Directives

PURPOSE 

To provide a framework for the development, approval, implementation and review of College policies. 

SCOPE 

Members of the College community, including students, are to comply with the College policies and procedures. 

DEFINITIONS 

This includes terms and abbreviations used within the policy and procedure. 

Approval Authority:   Individual or group with the authority to approve policies. 

Responsible Authority:   The individual or group responsible for the creation, implementation and maintenance of the policy. 

Glossary:   List of terms found in the College policies. 

Policy:   Position statement of the College which explains the activities necessary to carry out the College mission, values and strategic plan. 

Procedure:   Description of all essential steps and responsibilities to be followed in order to give effect to a College policy. 

Executive Sponsor:   The member of the President’s Executive Committee who will present the policy for approval and has overall responsibility for the implementation of the policy. 

POLICY 

College policies exist to ensure that the College’s processes and practices align with the College mission, values, strategic plan, and with legislative requirements and Ministry binding directives. 

College policies articulate the College’s position on issues which have College-wide application and are subject to approval by the Board of Governors or the President’s Executive Committee.   It is binding on members of the College community. 

All policies shall be web based, using the College template.  Policies shall be reviewed at least every five years, or sooner if needed. 

1.    Policy Framework 

There exist three levels of policies determined by their significance to the college. 

1.1    Level One – Government Policies 

Governance policies deal with key areas.  They provide high level direction and guidance, establish key principles and responsibilities, set fundamental requirements and limits and allocate responsibilities. 

Governance policies: 

• Set by the Board of Governors
• Have college-wide application

1.2    Level Two – Institutional Policies 

Institutional policies operationalize governance policies, Ministry binding directives and legislative requirements.  They provide direction and establish responsibilities at a more specific  level than level One policies.  As such, they cover the matters that are the responsibility of the President and senior college administrators. 

Governance policies: 

• Approved by the President’s Executive Committee
• Have college-wide application

1.3    Level Three – Unit Directives 

Unit directives provide further details on the implementation of institutional policies or address matters specific to their area. They are initiated by a school  or department. 

Unit directives: 

• Have a more limited application than Level 1 or Level 2
• Must be consistent with Level 1 and Level 2 policies
• Must be approved by the Vice President responsible for the area
• Must be submitted to the appropriate body to ensure compliance with the College’s policies and procedures

2.    Classification 

College policies are to be classified under a revised classification system. 

Functional Classification/Code: 

• Governance Policies:  BG
• Governance:  BG – G
• Program Delivery:  BG – P
• Administration:  BG – A
• Staff:  BG – S

Institutional Policies/Code:

• Academic Affairs:  AA
• Accessibility:  AC
• Administration:  AD
• Health, Safety and Security:  HS
• Human Resources:  HR
• Information Technology:  IT
• Property Management:  PM
• Research:  RH
• Student Affairs:  SA

 All policies, both existing and new, will be assigned a reference number using a combination of a two or three  alpha code and at least two digit number, e.g. AA 01.

PROCEDURE 

These are the steps to be followed when creating or modifying a College policy. 

1.    New Policy 

The responsible authority is to: 

1.1    Identify the need for a new policy to the Executive Sponsor, and receive approval to proceed. 

1.2    Once approval to proceed is received, contact President’s Office for a policy reference number. 

1.3    Review relevant literature, similar policies at other institutions and best practices. 

1.4    Draft policy using College Policy Template. 

1.5    Share draft policy with stakeholders to determine the impact of the new policy on their operations. 

1.6    Following consultation, redraft policy if needed. 

1.7    Obtain support for final draft from stakeholders, appropriate committees and Executive Sponsor. 

The Executive Sponsor will then:

1.8    Obtain approval from Approval Committee.

1.9    Advise Responsible Authority of policy final approval.

1.10  The President’s Office will then post the new policy on the web and communicate it to the College community.

2.    Amending Policy

2.1    Major Amendment Needed

2.1.1    Follow same steps for new policy 1.1 -1.9 above, except article 1.8.

2.2    Minor Amendment Needed

2.2.1    The Responsible Authority will submit changes to relevant committee and/or Executive Sponsor for approval.

2.2.2    The Executive Sponsor will approve amendments.

2.2.3    The President’s Office will advise the President’s Executive Committee of revised policy.

2.2.4    The President’s Office will then post the revised policy on the web and communicate it to the College community.

3.    Five-Year Review – No Amendment Required

3.1    The Responsible Authority will forward memo to Executive Sponsor indicating policy has been reviewed and no changes are required.

3.2    The Executive Sponsor will then notify the President’s Office the policy review is completed with no changes required.

3.3    The President’s Office will change Date of Last Review and Date of Mandatory Review on policy to reflect review and then,

3.4    Post policy with revised dates on the web.

4.    Policy No Longer Required

The Responsible Authority will:

4.1    Notify stakeholders of reasons for deletion of the policy.

4.2    Provide the Executive Sponsor the reasons for deleting the policy and indicate any actions required as a result of deleting the policy.

4.3    The Executive Sponsor will then approve deletion of the policy and notify President’s Office.

4.4    The President’s Office will remove the policy from Policy Directory and communicate to College community.

4.5    The President’s Office will archive the deleted policy.

5.    Five-Year Review of Policy Overdue

5.1    The President’s Office will notify Executive Sponsor of policies overdue for review.

5.2    In consultation with Responsible Authority, the Executive Sponsor will submit a plan for review of overdue policies to the President. 

SUPPORTING DOCUMENTATION
None

RELATED POLICIES
None

RELATED MATERIALS
Annex A:  Guidelines for Policy Writing