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305 - Policy and Procedure Development and Review

Responsible Office: President's Office
Responsible Officer: President

PURPOSE:   

For effective communications and the orderly regulation of operations, Minnesota State College Southeast has an established process for the development, review and approval of all policies and procedures. These policies and procedures will guide the operations of all aspects of the college.

PART 1. POLICY

Important areas of college operations will be governed by clear, collaboratively-developed policies and procedures. Policies and procedures will follow a logical development process, with opportunities for comment and input afforded to affected campus groups, including faculty, staff and students. The process will culminate in approval by the President's Cabinet. 

All college policies/procedures will be posted to a single website and communicated to the college community as new or revised policies/procedures are developed.  

Responsibility for policy/procedure development will be delegated to those with expertise in the area affected with responsibility assigned to the appropriate administrator.

The President or designee will establish procedures to ensure that each policy/ procedure is reviewed at least once every four years. The policy/procedure shall be reviewed to determine whether it is needed, that it is current and complete, not duplicative or contradictory to other policies, and is consistent with style and formatting requirements. The four-year review will follow the same approval procedures as shown in Part 2.  

Some minor changes to policy/procedure can, and will, occur without input outside of the four-year review cycle. Minor changes are those that do not change the intent of policy determined by President's Cabinet and the President. The administrator is responsible for advising all staff of significant revisions in an appropriate timeframe. 

Administrators are expected to keep current with changes to Minnesota State policy as well as state and federal regulations in their assigned areas and forward proposed revisions to college policy in a timely manner. 

PART 2. PROCEDURES

Faculty and staff are encouraged to propose policies and procedures which will assure efficient operations and progressive programs and safeguards. Policy/procedure development may be initiated by the assigned administrator, the administrator's designee, or by a college committee or informal group. Other employees or groups may request that a policy/procedure be developed in an area of perceived need by submitting a written request to their Cabinet member. Proposals to create new policies/ procedures, or substantially revise existing policies/procedures, must conform to the procedures. The President's Cabinet will perform the initial review of policies/procedures. All college policies and procedures will comply with Minnesota State board policies and procedures and any required federal mandates where applicable. 

The person or group proposing a new policy/procedure, or a substantive revision of an existing policy/procedure, must complete the Policy/Procedure Request for Approval Form (PDF). The requester will address the following issues: 

  1. A proposed draft policy/procedure, or revised policy/procedure, along with the Policy/Procedure Request for Approval Form, should be submitted to the appropriate President's Cabinet member responsible for the division to be reviewed by the Cabinet as a first reading. 
  2. After the first reading and approval by the President's Cabinet, the proposed policy/procedure will be developed with stakeholder review (including faculty and staff; director of equity and inclusion; students, if applicable).
  3. The President's Cabinet member provides the final draft of the policy/procedure to the executive assistant to the president to be emailed to all faculty and staff for college-wide feedback for 5 business days. Feedback will be shared with the responsible officer.
  4. Following the 5-day comment period, a final draft of the policy/procedure will be sent via email to Faculty Shared Governance (FSG) members and placed on the FSG meeting agenda for input. 
  5. A final draft of the policy/procedure will be sent via email to Meet & Confer representatives for review and a final 5-day comment period for input. 
  6. A final draft of the policy/procedure will be sent via email to Student Senate, if applicable, for review and a final 5-day comment period for input. 
  7. Additional comments will be shared with the responsible officer. If a significant revision is deemed necessary after the comment periods, the revised policy/procedure will be re-submitted through the review process (steps 3-6). 
  8. After final input is received, the policy/procedure will be presented to the President's Cabinet for a second reading for approval or denial. If denied, the proposal will be returned with explanation to the responsible officer. 
  9. The approved policy/procedure will be posted on the Southeast website and shared drive. 
  10. The approved policy/procedure will be emailed to Southeast faculty and staff as final.
  11. The approved policy/procedure will be emailed to Southeast students, if applicable. 

The college Policy Development Flow Chart (PDF) is provided for reference.

The policy will go into effect on the date of final approval by the President's Cabinet unless otherwise specified. All policies will show the original date of approval, review dates and revision dates, which will include even minor changes.

 

 

Approved: June 17, 1997
Reviewed: December 28, 2010; October 23, 2013, January 14, 2020; June 21, 2023; December 2023; February 2024
Revised: February 15, 2000; June 30, 2004; December 10, 2008, January 24, 2020; June 21, 2023; February 21, 2024