23-003 08/24/89 02/24/82 POLICY AREAS (POLICY) 1. Every aspect of the role and mission, functions, and responsibilities of the college are included in the Policy and Procedure Manual. Three factors are considered in establishing categories of policy and procedure items. These three considerations were: (1) classifications must represent commonly acceptable, functional categories; (2) classifications must reflect the general organizational structure of the College; and (3) separate categories must be assigned to areas where numerous rules, regulations, and administrative procedures exist. 2. Based on the above considerations, nine broad categories were established. Each broad category includes sections on goals, objectives and functions as well as appropriate policies and procedures, as indicated below: a. Organization: Includes the foundation, creation and authority for the existence of he Oglala Lakota College. b. Board Operations: Includes the organization of the Board, its meetings, policy development, records and ethics. Also provides procedures on shared governance c. Administration: Includes roles, organization structures, functions and procedures of administrative units. d. Business Services: Includes purchasing and receiving, plant maintenance and operation, support services and auxiliary enterprises. e. Fiscal Services: Includes purchasing and receiving, plant maintenance and operation, support services and auxiliary enterprises. f. Personnel: Includes program relating to the employment of professional personnel, classified personnel, para-professional personnel, hourly wage personnel and student employees. g. Instructional and Academic Services: Includes program development, course development, faulty assignments, schedules, instructional resources, academic standards and evaluation systems, and other instruction-related functions and activities. h. Student Services: Includes admissions and records, counseling, financial aid, student activities, job development, student health services, veteran's affairs, rights and responsibilities of the students. i. Community Services: Includes relationships with the College Centers and the general community of the Pine Ride Reservation; relationships with state institutions; and, of course, delineation at the college center level. 3. The OLC Policy and Procedures handbook is based on a nomenclature consisting of: a. Policy Statement b. Procedures c. Supporting Materials In some cases, all or part of just one item may be found, depending on the need for clarification and/or guidance. Procedures and Supporting Materials do not bear the weight of Policy and should be considered as interim provisions, pending further policy definitions by the Board of Trustees. DEFINITION OF ITEMS 1. Policy Statements Policy delegates broad authority to the President, and serve as guidelines for the President in his delegation of authority and responsibility. Policies are developed and approved through the Policy Development procedures as outlined in this handbook. Policies should exist to justify all existent procedures and statements. Policy requires the approval of the Board of Trustees, and meet the following criteria: a. Policies are statements of principles, which form the basic operational framework. Policies establish broad objectives, norms and lines of authority. They fix responsibility, aid in decision-making, and increase efficiency of operation. b. Generally, policies are broad in scope and define limits within which judgment and discretion may be exercised. Some policies, however, may be quite specific. c. Policies reflect the scope of authority exercised by the governing board of other agencies exercising authority over the College. d. Because of their nature, policies are less subject to change than regulations and procedures. 2. Procedures Procedures are systematic steps to be followed in implementing college policies and guidelines. They describe processes, methods and forms to be used in the accomplishment of college functions, activities and programs. Procedures provide the "how, who, when and where" level of guidance. Some procedures are derived from federal agencies or cooperative agreements with state institutions. Procedures have the following authority and limits of authority: a. Procedures are binding on the College. b. Procedures are implemented by college staff by the authority vested in them in their job descriptions. c. No procedure shall exist which is in conflict with college policies. d. Procedures will normally be backed by written policies. e. Procedures will normally be developed by the staff member(s) responsible for the function involved. f. Procedures will be presented to the President's staff for approval but this does not preclude the President from issuing procedures as necessary for the operation of the College. 3. Supporting Materials Supporting materials are usually derived form sources outside the College and are considered to be pertinent, appropriate and directly useful in the College operations. These materials add to the utility of the Manual and provide further interpretation of items in the Manual. They may include suggestions for guidance by outside agencies and organizations. a. Supporting materials do not carry the direct authority of policy, regulation or procedure. b. Although supporting materials do not have the authority of College policies, regulations or procedures, these materials provide interpretations and guidelines that may be appropriately utilized by College staff. c. Supporting materials may be thought of as items in an Appendix. They normally are derived from sources outside the College and, therefore, are not subject to the usual procedures of development and approval. d. The President or President's staff must approve the inclusion of these items in the Policy and Procedure Manual.
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