Policies

Policy for Developing Institutional Policies

Policy Purpose

The purpose of the Policy for Developing Institutional Policies is to establish the procedure for drafting new, amending, or repealing existing policies and associated procedures in a consistent manner and for obtaining the approval by the President, and the College Council when required by NYS Education Law Section 356, before implementation.

Persons Affected

Faculty, Staff

Policy Statement

Farmingdale State College’s institutional policies and associated procedures connect the College’s educational mission to the everyday activities and functions of the College’s operations. Institutional policies, as defined below, are broad in application, ensure compliance with all federal and state laws, regulations, and procedures, mandate action, and pertain to more than one division. Their purpose is to clarify and define the College’s community standards, enhance efficiency and fairness, and mitigate institutional risk. The development of institutional policies shall adhere to the procedures set forth in this document. Institutional policies must be kept current, reviewed and evaluated on a regular basis, and reflect any changes in federal and state laws, regulations, and procedures, and made available to stakeholders in a timely manner.

The process described in this policy does not apply to divisional, departmental, office or unit specific policies, as defined below. However, such policies must also be compliant with all federal and state laws, regulations, and procedures, be formatted consistent with the College’s Graphic Identity Standards and Communications Style Guide, and follow the policy writing guidance.

Procedures

A. Policy Proposal

1. The individual proposing a new policy or a policy amendment shall draft the policy or amendment using the policy proposal or change form and is responsible for seeking input from appropriate campus community members who can lend expertise.
2. The policy proposal form, along with necessary policy procedures (hereafter both contained in the term “policy” or “proposed policy”) must be submitted to the Risk and Compliance Manager.
3. If necessary, the Risk and Compliance Manager will share the policy with stakeholders and share stakeholder feedback with the person proposing the policy.
4. A final draft of the proposed policy will be shared with Senior Administration, as appropriate.

B. Policy Approval

1. The President or designee reserves the right to edit a proposed policy prior to approval and may consult with the Farmingdale Executive Committee and/or College Council, as he/she deems appropriate.
2. Final approval will come from the President or designee after appropriate internal Governance review. The Risk and Compliance Manager shall note the approval date on the policy.
3. If the President or designee disapproves a policy draft, then it is deemed null.

C. Policy Publication

1. All policies and procedures will be formatted consistent with the College’s Graphic Identity Standards and Communications Style Guide.
2. Policies will be posted on the website maintained by the Risk and Compliance Management Office, with links to such policies on the websites of the affected administrative offices.
3. The Risk and Compliance Manager will coordinate with the responsible office to effectively and efficiently publish, distribute, and communicate the new policy and provide clarity of the policy as needed.
4. Policies must be readily accessible.

D. Policy Review

1. The responsible office should review and update policies as needed to ensure compliance with changing laws and regulations, to incorporate changes to processes and procedures, and to certify the policy is up-to-date.

E. Policy Updates

1. On an as-needed basis, non-significant changes will be requested to or from the Risk and Compliance Manager in consultation with the responsible office. The Risk and Compliance Manager will note the date of such changes next to “Policy History” on the policy document.
2. Substantive changes to a policy must be requested through the policy change form.
3. In special circumstances, it may be deemed necessary and appropriate to withdraw an existing policy or consolidate it with an existing policy. This request may be indicated on the required policy change form.
4. Substantive changes to this policy shall require a recommendation by the Vice President for Administration and Finance and Chief Financial Officer to the President and subsequent approval by the President. Once approved, the Compliance and Risk Manager shall record the date of revisions/amendments in the “Policy History.” The revised policy is subject to the stipulation in section C.1.

F. Compliance

1. The Risk and Compliance Manager will manage and assure adherence to this policy.

G. Institutional-wide policies that pre-date this policy

1. Policies that predate this policy remain in effect. In accordance with a schedule proposed by the Risk and Compliance Manager, all current college policies will be formatted for consistency with the College’s Graphic Identity Standards and Communications Style Guide. Necessary policy changes during this process will be handled in accordance to section E of this policy.

Definitions

Definitions

Divisional/Department/Office/Unit level policies and procedures - Policies and procedures of divisions, departments, offices, or units that govern the internal operations of a department, unit or division in its implementation of its administrative duties and responsibilities.

Institutional Policy - An Institutional Policy meets the following criteria:

1. It has broad institutional application;
2. It supports compliance with applicable laws, regulations, executive orders, mandates from regulatory authorities or New York State control agencies, and/or SUNY Policies, promotes operational efficiencies and consistencies, reduces risk, and enhances the College’s mission;
3. It mandates actions or constraints and contains specific expectations and procedures for compliance; and
4. Pertains to more than one division or department of the college and/or requires institutional review and approval for policy issuance and changes.

Policy Procedures - The processes or steps necessary for implementation and adherence to an approved policy.

Policy Proposal Form – The document necessary to propose, amend, or repeal a policy. This form maintains basic and essential information regarding the policy’s background, purpose, risk evaluation, and approvals.

Policy Statement - Statement in a policy that summarizes the policy’s background and purpose, namely its core provisions and/or requirements. The Policy Statement may identify the institutional risk, how the policy supports or advances the College mission or value, or any federal or state legal, regulatory, executive order, policy or SUNY Policy requirements addressed by the policy.

Senior Administration – The President’s Cabinet, including Vice Presidents for Administration and Finance, Marketing & Communications, Student Affairs, Development and Engagement, Academic Affairs, and the Chief Diversity Officer.

Responsible Office - The institutional office, department, school, college, or division responsible for the programmatic, functional or administrative areas addressed by the policy and procedures and implementation and revisions of the policy and procedures.

Stakeholder - Department, unit, school, division, Farmingdale Executive Committee, student organization, advisory body, or others with a key interest in a potential new policy or amendments to an existing policy.

SUNY Policies - Policies and procedures promulgated by the State University of New York (SUNY) that apply to the College and/or across the SUNY System. SUNY maintains a collection of its Policies at: https://www.suny.edu/sunypp/.

Responsible Office

Risk and Compliance Management Office

Policy History

Date of Approval: September 3, 2019