Procedure 1.02.01 - Policy & Procedure Development, Approval, Maintenance, and Access


Policy Development:

A. The proposed policy, additions, deletions, and modifications may be initiated in any of the following ways:

  1. By the Board of Trustees
  2. By the President or a Vice President
  3. By a standing committee or ad hoc committee of the College
  4. By any Southeastern Community College employee submitted to the appropriate supervising Vice President.
  5. By the Student Government Association (SGA) as a body or by any student-submitted through SGA or through the student advisor or instructor who shall forward such proposal to the Vice President for Student Services.

B. The person, group, or committee chair must submit a Policy and Procedure Request Form to the appropriate Vice President for submission to the Office of the President. Prior to submitting, the person, group, or committee chair initiating the change will be asked to complete the following:

  1. Research current Southeastern Community College policies and procedures that would be impacted.
  2. Involve other Southeastern Community College personnel that would be impacted.
  3. Research and document, with sources, similar policies and procedures from other North Carolina Community Colleges.
  4. Present findings in a written document, date stamped and signed by requestor with justification for the proposed policy and/or procedure change.

C. Once received, the Vice President will verify and conduct additional research as needed; will refer to state and federal regulations that could impact the change, and ensure the verbiage is consistent with existing policies and procedures. The Vice President will submit the final draft of the proposal for approval to the Presidents Council Committee review no later than two weeks prior to the scheduled committee meeting.

Policy Approval:

All final policies and amendments thereto are approved by the Board of Trustees and procedures are approved by the President.

The policy and/or procedure to be approved, along with all required documentation, will be submitted to the President’s Council Chair for review by the President’s Council Committee. The President’s Council Chair will conduct the following:

  1. The final draft of the proposed change will be posted for review by the President’s Council Committee members, one week prior to the scheduled committee meeting and the proposed change will be placed on the President’s Council meeting agenda.
  2. The Vice President, along with the person, group, or committee chair, will present the proposed change before the President’s Council and address questions and/or concerns.
  3. The President’s Council will review the proposed changes and make recommendations for final approval from the Board of Trustees or President.
  4. Within three days of the Council meeting, the President’s Council Chair will notify the Vice President of the committee’s recommendation by email and documentation of additions, deletions, and/or modifications.

Once the Vice President receives the final draft of the policy and/or procedure by the President’s Council, the Vice President, President, and Director of Human Resources will conduct the following for policy and/or procedure:

Procedure:

  1. The procedure will receive final edits as considered by the President’s Council and will be taken out of draft form.
  2. The Vice President will submit the final document to the Executive Assistant to the President within three days of review.
  3. The President will verify and approve changes.
  4. The President will submit the final draft to the Director for Human Resources for updates to the Policy and Procedures Manual.
  5. The Director for Human Resources will notify all college personnel by email within three working days of receiving the approved policy and/or procedure.
  6. The Director for Human Resources will send the final document to the Director of Marketing and Outreach for posting to the college website.

Policy:

  1. The policy will receive final edits as considered by the President’s Council and will be taken out of draft form.
  2. The Vice President will submit the final document to the Executive Assistant to the President within three days of final review by the President’s Council.
  3. The policy will be presented to the Board of Trustees at the regularly scheduled meeting.
  4. The Board will review and discuss the recommended policy adoption.
  5. The Board will vote to adopt the policy and the following will occur:
  1. Approval:
    1. The Executive Assistant to the President will submit the policy to the Director of Human Resources the following day.
    2. The Director for Human Resources will notify all college personnel by email within three working days of receiving the approved policy and/or procedure.
    3. The Director for Human Resources will note in the lower-left corner of the document, the approved, revised or reviewed date.
    4. The Director for Human Resources will send the final document to the Director of Marketing and Outreach for posting to the college website.
  2. Not Approved:
    1. The policy is returned to the President and Vice President for further review.
    2. The Vice President will work with the person, group, or committee to make changes to the policy as recommended by the Board of Trustees.

Maintenance:

The Director of Human Resources is responsible for the maintenance and currency of the Southeastern Community College Policies and Procedures Manual. The policy and procedures will be reviewed annually or as recommended through the request process. Changes to the Manual will be immediately posted online by the Director of Marketing and Outreach. All changes to the policy and procedure become effective upon final approval by the Board of Trustees and President. Changes become effective as dated and supersede all other policies and procedures. All college personnel will perform or act upon the terms and conditions of the new policy and/or procedure.

Access:

An electronic version of the Policies and Procedure Manual is provided on the College website and College Infonet.

Adopted: December 16, 2020

Revised:

Reviewed: