Policy 119: Adoption and Amendment of Policies and Procedures

119.1 Policy

The purpose of CEI’s Policies and Procedures Manual is to establish a safe, efficient and cooperative working environment; to establish the responsibilities and level of performance expected of all CEI employees; and to explain benefits provided to CEI employees. As new and unforeseen circumstances may arise from time to time, CEI will strive to update and create policies and procedures that keep in line with this purpose. The following procedures will be a guide for the initial adoption of and any future amendments to this Policy and Procedure Manual.

119.2 Procedures

The College of Eastern Idaho Affirms the collaborative role of Human Resources, the Faculty Senate, and the Staff Senate, and employees in the development and implementation of policies, procedures, and amendments. The Human Resources Department will take the lead in identifying and overseeing the creation of new policies or modifications, while ensuring active involvement from both Faculty Senate, Staff Senate, and CEI employees throughout the process.

Each policy is categorized under the appropriate division. The Vice President or Chief over the Division will be the “Lead” for that policy and procedure that is being created, reviewed, or amended.

Policy review and implementation will occur within the faculty 9-month contract timeline, except for an emergency sanction as outlined in procedure step 7.

1. New Policies: The division wishing to create a new policy will assemble a drafting committee comprised of at least one member of each department/division for whom the policy will have a direct impact. The proposed policy will then be forwarded to HR to enter the procedural stream at step 1. Emergency implementation of policies generated by legal counsel will be exempted from this.
    
2. Review and revision of existing policies will proceed to step 2.1 without the requirement for an initial drafting committee.

Human Resources identifies policies that will be reviewed each academic year. The list of policies, and schedule will be sent to CEI president, Vice President or Chief over the Division that serves as the “Lead” for that policy and procedure that is being created, reviewed, or amended.

1. 1. Faculty Senate President, Staff Senate President and legal counsel.
   2. The policy or procedure draft will then be reviewed by CEI president, Vice President, Faculty Senate President and Staff Senate President. Policies and procedures will be reviewed and classified as major or minor revisions needed. This list will be returned to Human Resources.
   3. Human Resources will generate a schedule of review completion dates by month from this list, to be shared with Faculty and Staff Senate presidents and legal counsel.
   4. Faculty Senate and Staff Senate will send the policies and procedures under review each month for review by CEI employees via email. Any comments, questions, or concerns from CEI employees should be addressed to their respective Senators. Senates will discuss and forward recommended comments to Human Resources and the Faculty Senate President will share their comments with the Staff Senate President and vice versa. CEI employees will review the draft for accuracy, intent and potential impacts to CEI’s mission. CEI employees will have 5 business days to review, comment and propose any amendments/alterations to their respective Senates. Senates will have an additional 5 business days to send comments to Human Resources.
      1.  In cases of Major revisions, these steps may occur prior to the month of expected review and not be limited to 10 business days. Human Resources, CEI President and Vice President, Faculty and Staff senate presidents will agree to a timetable for Major revisions.
          
3. Legal counsel reviews the draft for legal sufficiency.
   1. Upon return from Legal counsel, the draft will be returned to Faculty and Staff Senates for review.
   2. CEI Faculty and staff senates will review the draft and present changes from legal counsel within senate meetings or to all employees if changes are deemed significant. Senates will have an additional 5 business days to request clarification of legal counsel changes if needed.
   3. Changes that contradict the Legal guidance within a policy or procedure may not be considered. These will be noted for future review by all CEI employees.
       
4. Human Resources will send and present the policy to the President Advisory Council (PAC) for review of accuracy and intent. PAC will have 10 business days for review. If any additional changes are made by PAC, the policy process will begin again starting with Step 2. Human Resources will provide explanations of any comments, changes or concerns not incorporated to Senate Presidents within an additional10 business days.
    
5. The proposed draft will be sent for final approval. In matters regarding proposed policy changes, the Board of Trustees shall make the final decision. In matters regarding procedural changes, the Presidential Advisory Council (PAC) shall make the final decision. Procedural changes will follow the same steps as outlined in the policy and review process excluding seeking approval from the Board of Trustees.
    
6. Upon approval, the new policy, procedure, or amendment shall be added to the Policy and Procedure Manual in all its future publications by the Human Resources Department.
    
7.  In cases of emergency, as determined by the Human Resources Department, where such policies, procedures, or amendments need immediate implementation per State or Federal guidelines, the ten-day notice to CEI employees for review may be suspended and the proposed drafts may be sent directly for final approval In such cases, if the provisional policy, procedure, or amendment is approved, notice to all CEI employees shall be sent in the most direct and timely manner available. CEI employees should direct any concerns regarding any emergency policies or procedures to Human Resources in a timely manner. Policies implemented under emergency circumstances will be reviewed earlier than the 3-year review cycle, after 1 year provided, they are not directly involved in legal cases.

The Human Resources Department will maintain transparency of any current Policy and Procedure that are up for review by following these steps:

• Faculty Senate and Staff Senate will be given a list of policies that will be under review the month prior before adhering to these procedural steps to allow more evaluation time. The list will be given at the beginning of each month.
• Policies will not be reviewed during breaks (summer, spring, or holiday) or sent out on Fridays.

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