Holland College Policy Development Process
The following is a summation of Board Regulation 10-01-1 (Policy Development Process), Board Regulation 10-01-3 (Policy Documents) and Administrative Regulation 10-01-1 (Administrative Regulations, Operational Guidelines and Procedures). While every attempt has been made to ensure the accuracy of this document, in the case of any discrepancy, the Board Regulation and the Administration Regulation will be considered accurate.
In the policy development process, it is essential that the statements comply with the Holland College Act and the various Provincial and Federal Acts and Regulations that impact on the responsibilities of the Board of Governors. Policies must embody the Mission Statement, beliefs and objectives of the College. Policies and Regulations are approved by the College's Board of Governors. Management implements these statements through the development of Administrative Regulations, Operational Guidelines and Procedures.
The following provides an explanation of each step in the policy development process:
Policy
Statements which set out corporate philosophy and principle and provide direction and assistance to the Board of Governors and the College community. Policy Statements are broad statements which incorporate the vision that the Board sees for the College. They are not usually lengthy nor do they provide the specifics required for implementation. These statements must have Board approval prior to implementation. Statements of policy are developed by the Board with input from the college community upon request or the staff may develop policy for the consideration and approval of the Board.
Board Regulations
Regulations delegate responsibility for implementing Policy and where necessary set parameters limiting the discretion of College members when implementing policy. Issues that require either input from the Board or where the Board is involved in the approval process must be at the regulation level. Regulations are developed by the Board with input, upon request, from the college community, or staff may develop regulations for consideration and approval of the Board. These regulations are approved by the Board prior to implementation.
Administrative Regulation
An Administrative Regulation is a rule or directive adopted by the President in managing the day to day operations of the College, and may include a provision delegating the responsibility for implementing a Board Policy, Board Regulation, or an Administrative Regulation, to appropriate college staff.
Administrative Regulations are statements by the President clarifying College policy, further delegating responsibility for implementation and providing detail around how Policy will be implemented at the College. Administrative Regulations set out the parameters within which the policy is to be implemented and provide guidance to staff on the manner in which they carry out the policy. Administrative Regulations should be succinct and clearly outline the parameters in which the College operates. Input should be sought from the various stakeholders to gain a number of perspectives to ensure that Administrative Regulations are written for ease of implementation. These are developed and approved by the Management Executive Committee (MEC) with input from the college community, or staff may develop Administrative Regulations for consideration and approval of the MEC. Administrative Regulations have to be approved by MEC prior to implementation.
(For full details on the Development and Approval of Administrative Regulations, Operational Guidelines & Operational Procedures refer to Administrative Regulation 10-01-1.)
Operational Guidelines
An Operational Guidelines is a statement adopted by the President that provides guidance in relation to the interpretation of a Board Policy, Board Regulation, or Administrative Regulation, or that contains an instruction regarding its implementation. While Operational Guidelines are not mandatory, they should be followed by College staff unless there is a good reason not to do so.
Procedures
Procedures are developed either by the Quality Coordinator in consultation with the college community or by individual units/departments to further define the process through which the Administrative Regulation will be implemented. Procedures will clarify the process for the staff responsible for implementing the regulation as well as for staff who must comply with the regulation. These procedures will reflect the Board's policies and Management's Administrative Regulations and stay within the parameters set by these documents.
Quality Procedures are authorized the President and all other procedures on this website are approved by the Management Executive Committee.
In the context of this document, a unit means the group of people responsible for maintaining the guidelines.
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