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PPM 23-003 Policy Areas and Definitions (Policy) on www.olc.edu

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                                                                             23-003    8/24/89
                                                                                       2/24/82


                              POLICY AREAS (POLICY)

1.   Every aspect of he 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, faculty 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 Ridge 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 serves 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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