Policies and Procedures

Definition:Policies are written principles put in place to govern university processes, activities, and/or functions. These principles ensure compliance, enhance the university's mission, strengthen internal controls, and reduce the risk of improper transactions. Policies state what is done and why it is done. Procedures are statements that provide step-by-step actions and detailed descriptions of what is needed to carry out policies. Procedures state how it is done. Policies and procedures, typically initiated by campus administrators and academic committees, may be created in collaboration with cross-divisional areas. Policies and procedures are established in accordance with state and federal legislation, statutes, and regulations; CSU system-wide requirements and directives (Executive Orders, Coded Memoranda, SUAM, etc), and reasonable practice.
Authority:California State University San Marcos President
Scope:Policies and procedures have wide applicability and can affect academic units, administrative units, faculty, staff, students, and the general public. Matters that pertain only to the internal processes of a department or unit are considered desktop procedures and are not within the scope of this policy. The campus community is to become familiar with current policies and procedures.
Responsible Division:Office of the President
Approval Date:12/13/2005
Implementation Date:
Originally Implemented:12/13/2005


Procedure

Preamble

 

Policies and procedures are initiated by campus administrators and academic committees to establish rules, procedures, or mandates for campus-wide application. Campus administrators are responsible to identify the need for, participate in the development of, and assure adherence to policies and procedures within their areas of organizational responsibility. The President is the approving authority for policy and procedures.

The Policy & Procedure Coordinator, located in the Office of the Vice President, Finance & Administrative Services, catalogues policies and procedures; maintains the Cal State San Marcos policy and procedure website; maintains the campus repository of policies and procedures, and communicates to the campus community the status of policies and procedures via the electronic messaging process.

I. New Policies and Procedures

 

The following steps detail the process for new policies and procedures. The process for Academic Senate policies and procedures are listed in Item IV.

A. Campus administrator (Initiator) identifies need for policy and procedure.

B. Respective Provost/Vice President authorizes preparation of proposed policy and procedure.

C. Initiator drafts policy and procedure and seeks feedback/input from appropriate individuals.

D. Initiator recommends final draft to respective Provost/Vice President.

E. Provost/Vice President (or his/her assistant) coordinates with President's Executive Assistant to distribute draft policy and procedure to members of the President's Executive Council via email for preliminary review/comments providing a minimum two (2) week period for review and comment. An electronic copy is also forwarded to the Policy & Procedure Coordinator.

F. Members of the President's Executive Council provide their division's feedback to Provost/Vice President (or his/her assistant) who initiated the policy and procedure.

G. Provost/Vice President (or his/her assistant) who initiated the policy and procedure addresses issues raised in the review process and incorporates recommended changes, if any, as appropriate.

H. Provost/Vice President's assistant coordinates with President's Executive Assistant to place policy and procedure on President's Executive Council agenda.

I. President's Executive Council discusses and, if approved, President signs policy page.

J. Office of the President forwards the signed policy and procedure to the Policy & Procedure Coordinator.

K. Policy & Procedure Coordinator posts the approved policy and procedure on the website and communicates the approval of the policy and procedure to the campus community via the electronic messaging process.

II. Revised Policies and Procedures

The following steps detail the process for existing policies and procedures needing revision. The process for Academic Senate policies and procedures are listed in Item IV.

A. Campus administrator (Initiator) identifies need to revise existing policy and procedure.

B. Respective Provost/Vice President authorizes revision.

C. Initiator seeks feedback/input from appropriate individuals, if applicable, and revises policy and procedure. The revision date is noted on the policy page as per the official template (see Item VI.).

D. Initiator describes changes made and submits revised policy and procedure to appropriate Provost/Vice President. Revisions should be clearly stated and easily identified, including nonsubstantive changes, such as changes in titles, grammar, punctuation, spelling, etc.

E. Provost/Vice President (or his/her assistant) coordinates with President's Executive Assistant to distribute revised policy and procedure to members of the President's Executive Council via email for preliminary review/comments, providing a minimum two (2) week period for review and comment. An electronic copy is also forwarded to the Policy & Procedure Coordinator.

F. Members of the President's Executive Council provide their division's feedback to Provost/Vice President (or his/her assistant) who initiated the revision.

G. Provost/Vice President (or his/her assistant) who initiated the revision addresses issues raised in the review process and incorporates recommended changes, if any, as appropriate.

H. Provost/Vice President's assistant coordinates with President's Executive Assistant to place revised policy and procedure on President's Executive Council agenda.

I. President's Executive Council discusses and, if approved, President signs revised policy page.

J. Office of the President forwards the signed revised policy and procedure to the Policy & Procedure Coordinator.

K. Policy & Procedure Coordinator posts the revised policy and procedure on the website and communicates the revision to the campus community via the electronic messaging process.

III. Rescinded Policies and Procedures

The following steps detail the process for rescinding policies and procedures:

A. The recommendation that an existing policy and procedure be rescinded is routed through respective Provost/Vice President.

B. Provost/Vice President's assistant coordinates with President's Executive Assistant to place rescinded policy and procedure on President's Executive Council agenda.

C. President's Executive Council discusses.

D. If the policy is rescinded, the Office of the President notifies the Policy & Procedure Coordinator that the policy and procedure is rescinded and the rationale.

E. Policy & Procedure Coordinator posts rescission information on the website and communicates rescission to the campus community via the electronic messaging process.

IV. Academic Senate Policies and Procedures

The following steps detail the process for Academic Senate policies and procedures:

A. Initiator (Academic Senate Executive Committee, Senate Standing Committee, Administrator) identifies need for new or revised policy and procedure.

B. Academic Senate Executive Committee assigns responsibility of drafting new/revised policy and procedures to the appropriate Academic Senate Standing Committee, or approves revisions on behalf of the Senate in accordance with its Constitution and Bylaws.

C. Once vetted by the Academic Senate Executive Committee, the proposed new/revised policy and procedure is placed on the agenda of the next Academic Senate meeting for the first reading.

D. Proposed new/revised policy and procedure is discussed at Academic Senate meeting (first reading). If there are no objections, the proposed new/revised policy and procedure is scheduled for a second reading at next Academic Senate meeting.

E. Proposed new/revised policy and procedure is acted upon at next Academic Senate meeting (second reading).

F. If the Academic Senate approves the policy and procedure, it is forwarded to the President and Provost concurrently with a recommendation for administration approval.

G. Provost seeks feedback/comment from the respective academic Associate Vice President, President's Executive Council, and/or others, as appropriate.

H. If deemed acceptable, Provost signs policy and procedure and forwards original and an electronic copy to the President for approval.

I. If policy and procedure is unacceptable, Provost will prepare an explanatory memo for the Provost's and the President's signature, and will return the policy and procedure to the Academic Senate.

J. If approved, President signs the policy and procedure.

K. Office of the President forwards the signed policy and procedure to the Policy & Procedure Coordinator. The Policy and Procedure Coordinator requests an electronic copy from the Academic Senate.

L. Notice of the approved policy will be included as an information item on the agenda of the next President's Executive Council meeting.

M. Policy & Procedure Coordinator posts the approved policy and procedure on the website and communicates the approval of the policy and procedure to the campus community via electronic messaging process.

V. Repository of Policies and Procedures, Web Access, and Requests for Copies

A. The repository for policies and procedures is maintained by the Policy & Procedure Coordinator located in the Office of the Vice President, Finance & Administrative Services.

B. The Cal State San Marcos policy and procedure website maintains current policies and procedures from all divisions on campus. Policies and procedures are available to students, faculty, staff, and the general public at http://lynx.csusm.edu/policies/.

C. The Policy & Procedure Coordinator will strive to post policy and procedure information to the website within five (5) business days.

D. Requests for copies of original policies and procedures shall be directed to the Policy & Procedure Coordinator.

VI. Policy and Procedure Template

The page format of each policy and procedure statement is standardized with content organized under general headings. Circumstances may dictate a deviation where certain headings are not applicable, or where additional headings are required.

Policies and procedures should be written using the approved template which can be found at http://www.csusm.edu/fas/Policies&Proc/PnPTemplate.pdf.