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Policy Oversight

1.3

Policy

The Board of Trustees will conduct a general review of Board policies every three years. Additions and changes to Board policy may be proposed at any time by a Trustee or by the College President.

Through Resolution 97-7-49, the Board of Trustees has delegated to the College President authority to approve College policies. College policies are developed through shared governance procedures and reviewed on a one- to three-year cycle to assure they remain current and relevant. Policies that have been reviewed through a shared governance process and approved by the President are placed on the Board of Trustees' agenda for their review and oversight.

 

Procedure

A. Purposes: The purposes of the Policy and Procedures Committee (“Committee”) are to:

1. Review existing policies and procedures, and consider possible changes and/or development of new policies and procedures, applying these criteria:

a. Compliance with state and federal law and applicable State Board policies and rules;

b. Consistency with the College’s mission, goals, rules, and other policies and procedures;

c. The necessity, desirability, and implementation of fair, workable, and consistent College practices; and

d. Accuracy and clarity.

 

2. Represent, and serve as liaison among, the College’s constituent groups (college employees and students), effectively obtaining input, providing notifications, and otherwise communicating about issues under consideration.

 

3. Recommend to the Cabinet and President appropriate changes in policies and procedures.

 

4. Update and maintain the College Policy and Procedures Manual.

 

B. Membership:

1. Representation: Committee membership shall consist of the chief Human Resources officer, one other unrepresented employee selected by the Chair from volunteers who respond to a general invitation, two student representatives selected by the Associated Student Government and approved by the ASG advisor, and two representatives from each of the four bargaining units: faculty, exempt, classified staff, and operating engineers. These representatives shall be appointed as follows:

a. Faculty: as determined by the Clover Park Federation of Teachers, Local 3913;

b. Exempt staff: as determined by the exempt staff union;

c. Classified staff: as determined by the Clover Park Federation of Classified Employees, Local 4789;

d. Operating Engineers: as determined by the International Union of Operating Engineers, Local 286.

 

2. Terms of office: The chief Human Resources officer shall be an ex officio permanent member. The term of office for other members shall be two years, commencing September 1, except that members (a) will continue until their successors are appointed and (b) may be reappointed. The Committee chair will provide appropriate notifications regarding necessary appointments.

 

3. Vacancies and rotation: If a member resigns or is removed before the end of his/her term, the replacement member shall serve out the remainder of that position’s term. Terms of office shall be staggered for each group represented, so that one of its positions is open for appointment each year.

 

4. Resignation and removal: Resignations should be delivered in writing to the chair, but shall be automatic upon termination of employment. A member may be removed by a majority of the other members, for non-attendance (regardless of any proxy voting), non-participation, or other good cause.

 

C. Committee chair: The College’s chief Human Resources officer shall serve as Committee Chair, except that s/he may designate another member to serve as Chair in his/her absence. The Chair’s responsibilities shall include:

1. Assure valid and current appointments of members;

 

2. Prepare, distribute, and maintain appropriate communications, agendas, minutes, drafts, and other documents pertaining to Committee work;

 

3. Assign work to members as appropriate;

 

4. Preside over meetings; and

 

5. Serve as liaison with the College Cabinet and President.

 

D. Meetings and voting

1. Scheduling: Regular Committee meetings shall be on the first Tuesday of each October through August, except that the Committee and/or the Chair may occasionally modify this schedule, or add additional meetings, when deemed appropriate.

 

2. Quorum: A quorum is required for any Committee action and shall exist when at least one member from each constituent group is present, except that student members shall not be necessary or count in determining a quorum. A member who is absent from a meeting, but who has given his/her signed voting proxy in advance to another member who does attend, shall be counted as being present.

 

3. Voting: Each member has one vote. A member who expects to be absent may give a signed voting proxy to another member, who may then cast the absent member’s vote accordingly (in addition to her/his own vote).

 

4. Rules of order: Meetings shall be conducted in accordance with the current Robert’s Rules of Order, except as provided otherwise in this Section or by consent of the Committee.

 

E. Operations

1. Proposing changes: Any member of the College community may propose a change to an existing policy or procedure and/or a new policy or procedure. Such a proponent is encouraged to do this by communicating the proposal to the representative of the group of which s/he is a member (see II.B.1 above), but the proponent may instead contact the Committee Chair. The proponent is encouraged to provide a written proposal or draft language; although this is not necessarily required, it will expedite the process.

 

2. Committee reviews: The Committee will review proposals it receives, and also will regularly conduct its own review of possible changes to policies and procedures. It may communicate with a proponent regarding clarifications or revisions of her/his proposal.

 

3. Consideration process: Consideration of proposals in Committee meetings will follow these steps:

a. New business or first reading: Initial consideration of a possible change, through the Committee’s own review or a proposal which it has received.

b. Old business or second reading: Review of a possible change or proposal which has previously been considered, including any redrafting.

c. College Forum: After at least ten days’ notification to all staff and faculty, usually by email, the Committee’s hearing and consideration of any oral or written input offered by interested persons.

d. Committee vote: After considering any comments received through the College Forum, the Committee will vote on what to recommend to the Cabinet and President. However, a proposal may not be both introduced (first reading) and voted on at the same meeting, except as provided in # 5 below.

 

4. Soliciting input: Committee members and/or the Chair will make reasonable efforts prior to a College Forum to solicit input from fellow employees about pending proposals, including notifying bargaining unit representatives (e.g., union presidents) when appropriate.

 

5. Expedited consideration: The Committee may choose to both introduce and vote on a proposal at the same meeting when it finds this to be in the best interest of the College, but a College Forum shall still be held (under II.F.3.c above).

 

6. Forwarding Committee recommendation: When the Committee recommends a changed or new policy or procedure, the Chair shall submit that recommendation to the Cabinet and President for their consideration. The President, and Cabinet as appropriate, may either adopt the recommendation (with or without modification), reject it, or send it back to the Committee for further action. However, if the Cabinet makes a modification, it shall so notify the Committee.

 

7. Inclusion in Policies and Procedures Manual: After the final adoption of a policy and procedure, the Chair shall arrange for inclusion in the Policies and Procedures Manual and notification to the College community.

 

8. Exceptions: Nothing in this section limits the separate authority of the President, under chapter 2 section 20 or otherwise, to temporarily modify a policy or procedure when s/he finds this to be in the best interest of the College, with notification to the Committee.

 

Adopted: 2009

Revised:  2010

 

Procedure

Procedure

A. Purposes: The purposes of the Policy and Procedures Committee (“Committee”) are to:

1. Review existing policies and procedures, and consider possible changes and/or development of new policies and procedures, applying these criteria:

a. Compliance with state and federal law and applicable State Board policies and rules;

b. Consistency with the College’s mission, goals, rules, and other policies and procedures;

c. The necessity, desirability, and implementation of fair, workable, and consistent College practices; and

d. Accuracy and clarity.

 

2. Represent, and serve as liaison among, the College’s constituent groups (college employees and students), effectively obtaining input, providing notifications, and otherwise communicating about issues under consideration.

 

3. Recommend to the Cabinet and President appropriate changes in policies and procedures.

 

4. Update and maintain the College Policy and Procedures Manual.

 

B. Membership:

1. Representation: Committee membership shall consist of the chief Human Resources officer, one other unrepresented employee selected by the Chair from volunteers who respond to a general invitation, two student representatives selected by the Associated Student Government and approved by the ASG advisor, and two representatives from each of the four bargaining units: faculty, exempt, classified staff, and operating engineers. These representatives shall be appointed as follows:

a. Faculty: as determined by the Clover Park Federation of Teachers, Local 3913;

b. Exempt staff: as determined by the exempt staff union;

c. Classified staff: as determined by the Clover Park Federation of Classified Employees, Local 4789;

d. Operating Engineers: as determined by the International Union of Operating Engineers, Local 286.

 

2. Terms of office: The chief Human Resources officer shall be an ex officio permanent member. The term of office for other members shall be two years, commencing September 1, except that members (a) will continue until their successors are appointed and (b) may be reappointed. The Committee chair will provide appropriate notifications regarding necessary appointments.

 

3. Vacancies and rotation: If a member resigns or is removed before the end of his/her term, the replacement member shall serve out the remainder of that position’s term. Terms of office shall be staggered for each group represented, so that one of its positions is open for appointment each year.

 

4. Resignation and removal: Resignations should be delivered in writing to the chair, but shall be automatic upon termination of employment. A member may be removed by a majority of the other members, for non-attendance (regardless of any proxy voting), non-participation, or other good cause.

 

C. Committee chair: The College’s chief Human Resources officer shall serve as Committee Chair, except that s/he may designate another member to serve as Chair in his/her absence. The Chair’s responsibilities shall include:

1. Assure valid and current appointments of members;

 

2. Prepare, distribute, and maintain appropriate communications, agendas, minutes, drafts, and other documents pertaining to Committee work;

 

3. Assign work to members as appropriate;

 

4. Preside over meetings; and

 

5. Serve as liaison with the College Cabinet and President.

 

D. Meetings and voting

1. Scheduling: Regular Committee meetings shall be on the first Tuesday of each October through August, except that the Committee and/or the Chair may occasionally modify this schedule, or add additional meetings, when deemed appropriate.

 

2. Quorum: A quorum is required for any Committee action and shall exist when at least one member from each constituent group is present, except that student members shall not be necessary or count in determining a quorum. A member who is absent from a meeting, but who has given his/her signed voting proxy in advance to another member who does attend, shall be counted as being present.

 

3. Voting: Each member has one vote. A member who expects to be absent may give a signed voting proxy to another member, who may then cast the absent member’s vote accordingly (in addition to her/his own vote).

 

4. Rules of order: Meetings shall be conducted in accordance with the current Robert’s Rules of Order, except as provided otherwise in this Section or by consent of the Committee.

 

E. Operations

1. Proposing changes: Any member of the College community may propose a change to an existing policy or procedure and/or a new policy or procedure. Such a proponent is encouraged to do this by communicating the proposal to the representative of the group of which s/he is a member (see II.B.1 above), but the proponent may instead contact the Committee Chair. The proponent is encouraged to provide a written proposal or draft language; although this is not necessarily required, it will expedite the process.

 

2. Committee reviews: The Committee will review proposals it receives, and also will regularly conduct its own review of possible changes to policies and procedures. It may communicate with a proponent regarding clarifications or revisions of her/his proposal.

 

3. Consideration process: Consideration of proposals in Committee meetings will follow these steps:

a. New business or first reading: Initial consideration of a possible change, through the Committee’s own review or a proposal which it has received.

b. Old business or second reading: Review of a possible change or proposal which has previously been considered, including any redrafting.

c. College Forum: After at least ten days’ notification to all staff and faculty, usually by email, the Committee’s hearing and consideration of any oral or written input offered by interested persons.

d. Committee vote: After considering any comments received through the College Forum, the Committee will vote on what to recommend to the Cabinet and President. However, a proposal may not be both introduced (first reading) and voted on at the same meeting, except as provided in # 5 below.

 

4. Soliciting input: Committee members and/or the Chair will make reasonable efforts prior to a College Forum to solicit input from fellow employees about pending proposals, including notifying bargaining unit representatives (e.g., union presidents) when appropriate.

 

5. Expedited consideration: The Committee may choose to both introduce and vote on a proposal at the same meeting when it finds this to be in the best interest of the College, but a College Forum shall still be held (under II.F.3.c above).

 

6. Forwarding Committee recommendation: When the Committee recommends a changed or new policy or procedure, the Chair shall submit that recommendation to the Cabinet and President for their consideration. The President, and Cabinet as appropriate, may either adopt the recommendation (with or without modification), reject it, or send it back to the Committee for further action. However, if the Cabinet makes a modification, it shall so notify the Committee.

 

7. Inclusion in Policies and Procedures Manual: After the final adoption of a policy and procedure, the Chair shall arrange for inclusion in the Policies and Procedures Manual and notification to the College community.

 

8. Exceptions: Nothing in this section limits the separate authority of the President, under chapter 2 section 20 or otherwise, to temporarily modify a policy or procedure when s/he finds this to be in the best interest of the College, with notification to the Committee.

 

Adopted: 2009

Revised:  2010, 2014