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RSCC Policy GA-01-01; Numbering, Format, and Approval of Institutional Policies
RSCC Policy GA-01-01; Numbering, Format, and Approval of Institutional Policies
Roane State Community College
Policy Number: GA-01-01
Subject: Numbering, Format, and Approval of Institutional Policies
  1. All institutional policies must be categorized into the following major areas:
    • General Administrative
    • Academic Affairs
    • Student Affairs
    • Business Affairs
    • Personnel Administration
  2. All policies will be sequentially numbered using a six digit number comprised of two alpha characters and four numeric characters. The exact structure will be as follows:
    Characters Type Description
    1-2 Alpha First letter of each word from each major area above
    3-4 Numeric First letter of each word from each major area above
    5-6 Numeric Two numbers starting with 01 signifying minor components within each major component or related policies
  3. All changes in existing and future institutional policies will be developed in accordance with the exact headings, margins, and format of this policy.
  4. President's Cabinet members are responsible for ensuring that appropriate institutional policies are developed and/or revised for areas under their supervision. Offices responsible for updating are assigned during the initial approval process.
  5. The approval process shall be as follows:
    1. Proposed institutional policies or non-editorial policy revisions must be recommended by the President's Cabinet member responsible for the area proposing the policy.
    2. Proposed new policies and policy revisions will be presented to the President's Cabinet for initial review and determination of routing for comments. Policy changes that are editorial in nature will not be subject to the full approval process but will require approval by the President's Cabinet and President.
    3. Comments may be requested from Faculty Senate, Support Staff Council, Administrative Council, and Student Government Association as appropriate. When comments are received, they should be presented to President's Cabinet for review prior to final approval of the policy. If no comments are received within thirty days from the date of the initial request for comments, the policy may be presented to President's Cabinet for final approval. The Office of Institutional Effectiveness and Research will coordinate receipt of comments by representatives of these campus groups.
    4. The President's Cabinet member assigned responsibility for maintenance of the policy must complete a Policy Transmittal form.
    5. The President must formally approve the Policy Transmittal form for each policy and/or policy revision.
  6. After formal approval, a hard copy of new or revised policies, along with the completed Policy Transmittal form signed by the President, will be forwarded to the Office of Institutional Effectiveness and Research by the office responsible for the policy. In addition, a copy of new or revised policies should be forwarded electronically to the Office of Institutional Effectiveness and Research for addition to the on-line policy manual.
  7. Upon receipt of approval of new or revised institutional policies, the Office of Institutional Effectiveness and Research will provide campus-wide notification via electronic mail indicating the name of the new or revised policy, the date approved, and the availability of the updated policy on the RSCC website.
  8. The Office of Institutional Effectiveness and Research will maintain the official copy of all institutional policies, including archival copies. Offices that wish to maintain hard copies of the institutional policy manual should use the RSCC on-line policy manual as their reference resource for making copies.
  9. The Office of Institutional Effectiveness and Research will be responsible for initiating reviews of all policies.
  10. Upon approval of new or revised TBR or college policies, any conflicting provisions/language of existing college policies will become null and void. In addition to responsibility for modifications to policies arising from TBR actions, designated offices shall also be responsible for modifying RSCC policies when college practices change.
  11. The institutional process for policy review shall be as follows:
    1. Annually in July, the Office of Institutional Effectiveness and Research will conduct a review of policies for editorial changes, such as change of job titles, committee titles, etc., and bring these changes to President’s Cabinet for approval.
    2. The Office of Institutional Effectiveness and Research will review system policy approvals made following each quarterly TBR meeting to determine if modifications to existing RSCC policies should be made or new institutional policies developed. The Office of Institutional Effectiveness and Research will notify the responsible President’s Cabinet member and request that a policy modification or new policy be brought before the President’s Cabinet.
    3. A full review of RSCC policies will be conducted on a three-year rotating basis, with the Office of Institutional Effectiveness and Research developing a 3-year matrix for review, assigning 1/3 of college policies per year across all major areas. The designated President’s Cabinet member will be responsible for conducting the review and bringing any modifications to the Cabinet for review and approval.
  12. The dates a policy is revised should be indicated at the bottom of the last page of each policy.
  13. Roane State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award the associate degree. As a member institution of the SACSCOC, Roane State is required to comply with all policies of the Commission. The Vice President for Institutional Effectiveness, Planning and Research, as Accreditation Liaison with the Commission, shall be responsible for continually auditing Roane State policy and practice to ensure that the college is in compliance with SACSCOC policies, including the establishment of any institutional policies required by the Commission. Any finding of non-compliance will be brought before the President’s Cabinet for appropriate resolution.
Revision History: 07/01/1990, 02/06/1995, 02/21/2000, 10/21/2002, 01/19/2009, 02/21/2014
TBR Policy Reference: 1:03:10:00
Revision Date Effective: 02/21/2014
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 05/18/1987
Original Approval By: Cuyler A. Dunbar, President
Office Responsible: Vice President for Institutional Effectiveness, Planning, and Research
Reviewed: 05/12/2014
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