Provide a uniform process of withdrawing a College policy that takes into consideration careful review and approval for removing the policy, creating an archived version of the policy, updating of College policy locations and references, and a consistent communication to impacted parties of the policy withdrawal.

Policy Change Requester: requests the withdrawal of the policy and impacted party communication for review and approval.

Responsible Officer (RO): reviews and approves the withdrawal of the policy and submits the change documents to the CSC Policy Committee.

CSC Policy Committee: reviews the impact of the policy withdrawal, including changes to internal processes. Work closey with impacted departments to effect any changes if appropriate.

President: review and approve policy withdraw request.

Policy Content Editor (Policy CE): deletes the 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 remove any reference the policy.

Policy Copy Text Location Editor: will remove 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.

It has been determined that a CSC policy should be withdrawn.

Step 1: Initiate Policy Change Documents

The Policy Change Requester will access the "Withdraw of College Policy Procedure" (this procedure) and download the file attached to this procedure; "CSC Policy Change Form – Existing Policy Withdraw". The Policy Change Requester will submit the Policy Change Form and a PDF copy of the policy from policyIQ to the Responsible Officer (RO) for their review and approval.

Step 2: Responsible Officer Review and Approval

The RO will review the submitted change documents. 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 3: CSC Policy Committee Review

CSC Policy Committee members will examine the policy to determine any change impacts to internal processes when the policy is withdrawn; 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 documents to the College President for signature.

Step 4: President Review and Approval

The President will review the submitted change document. If additional changes are necessary, the President will return the documents to the RO. After approving the withdrawal of the policy, the President will forward the change document to the policyIQ Policy Content Editor (Policy CE) via email at cscpolicychange@csc.edu.

Step 5: Delete the Policy in policyIQ

The Policy CE will create a PDF of the current policy and store the file to the policy archive location on the College Policy Committee SharePoint site, along with the PDF of the Policy Change Form. The Policy CE will check out and then delete the policy from the system.

Step 6: 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 7: 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 8: 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 9: Impacted Party Communications

The RO will use the Impacted Parties Communications on the policy change form to inform impacted parties listed on the form of the policy withdraw.

Step 10:  Update Policy Reference Locations

Once the CSC Policy Website is updated, the Policy CE will send the signed change form and a pdf of the withdrawn policy to the Policy Reference Locations Editors responsible for the Policy Reference Locations selected on the policy. Each editor will make content changes to their reference locations and notify the Policy CE that their change is complete.

Step 11: Update Policy Copy Text Locations

If Policy Copy Text Locations are indicated on the CSC Policy Change Form, the Policy CE will send the signed change form and a pdf of the withdrawn 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 12: 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 6, 10 and 11) 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 CSC policy has been deleted in policyIQ. The CSC Policy Stie (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 the policy has been withdrawn.