Date:
Policy Number: 6Hx28: XX-XX
Policy Name:
Responsible Executive:
Policy Contact(s):
Effective Date of Policy:
Date of Last Policy Review:
Date of Last Procedure Review:
List laws/rules that govern policy (if applicable):
Desired implementation date/DBOT approval: TBD
I. TYPE OF ACTION
New policy – When there is a gap in policy and/or procedure, new legal/regulatory requirement, and/or College operational requirements/considerations
Minor Policy and/or Procedure Amendment – Changes to the policy or procedure that do not otherwise affect the policy/procedure content or substance (e.g., organizational structure, position or office titles, date, information technology based systems, contact names and information, references to laws, rules or policies; correct grammar/punctuation or clerical errors; or to confirm to other Board policies in any other non-substantive ways (Note: May be made at any time during the life cycle of a policy and adopted without further Board consideration, action or notice. This may include related procedures for laws or regulations with temporary applicability or immediate application.)
Regular Policy and/or Procedure Amendment – Changes to the policy and/or procedure’s substance or principles and requires consultation and vetting by appropriate subject matter experts and stakeholders; faculty review process; formal state rulemaking requirements; and District Board of Trustees consideration and adoption (Note: Required regular review of policies in response to changes in law/regulation/operational strategies and structure and adoption of new best practices or other practice changes must occur at least every three years for policies and every two years for procedures.)
Policy Consolidation and/or Policy Repeal – When an active policy is obsolete or requesting a policy be consolidated with another policy to make it more effective. (If policy consolidation, list other applicable policy(ies):
- College Policy 6Hx28: XX-XX Title
- College Policy 6Hx28: XX-XX Title
Summary of Action Request (Purpose/governing principle, topics to be addressed, development plan, communication/training plan, etc.)
Reflect/summarize the action for this request and describe how the policy/procedure promotes and supports strategic college priorities such as College Access/Graduation/Transfer Success/Career Credentials, Student Learning, Affordability, Student and Employee Experiences, and Sustainability.
- Which stakeholder(s) can help develop a strategy for policy enactment and draft the new policy or review/amend the existing policy? [Note: Who will be the driver of this process? This may be your policy contact(s) along with other partners or stakeholders most affected and also members of non-dominant groups. Groups include and are not limited to: current or former students, any employee levels within the College such as administrators/faculty/staff, volunteers, interns, vendors, applicants, etc., as applicable.]
- Which college community members are impacted and responsible for following policy/procedure (e.g., employees, students, volunteers, interns, etc.)?
- Who is responsible for enforcing policy/procedure? (e.g., supervisors, faculty, Registrar’s Office, Student Affairs, etc.)
- What types of activities are needed for building awareness to effectively implement the new or amended policy? (e.g., communication plan, development/training plan, town hall meetings, etc.)
II. IDENTIFICATION OF KEY STAKEHOLDERS
Which internal/external Subject Matter Expert(s) need to be involved in the (new) policy development or review/amendment of the existing policy? Is there a need for a collaborative workteam to be established? Are there department responsibilities connected to this policy that will also need to be developed or reviewed synchronously?
| Consultation Department or Group (College community members impacted by this policy) |
Name(s) of individual(s) |
Policy/procedure Review required? (yes/no) |
Date Started |
Date Completed |
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III. POLICY AND PROCEDURE DEVELOPMENT OR REVIEW CONSIDERATION QUESTIONS
As the policy and procedure are being developed or reviewed/amended, the following questions assist responsible executives and policy contact(s) to plan and reflect to create the right conditions for student learning and/or employee success, as applicable, and identify areas where improvements are needed to ensure integrity and fairness.
- Are there potential impacts or barriers to any groups* as a result of this policy? (*Groups include and are not limited to: current or former students, any employee levels within the College such as administrators/faculty/staff, volunteers, interns, vendors, applicants, etc., as applicable)
- During the policy/procedure development or review phase, how will you intentionally involve various stakeholders who may also be part of potential impacted groups affected by this policy/procedure?
- How does the policy/procedure promote fairness, consider individual needs, and support individual success?
- How does the policy/procedure provide for access and participation of all groups* in the process, implementation, decision-making, etc., as applicable?
- Are there concerns related to this policy/procedure that may lead to unexpected impacts or other unintended results/outcomes? (e.g., College Access/Graduation/Transfer Success/Career Credentials, Student Learning, Affordability, Student and Employee Experiences, and/or Sustainability) What contributes to the exclusion?
- If unintended results/impacts are identified and outside of law/rule/regulation requirements, how may impacts or barriers be addressed, mitigated, or eliminated and the College strive for educational/employment equal opportunities to all?
Additional Comments/Indicators:
Action Needed (if applicable):
IV. SUMMARY OF MAJOR DISCUSSION TOPICS, POINTS OF DISAGREEMENT/ or CONCERNS, ETC. REGARDING POLICY DEVELOPMENT OR POLICY REVIEW
Summarize any discussions regarding the policy/procedure that interest stakeholders and any action taken after the review process was completed. Was the policy/procedure changed based on comments? Was the policy/procedure resubmitted for secondary review? Were there topics determined to be more appropriate for department guidelines/procedures/protocols? If so, who is the main point of contact?
IV. RECOMMENDED FUTURE ACTIONS/FUTURE MAINTENANCE
Please describe any future actions that may need to be taken to include a timeline for future review (e.g., legal requirements for policy/procedure to be reviewed on a periodic basis, proposed legislation tracking, etc.). If not applicable, identify timeframe for next regular review (at least every three years for policies and every two years for procedures).