Policy Development

Introduction

In June 2007, the Board of Governors adopted a new policy governance model to provide effective and coherent focus for the Board's oversight of College operations and provide clear delineation between what constitutes Board policy and what constitutes operational policies and procedures at the administrative level. In the context of the new model, a comprehensive process of policy renewal was undertaken. The Board has adopted a Governance Policy Framework with policies in four categories: Strategic Directions; Governance Process; Board-President Relationship; and Executive Limitations. The Durham College Leadership Team (DCLT) is responsible for renewing and approving all college operational polices required for effective administration of the college as outlined in the Executive Limitations section of the Board policies.

Purpose

The purpose of this policy is to provide clear and consistent requirements and guidelines for all new and renewed college operational policies.

Definitions

"Board Policy" is defined as policies adopted by the Durham College Board of Governors under four sections: I. Outcomes; II. Governance Process; III. Board-President Relationship; and IV. Executive Limitations.

"College Operational Policy" is defined as any academic, administrative and employment-related policy, that sets out the requirements for the college, its management, staff and faculty, to administer operations in accordance with Board policy, federal and provincial legislation and directives, and commonly accepted business practices and professional ethics.

"College Operational Procedure" is defined as the documentation of processes, methods and operational considerations required to implement College Operational Policy.

Policy Statements

1. Durham College Operational Policy will be developed and renewed in the context of the following principles:
   1. Respect for the mission, vision and values of the college and the goals of the college's strategic plan.
   2. Support for consistent decision-making and high standards of clarity, transparency and accountability.
   3. Commitment to consultation and collaboration in the development of effective and implementable policies and procedures.
2. All Durham College Operational Policy will follow the format provided in the College Operational Policy template (appended 101KB PDF [This file will open in a new window.]) and include the following components:
   1. Introduction
   2. Purpose
   3. Definitions
   4. Policy Statements
   5. Roles and Responsibilities
   6. Non-compliance Implications (if applicable)
   7. Related Procedures/Forms
   8. Related Policies and Directives
3. College Operational Policy will be organized into three sub-sections: Academic, Administrative and Employment-Related.
4. Procedures relating to specific policies will be clearly referenced in the policy and be appended to the policy.

Roles and Responsibilities

1. All policy proposals as well as new and revised College Operational Policy must be reviewed and approved by the Durham College Leadership Team (DCLT).
2. Each policy document will specify a DCLT member who has responsibility for the policy. The DCLT member is responsible for:
   1. developing and renewing the policy, including appropriate consultation;
   2. bringing the policy forward using the approved policy template for DCLT approval;
   3. monitoring for effective implementation and compliance, including the updating of policy as required by business and/or legislative need.
3. Procedure documents will be brought forward by the respective DCLT lead for approval when the procedure is of a cross-institutional nature involving and affecting other departments/areas.
4. The Office of the President is responsible for:
   1. ensuring that all DCLT-approved policy is numbered and posted to a central location on the Durham College website and/or intranet as appropriate;
   2. maintaining a "hard copy" binder of all DCLT-approved policy;
   3. monitoring policy with respect to its review date and notifying the appropriate DCLT lead re scheduled review timelines.

Non-compliance Implications

Compliance with this policy will support the development and implementation of consistent, transparent and accountable academic, employment-related and administrative policies that are required to demonstrate effective and professional business processes at Durham College.

Related Procedures/Forms

The College Operational Policy template is appended.

Related Policies and Directives

None