Policy 7510B

POLICIES AND PROCEDURES COMMITTEE

Reference: HLC Criteria 2.C.2, 5.B.1, 5.B.2, 5.B.3

The Policies and Procedures Committee at Western Wyoming Community College is established to ensure the systematic development, review, and revision of all codified policies and procedures, excluding the 7000 Series policies and procedures.

The Policies and Procedures Committee operates in an advisory capacity to the College President, presenting recommendations for approval. In the absence of action or a negative response from the College President within forty-five (45) calendar days, the committee chairperson, with majority committee approval, is empowered to escalate proposals directly to the Board of Trustees. This ensures timely decision-making and responsiveness to evolving institutional needs.

The composition of the Policies and Procedures Committee are determined by the College President in consultation with internal stakeholders, including administration, faculty, staff and students.

The Policies and Procedures Committee is tasked with conducting regular and systematic reviews of all College policies and procedures (excluding the 7000 series).

Original Adoption: July, 1974
Revised: January 26, 1978
Revised: January, 1986
Revised: December 17, 1987
Revised: January 26, 1989
Revised: May 8, 2014
Revised: March 9, 2017
Revised: July 20, 2022
Revised: May 2024 

Procedure 7510B

Policies and Procedures Committee

The Policies and Procedures Committee comprises representatives from various occupational categories to ensure diverse perspectives and expertise in policy development and review.  

Membership 

The membership composition is as follows: 

Compliance Coordinator (Permanent): Serves as Chairperson. Represents administrative leadership and provides organizational support to the committee. 

Presidential Appointee (Appointed by the President): Offers a direct link to the College President's office and contributes to decision-making processes. 

Human Resources Appointee (Appointed by the AVP of Human Resources): Represent HR in policy discussions and ensure alignment with HR practices and legal requirements. 

Senate Representatives (Four): Elected by the Senate to represent faculty and professional staff interests. 

Paraprofessional Alliance Representatives (Four): Elected by the Paraprofessional Alliance to advocate for staff members across different occupational categories. 

Student Government Association (SGA) Representative: Appointed by the SGA to ensure student voices are heard in policy deliberations. 

Ex-officio Members (Senate Past Chair, Paraprofessional Alliance Chair): Provide historical context and continuity to committee discussions. 

Appointments/Elections shall be for two-year terms except the SGA member, the Senate Past Chair and the Paraprofessional Alliance Chair, whose terms are for one year.  

A quorum shall be defined as one (1) member more than half of the voting committee. A quorum is needed for the Committee to act. Ex officio members are invited to attend but are not voting members of the Committee and are not required for a quorum. 

Meetings 

Regular meetings of the Policies and Procedures Committee are scheduled at least once per month during the academic year, with additional meetings convened as necessary to address emerging issues or policy revisions. In some instances, the committee may be asked to meet between May and August. Any committee member who is not on contract during those months will be compensated for their attendance. The chairperson, in collaboration with committee members, sets the agenda and ensures that meetings are conducted efficiently and effectively. 

Records 

The Compliance Coordinator will maintain comprehensive records of committee proceedings, policies, and procedures. Meeting minutes will be documented, circulated for approval, and archived for future reference. 

Voting 

All policy and/or procedure recommendations require a majority vote of committee members present for approval. The chairperson abstains from voting except in the event of a tie or when their vote can alter the outcome. Minority or majority written statements may be included with the recommendation.  

Policy Review Schedule 

In order that all College policies and procedures are current, compliant, and implemented, the Compliance Coordinator and/or the Committee shall review all policies and procedures (excluding the 7000 Series) on a four (4) year rotational basis. 

Process for Revising or Proposing New Policies/Procedures 

The Policies and Procedures Committee follows a structured and methodical process for revising or proposing new policies and procedures: 

  1. Obtain Proposal Form and Current Policy/Procedure:
    1. The Compliance Coordinator provides the proposal form and current policy/procedure.
    2. Anyone may recommend new policies/procedures or recommend revisions to current policies/procedures. Those recommendations will be passed along to the Policy Owner.
  2. Complete Proposal Form and Submit Revisions:
    1. The Originator completes the proposal form, incorporating revisions using track changes, and submits them to the Compliance Coordinator.
  3. Circulation and Review:
    1. The Compliance Coordinator circulates the proposal form and proposed revisions to all members of the Policies and Procedures Committee and the Policy Owner (if the Policy Owner is not the Originator) for review.
  4. Policy Owner Review and Response:
    1. The Policy Owner reviews the proposal and suggested revisions, addresses concerns with relevant parties, conducts necessary research, and responds to the Compliance Coordinator within thirty (30) days.
  5. Active Agenda Item:
    1. The proposal is moved to an active agenda item for the next Policies and Procedures Committee meeting, where the Policy Owner and originator(s) may be invited to discuss the proposal.
  6. Review and Approve:
    1. If the Committee accepts the proposal, perhaps with modifications agreed upon by the Policy Owner, the Committee will move the proposal to the next step.
    2. If the Committee rejects the proposal or if the Committee’s modifications change the intent or nature of the proposal, the Policy Owner may request a Presidential review of the proposal. The President may concur with the Committee’s decision or refer it back to the Committee with instructions to move the proposal to the next step.
  7. Employee Input and Feedback:
    1. Employees are given the opportunity to provide input and feedback on new or revised policies and procedures, except the 7000 series.
  8. Committee Recommendation:
    1. Following thorough discussion and consideration, the committee provides a recommendation to the Policy Steward and the College President for approval; or
    2. The committee provides a recommendation to the Policy Steward and the College President for rejection.
  9. College President Response:
    1. The College President shall accept, modify, or reject the Committee’s recommendation in writing, with rationale, within forty-five (45) days. If the President’s decision differs from the Committee’s, both the President’s and the Committee’s recommendations will be presented to the Board of Trustees.
  10. Procedures approved by the President are implemented after their first reading at the Board of Trustees meeting, while policies are forwarded to the Board of Trustees for consideration. 

Expedited Review Process 

In exceptional circumstances where urgent action is necessary, a policy owner may bypass the Policies and Procedures Committee and directly submit a proposed policy and procedure to the Compliance Coordinator for consideration. The policy owner must provide justification for the bypass request, outlining the urgency and necessity of immediate action. Upon review, if the Compliance Coordinator deems the request meets the criteria for urgent consideration, it will be forwarded directly to the College President for expedited review and decision-making. The College President will review the request and, if deemed appropriate, expedite the review process accordingly. This bypass option is valid for a period of 180 days from the date of submission to the President, after which the policy owner must follow the standard procedures outlined by the Policies and Procedures Committee. 

History 

Original Adoption: July, 1974 
Revised: January 26, 1978 
Revised: January, 1986 
Revised: January 26, 1989 
Revised: June 14, 2001 
Revised: May 8, 2014 
Revised: March 9, 2017 

Revised: July 20, 2022

Revised: May 2024