Dr. Jane Wright, CCLC has prepared the following power point presentation for information.

Transcription

1 TO: GOVERNING BOARD AGENDA ITEM BACKGROUND DATE FROM: PRESIDENT SUBJECT: Board Policy Switch to League Numbering System January 13, 2014 ENCLOSURE(S) REASON FOR BOARD CONSIDERATION INFORMATION ITEM NUMBER G.1 Page 1 of 17 Background: The Cabrillo Community College District is in the process of updating and aligning the District s Board Policies with the recommended polic8ies developed through the legal firm of Liebert Cassidy Whitmore in conjunction with the Community College League of California (CCLC). The District is a member of the board Policy and Administrative Procedure Subscription Service coordinated by the CCLC. Dr. Jane Wright, CCLC has prepared the following power point presentation for information. Fiscal Impact: None. Administrator Initiating Item: Laurel Jones Academic and Professional Matter Yes No Final Disposition If yes, Faculty Senate Agreement Yes No Senate President Signature

2 Board Policy and Administrative Procedure Revision Project Dr. Jane B. Wright Policy and Procedure Service Consultant Community College League of California Tatiana Bachuretz & Cheryl Romer Project Coordinators Cabrillo College

3 Board Policy and Administrative Procedure Revision Project Agenda Introduction Overview of the League Policy & Procedure Service Cabrillo Review Flowchart Cabrillo Policy & Procedure Web Pages Goals for Spring 2014 and Success of the Project

4 About the P & P Service Template language for 165 Board Policies and 216 Admin. Procedures = 381 Documents Policy Seven Chapters Chapter 1: The District Chapter 5: Student Services Chapter 2: Board of Trustees Chapter 6: Business and Fiscal Affairs Chapter 3: General Institution Chapter 7: Human Resources Chapter 4: Academic Affairs Procedures in all chapters except Chapter 1

5 General Assumptions Local control & flexibility Local decision-making processes Useful and accessible documents Differentiate between policy and procedure Minimum language that is required by law

6 Policy/Procedure Foundation State and Federal Statutes Ed Code, Gov. Code, Penal Code, U.S. Code, Fed Regulations, United States Code Title 5 Regulations Enacted by the California Community Colleges Board of Governors Chancellor s Office minimum conditions Accreditation standard compliance

7 Differentiating Policy & Procedure 1) General goals and acceptable practices Board Policies Administrative Procedures 2) Establishes the what 3) Delegates implementation responsibility to Supt./President (BP 2430, EC 70902, Accreditation Standard IV.B.1.j) 1) Prescriptive details - Establishes the how 2) Further defines acceptable practices

8 Board Policies The Board represents the public Policy is the voice of the Board Adopts policy Relies on policy to direct institution Policy is best expressed as broad statements; succinctly written Sets standards for the District Legally binds District

9 Administrative Procedures Regulations, rules, college procedures Implement Board policy Address District operations How general goals are achieved Further define acceptable practices

10 Classification Levels Legally required by law or regulation Required to have a policy or procedure Required to do the action/fulfill the condition Meet accreditation standards Legally advised Protects District from liability Strengthens District s position in litigation Suggested as Good Practice/Optional District-specific policies/procedures

11 Cabrillo s Former BP & AR Documents Contained redundancy/conflict between different policies with some procedural language embedded in policy Proved difficult to cross-reference to League Policy & Procedure templates Former numbering system was confusing; making it difficult to insert new policies/procedures Previous format did not contain all necessary information (e.g., references to correct legal citations) Created difficulties in tracking revisions and review dates Slowed down the policy/procedure review and adoption process

12 Board BP/AP Review Flowchart Propose & Draft Prepare Draft Policy (BP)/Procedure (AP) using recommended template (include related legal cites) Submit Policy/Procedure Proposal Form and Draft Policy/Procedure to Vice President of responsible area Note related documents (catalog, schedule of classes, handbooks) and similar existing policies/procedures Review & Approve Vice President reviews Proposal Form and draft BP/AP and seeks input from constituency groups as appropriate Vice President submits proposed BP/AP for Cabinet review Revise Proposal Form and draft BP/AP as necessary Submit Proposal Form and draft BP/AP to Policy & Procedure Review Committee Implement & Announce APs vetted by the Policy & Procedure Review Committee submitted to CPC/Admin Council to Supt./President's Office for final approval (APs only) & uploading to Policy/Procedure Website BPs vetted by the Policy & Procedure Review Committee submitted to CPC/Admin Council. The BPs approved by CPC/Admin Council are submitted to Supt./President's Office for Board Agenda - 1st reading, 2nd reading Upload policies that are officially adopted by the Board to the Policy/Procedure Website Maintain & Review Supt./President's Office or designee maintains Policy/Procedure Website Policies and procedures reviewed every five years to coincide with the accreditation cycle Supt./President's Office or designee monitors legal updates to policies/procedures and submits necessary revisions through the process

13 Completed BP/APs Posted on Web

14 Current BP/AR Web Page

15 New BP/AP Web Page

16 Spring 2014 Goals Convert numbering of all current Cabrillo Policies and Regulations to the Policy & Procedure Service Numbering (see Cross Reference Matrix on website). Ensure all Cabrillo Policies and Procedures are current -- review language against Legal Update 13 (issued 8/07) Update 23 (issued 11/13).

17 Next Steps Cabrillo s updated Policies & Procedures will be: Aligned with Policy & Procedure Service numbering making legal updates easier Posted on the Board s web page for community, students, employees to access with revision date Vetted through a comprehensive review process Included in a regular, ongoing review cycle tied to accreditation Cross-referenced with information contained in catalog, schedule, student handbook, web pages Coordinated in a tracking system to monitor progress