Process Guidelines
The Administrative Policy Guidelines below define the process to create new, update, revise, or rescind CSUSM administrative policies.
Key Terms and Definitions
- Policies: 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 under what authority
- Procedures: Documents that provide step-by-step actions and detailed descriptions of what is needed to carry out policies. Not all policies contain procedures
- Guidelines: Documents that advise how a process should be completed
- Creating New Policy: Developing a new campus administrative policy
- Revision: Making significant substantive changes that change or augment the original meaning, instruction, or directive of an existing administrative policy
- Rescission: Removing a policy because it is no longer required or applicable to the campus
- Updates: Minor, non-substantive changes to a current campus policy such as: title changes, spelling and grammar updates, Executive Order updates, and similar immaterial changes​ that do not alter policy requirements or terms
Revising an Existing or Creating a New Administrative Policy
Process:
- Policy Owner/Initiator Identifies Need for/Drafts Policy Action, Obtains Approval from Appropriate PAT Member
- Policy Owner/Initiator Consults with Policy Administrator to Discuss and Determine Further Consultation Needs (as applicable)
- If Necessary, Policy Administrator Consults with Stakeholders, Student Affairs/Office of Human Resources (as applicable)
- Using the Administrative Policy Template, Policy Owner/Initiator Prepares Draft and Sends to Policy Administrator
- Policy Administrator Forwards Draft to APERC who Reviews Draft & Provides Feedback Form*
- Policy Administrator Shares APERC Feedback with Policy Owner/Initiator for Consideration/ Adjustments*
- Policy Administrator shares policy owner responses with APERC
- Final Policy Draft Reviewed by PAT Jr. (2 weeks) --If Not Approved, Draft is Returned to Policy Owner/Initiator and Policy Administrator for Adjustments (as applicable)
- Once Final Draft is Approved, Policy Action is Published and Communicated
*Please see separate APERC process for details
Rescinding an Administrative Policy
Process:
- Policy Owner/Initiator Identifies Need for Rescission and Obtains Approval from Applicable PAT Member
- Policy Owner/Initiator Consults with Policy Administrator to Discuss Policy Impact, Completes Rescission Template (as applicable)
- Policy Administrator Consults with Human Resources or Student Affairs, (as applicable)
- Policy Administrator forwards Policy and Rescission Template to PAT Jr. for Review (2 Weeks)
- PAT Jr. Reviews and Approves, or, Provides Feedback, Forwards to Policy Administrator and Policy Owner/Initiator for Adjustments (as applicable)
- If Rescission is Approved, Policy Administrator Removes Policy from PolicyStat
- Rescission is Published and Communicated (as necessary)
Making Updates to an Administrative Policy
Process:
- Policy Owner/Initiator Identifies Need for Update
- Policy Owner/Initiator Consults with Policy Administrator to Confirm 'Update(s),' Discuss Policy Impact, and Next Steps
- Policy Owner/Initiator Forwards Final Proposed Updates to Policy Administrator
- Policy Administrator Posts Updated Policy on PolicyStat