Hi Meredith, We have shared governance at our college. So before the policy is even approved, an email is sent out letting everyone know a policy is available on the Policy/Procedure Review site until ______. After the Policy and Procedure Committee or the Board of Trustees approves the policy, depending on the final level of approval another email is sent out letting the college community know of the final approval. We also have a website that contains an Excel spreadsheet so the college community can search for policies and see what the changes were. Below is an example of the two emails I send out.
Example 1: Notification for Community Review Good Morning, There are two policies open for comments on the Policy/Procedure Review Site. (1) Identity Verification Process policy is a new policy. Policy Owner – Student Services The Identity Verification Process policy establishes a college-wide protocol for identifying student identity, to ensure compliance with FERPA. This policy will be owned by Student Services. Direct Link: Identity Verification Process<https://go.waketech.edu/teams/policy/Lists/Team%20Discussion/Flat.aspx?RootFolder=%2Fteams%2Fpolicy%2FLists%2FTeam%20Discussion%2FIdentity%20Verification%20Process&FolderCTID=0x01200200D9D4FC238D3C20499E9E0A9326D8870E>, available until May 1st. (2) Worker’s Compensation policy has proposed procedural changes. Policy Owner – Human Resources Human Resources has made some changes to the Worker's Compensation policy, including changes to the notification process. Below is a summary of the changes: · Converted the existing policy into the new format (policy statement, purpose, and applicability added) · Benefits & Personnel office changed to Human Resources throughout the policy · Worker's Compensation forms required to be filled out have changed · Added a "Responsibility of Employers" section Direct Link: Worker's Compensation policy<https://go.waketech.edu/teams/policy/Lists/Team%20Discussion/Flat.aspx?RootFolder=%2Fteams%2Fpolicy%2FLists%2FTeam%20Discussion%2FWorker%27s%20Compensation%20-%20Procedural%20Changes&FolderCTID=0x01200200D9D4FC238D3C20499E9E0A9326D8870E>, available until May 1st. The Policy/Procedure Review site is located under “Team Sites” in the Portal, on the bottom right hand side of the page and through a direct link on the Policies Library<https://go.waketech.edu/employee/er/employeepolicy/Pages/Policy-Resources.aspx> page or you can click on the direct link to the policy in this email. Example 2: Notification the policy has been approved and is available online. This notification email changes depending on what policies were approved, how many, etc. Good Morning All, The following policies have been updated in the online catalog. They have been through the full approval process, including community review. These policies will only be in the online catalog, as the hardcopy (PDF version) has already been produced, however when a new volume comes out they will be included at that time. All policies are from the College Catalog: http://www.waketech.edu/student-services/catalog Student Code of Conduct, Rights, and Responsibilities Chapter: · General Information section<http://www.waketech.edu/student-services/catalog/student-code-conduct-rights-and-responsibilities#430> · Rights and Responsibilities section<http://www.waketech.edu/student-services/catalog/student-code-conduct-rights-and-responsibilities#431> · Student Code of Conduct section<http://www.waketech.edu/student-services/catalog/student-code-conduct-rights-and-responsibilities#434> · Discrimination and Due Process section<http://www.waketech.edu/student-services/catalog/student-code-conduct-rights-and-responsibilities#436> Financial Aid Chapter: · Student Responsibilities policy<http://www.waketech.edu/student-services/catalog/financial-aid#303> · Enrollment Requirements policy<http://www.waketech.edu/student-services/catalog/financial-aid#314> · NC Community College Grant Programs policy<http://www.waketech.edu/student-services/catalog/financial-aid#307> · Scholarships policy<http://www.waketech.edu/student-services/catalog/financial-aid#312> Registration & Student Records Chapter: · Transfer Credits policy<http://www.waketech.edu/student-services/catalog/registration-student-records#292> POLICY UPDATES PAGE Can’t remember why a policy was changed or just want to see history or changes related to a specific policy? You can always visit the “Policy Updates<http://www.waketech.edu/policies/updates>” page to view the Excel spreadsheets to read, view, and sort through a history of policy changes. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager, Effectiveness & Innovation Adjunct Instructor, Office Administration Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 919-866-5603 [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> [cid:[email protected]] _______________________________ From: Meredith Canady [mailto:[email protected]] Sent: Thursday, April 20, 2017 2:23 PM Subject: Description of Policy Changes Good afternoon, I am interested in how you all 1) notify your faculty and staff that a policy has been revised, and 2) how you communicate the revisions that were made. Thank you in advance, Meredith Canady, J.D., CCEP Deputy Compliance Officer Coastal Carolina University Singleton 210 P.O. Box 261954 | Conway, SC 29528 Tele: (843) 349-6984 [email protected]<mailto:[email protected]> [logo]<http://www.coastal.edu/> Confidentiality Notice This message is intended exclusively for the individual or entity to which it is addressed. This communication may contain information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure. If you are not the named addressee, you are not authorized to read, print, retain, copy or disseminate this message or any part of it. If you have received this message in error, please notify the sender immediately by reply to this email and delete all copies of this message. Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA.
