CNM Standard for Policies Procedures.doc CNM Standard for Policies & Procedures 1. Content Policies & Procedures must be legally sound. They should be written simply, taking our culture and constituents into account -­‐ students, employees, businesses, and the community. Include only enough detail for clarity, while allowing for appropriate flexibility in practice. 2. Layout a. Policies: Content & Order i. Section Number, i.e., Section II ii. Section Title, i.e., College Organization iii. Policy Number, i.e., 2.01. iv. Policy Heading, i.e., Governing Board v. Effective Date Revision 1: [Date] Revision 2: [Date] … vi. Paragraph Title (if any), i.e., Definitions vii. Body 1 1.1 1.1.1 ... Or bulleted list (see "f." below) b. Procedures: Content & Order: i. Procedure Number & Title, i.e., IS -­‐ 1416 Driver Eligibility ii. Category, i.e., Operations Effective Date: Revision 1: [Date] Revision 2: [Date] ... iii. Policy Cross-­‐References 1 9/16/2014 CNM Standard for Policies Procedures.doc -­‐ Examples: Governing Board Resolution, Governing Board Handbook Policy, Employee Handbook Policy iv. Introduction -­‐ Including topics such as purpose, background, applicability, etc. v. Paragraph Heading, i.e., Driver Eligibility Requirements vi. Body -­‐ Procedure Specific Categories -­‐ Including topics such as general information, roles & responsibilities 1 1.1 1.1.1 ... Or bulleted list (see "f." below) vii. Definitions (if any) viii. Forms (if any) ix. Supplemental Materials (if any) x. Reference Materials (if any) c. Color i. Approximate Microsoft Word equivalent to Blue PMS 280: Red = 0, Green = 73, Blue = 144 ii. Approximate Microsoft Word equivalent to Yellow PMS 116: Red = 255, Green = 210, Blue = 0 d. Spacing A single space based on the current font in use is included between sections and paragraphs. e. Bulleted Lists Within a Policy or Procedure Sample text sample text sample text. Sample text sample text sample text sample text sample test. Sample text sample text, sample text. A. Sample text sample text sample text sample text sample test. Sample text sample text, sample text: 1. Sample text sample text sample text sample text sample test. Sample text sample text, sample text. 2. Sample text sample text sample text sample text sample test. Sample text sample text, sample text. B. Sample text sample text sample text sample text sample test. Sample text sample text, sample text. C. Sample text sample text sample text sample text sample test. Sample text sample text, sample text. f.
Graphics: must be created within CNM or be in the public domain g. Grammar: Generally speaking, third person present tense should be used. 3. Procedure Numbering Scheme All procedures have a numbering scheme based on two content categories: Institutional Support IS 1000-­‐2000 Instructional Support IN 3000-­‐4000 4. Revision Control a. One primary owner will be identified for each policy and procedure b. One back-­‐up owner will also be identified, eliminating the possibility of a single point of failure c. DRAFT will be included in watermark on every policy or procedure that has not yet been approved d. Once approved, the DRAFT watermark will be removed and the current effective date will be included 2 9/16/2014 CNM Standard for Policies Procedures.doc e.
The final document will be kept in one place only as much as practical, with links to other sections if appropriate f.
Revision dates and status will be maintained by the Policies & Procedures Analyst (P&PA) on the Master Tracking Log document g. Archived hard copy documents will be maintained by the Policies & Procedures Analyst (P&PA) 5. Benchmark Institutions a. University of New Mexico b. Miami Dade College c. University of Virginia d. University of Arizona e. Northern Virginia Community College f.
PIE Comparative Data Organizations 6. Writing Process to Follow a. Determine need: Is the situation specific to one or just a few individuals? Is there already a policy or procedure in place? Is there existing material that could be modified to be used more broadly? Will there be the necessary level of support? Discuss in advance with the P&PA. Jointly determine who will compose the draft. Generally speaking, the subject matter expert will write the first draft. b. Outline components: What key points need to be included? Why? Who is the audience? Who are the key stakeholders? Who will review? Who will authorize? What approvals are needed? c. Research: What is the best way to convey intent? What best practices already exist? What are the potential pitfalls? d. Draft: Write a draft, circulate for comments from the P&PA and key stakeholders, and finalize the draft. e. Final Approval, Communication & Implementation: Refer to process flow chart for specific steps. For general reference on overall writing, refer to How to Write Effective Policies & Procedures By Beth Rifkin 3 9/16/2014