Policy and Procedure Development and Implementation
Part 1. Purpose
This policy sets forth the process for origination of new policies and procedures and revision of existing policies and procedures of Minneapolis College. Policy and procedure proposals and revisions need to occur collaboratively on a predetermined cycle to ensure transparency in college governance.
Part 2. Definitions
These definitions are used in all policies, procedures and operating instructions.
Policy: Policies are written statements that govern institutional decisions or actions. College policies comply with existing external mandates and promote consistency of action. College policies generally impact the entire institution.
Procedure: Procedures are written statements of specific processes necessary to implement policy. A procedure must be associated with a policy. A policy may have multiple procedures if warranted. This policy does not refer to department-specific work rules or practices.
Operating Instructions: Operating instructions means instructions approved by the President, President’s Council, or a designee giving explicit direction, instructions, or guidance on internal forms, processes, and other administrative or managerial matters, consistent with Minneapolis College policies and procedures.
Policy Change: A Policy change means the amendment or repeal of an existing policy.
Procedure Change: A Procedure change means the amendment or repeal of an existing procedure.
Operating Instructions Change: Changes to operating instructions are changed and approved by the content expert and do not require a formal review process.
Owner: A policy, procedure, or operating instructions owner is a Minneapolis College employee, usually a President’s Council member, who has ultimate responsibility for the updating of policies, procedures, and operating instructions.
Content Expert: A content expert is a Minneapolis College employee, Minnesota State System Office staff, or others who can advise on policy, procedure, or operating instructions content based on knowledge or expertise on a topic. The content expert may also be an owner.
Stakeholders: Stakeholders are Minneapolis College employees, students, Minnesota State System Office staff, or others who may interact with and have a vested interest in a policy, procedure, or operating instructions.
Comprehensive Review: A policy or procedure review conducted by the Owner(s) and Content Expert(s) every six years that evaluates the policy or procedure for material changes. Elements considered in this review include, but are not limited to, reflecting current business practices, relevant laws and regulations, equity and inclusion factors, and proper structure.
Limited Review: A policy or procedure review conducted by the Owner on the fourth year of the policy or procedure’s six-year review cycle. This type of review looks for minor changes to ensure a policy stays current. It may refer a policy for a comprehensive review.
Part 3. Responsibility
Minneapolis College employees and students are responsible for following the policies, procedures and operating instructions. Any employee or student may request a revision of a policy or may initiate a new policy. The policy will be approved or not approved using the procedure (Procedure 1.01.01).
Part 4. Numbering Format
Minneapolis College policies and procedures shall follow the same formatting system as used for Minnesota State policies and procedures. Within the policy or procedure, content should follow the format below:
- Parts (numbered) and Subparts (lettered) for significant content distinctions.
- Within Parts and Subpart, items may be further separated by using numbers or bullets.
Part 5. Required Elements and Standards
- The header of the policy or procedure shall include the policy or procedure:
- The body of the policy or procedure shall include:
- The body of a procedure may include:
- Process steps
- The body of the policy or procedure may include:
- The footer of the policy or procedure shall include dates relevant to policy history, including:
- Owner(s)’s Title
- Date adopted
- Date implemented (if different from adoption date)
- Date last reviewed
- History and Subject of Revisions
- Regulatory Authority (e.g. Minnesota State policy, federal or state law) and url if one exists.
Part 6. Adoption and Development of New Policies and Procedures
The need for a new policy or procedure may arise at any time, and any employee or student may bring forth a proposal. The process for policy and procedure development, approval, and dissemination is outlined in Procedure 1.01.01 and the Policy and Procedure Review Manual.
Part 7. Policy and Procedure Revisions
Subpart A. Policy Revision Process
Minneapolis College policies and procedures will be reviewed on a regular schedule. Procedure 1.01.01 outlines the requirements for reviewing and revising policies and procedures. Details of this process will be contained in a Policy and Procedure Review Manual. The Office of Institutional Effectiveness will oversee this process.
Subpart B. Policy and Procedure Revisions Format
While a policy or procedure is being revised, the revision drafts shall use legislative format for changes - i.e., strikethrough for deletions and underlining for additions. This may be accomplished through a software function such as, “Track Changes.” This will be facilitated by the Office of Institutional Effectiveness.
Part 8. Approval Process
Minneapolis College policies and procedures must be approved by President’s Council by a simple majority, and final approval by the College President. Unless otherwise indicated, the date of implementation is the date of approval by the President. The President’s Council will keep records of discussion and approval of policies and procedures. Revised policies and procedures, or the repeal of a policy or procedure, must also be approved by President’s Council and the College President. Additional details are in Procedure 1.01.01.
Part 9. Emergency Policies
The President (or designated President’s Council member) may temporarily suspend, modify or implement necessary policies or procedures due to long-term emergencies as defined by Minnesota State Board Policy 1A.10 (Long-Term Emergency Management).
Owner(s) Title: Associate Vice President of Academic Operations and Institutional Effectiveness
Date of Adoption: 7/1/2017
Date of Implementation (if different from adoption date): N/A
Date Last Reviewed: 4/1/2021 (Comprehensive)
History and Subject of Revisions: 8/30/2023 (Updated review cycle length and cadence), 3/3/2023 (updated footer content requirements), 4/1/2021 (Comprehensive review, revised review and approval process, updated policy and procedure content requirements, Additions for long-term emergencies)
Regulatory Authority (e.g. Minnesota State policy, federal or state law): Minnesota State Board Policy 1A.10