Policy Development Process

Adopted

December 18, 2007

Category(ies)

President's Office

Related Document(s)

Policy Approval Form
Use this form to seek approval for a new or revised policy.

Process for Amending or Drafting New Policies

Policy development may begin in a variety of ways, including:

• Request of Board of Trustees
• DTF's charged by Vice Presidents or President (for major policy development or change)
• Faculty Agenda Committee
• Required as the result of major changes in law
• Required as the result of OFM changes
• Required by external state or federal agencies
• Director or dean's request to a Vice-president
• Regular (annual/biennial) review & updating process

I. Initiation

1. proposal to develop a policy should be presented to the appropriate vice-president(s)/president for approval to begin the process.
   
2. The appropriate vice-president(s)/president should present a basic concept to the senior staff for consultation on broad impact, need for community input, and basic direction.
3. The group developing the policy should consult with the executive associate to the president for copies of existing policy on disk, copies of relevant sections of the Washington Administrative Code or Revised Code of Washington, advice on the necessity of formal rule-making, basic advice on policy structure and guidance on proper formatting.
4. After conferring with the appropriate vice-president(s)/president, the group developing the policy should outline basic directions for consultation with the Assistant Attorney General for any legal issues they need to recognize. The appropriate vice-president(s) should review and provide approval to consult with the Assistant Attorney General.

II. Where appropriate a plan for broad public input should be developed and distributed.

This may include some community meetings prior to development of basic directions for policy as well as meetings to provide input on proposed policies.

III. Draft development within the division or divisions affected.

It is expected that this phase of policy development will involve continued consultation with the appropriate vice-president(s)/president, Assistant Attorney General and executive associate to the president where appropriate or needed. As each version of the draft is reviewed, reviewers will indicate which changes they have suggested are discretionary and which they believe are essential and necessary for final approval to be achieved. This development process will be facilitated through one or more of the following:

• DTF
• task force
• working group
• college personnel most directly responsible as assigned by a vice-president
• faculty agenda committee and/or vote of the faculty

IV. Rule making

When a policy is drafted which affects the general public, levies fines or fees or affects the rights of a member of the general public to access public services, it may require a formal rule making process as define by the Administrative Procedures Act. This process requires public notice in the state register and public hearings. The executive associate to the president is the college's rules coordinator and will provide assistance with this process. More information about the rule making process is available in RCW 34.05.

V. Board of Trustees Approval

In keeping with the Board's delegation of authority there are a number of significant policies which must be approved by the Board of Trustees. The executive associate will inform policy making groups of this requirement during policy development to assure that appropriate briefing and consultation with the Board occurs. In addition the Board of Trustees retains the authority to require its approval regarding any policy where it deems such approval appropriate and necessary.

VI. Final Approval

The attached form must be completed with all appropriate signatures, either prior to Board approval or as a final step where Board approval is not required. This sign-off is to occur after all parties are satisfied that the policy process is complete and signifies concurrence that the policy is appropriate and legal. State public records law requires that we keep a policy formation file. The attached form, a copy of the original and final policy, significant drafts and any materials collected through the public comment processes (where they occur) should be placed in a file in the president's office. Copies of the final policy should be submitted to the provost's office, where appropriate, for inclusion in the faculty handbook, and the executive associate to the president for inclusion in the policy and procedures manual.