non-substantive change is required for an existing CSC policy.

Step 1: Initiate Policy Change Documents

The Policy Change Requestor will access the "Non-Substantive Revision of College Policy Procedure" (this procedure) and download the file attached to this procedure; "CSC Policy Change Form –Non-Substantive Change.

The Policy Change Requestor will indicate on the change form the non-substantive changes. The Policy Change Requestor will send an email to cscpolicychange@csc.edu with the attached change form to request the change. No signatures are required for this change.

Step 2: Enter Non-Substantive Policy Changes into policyIQ

The Policy CE will ensure the change request is non-substantive, and determine if the change is clear and complete. If unclear, the Policy CE will contact the Policy Change Requestor for clarification.

If the change request is substantive, the Policy Change Requestor will be notifed to follow the Substantive Change procedure and end this process.

The Policy CE will unpublish the policy in policyIQ and make changes to the policy as indicated. The Policy CE will not change the Substantive Change Date and Type field. The Policy CE will then publish the policy.

Step 3: Policy Category Change - Create Policy Export File

If the category of the policy changes, the Policy CE will run the “All Policies Report” in policyIQ and export the results to Excel. The Policy CE will forward the Excel policy export file to the website administrator to update the CSC Policy Website database with changed policy information.

Step 4: Policy Category Change - 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 5:  Update Policy Reference Location(s)

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 to the Policy Reference Locations Editor(s) 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 6:  Update Policy Copy Text Location(s)

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(s). Each editor will make content changes to their copy text to locations and notify the Policy CE that their change is complete.

If the change includes removing copy text to locations(s), the Policy CE will send the policy change form to the Policy Copy Text To Location Editor(s) and communicate what policy to remove. Each editor will make content changes to their copy text to locations and notify the Policy CE that their change is complete.

Step 7: Track Changes For Completion

Depending on the changes indicated on the change form, the Policy CE will add policy change records for each notification to Location Editors (in Steps 3, 5 and 6) 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 and referenced accordingly.