36-000-1 BOT 12-16-06, 11-17-11 MANUAL MAINTENANCE (PROCEDURE) An up-to-date version of the Policy and Procedure Manual of Oglala Lakota College will be maintained on the College’s official web site. Storing data electronically requires that new procedures are enacted to facilitate the process of access and uploading the documents in question. The following steps will be followed to accomplish this purpose: 1. The person or group bringing forward a modified or new policy/procedure will send the relevant document electronically to the appropriate standing committee of the Piya Wiconi Okolakiciye. (a) all modified or new policies and procedures must be accompanied by a routing slip (see 23-007-2 Policy/Procedure Recommendation – Exhibit). (b) the modifications to existing policies and procedures will be indicated on the document in the following manner: addition will be marked in bold; deletions will be marked in strike out; (c) New policies and procedures will not have an identifying code assigned at this time. 2. After approval by the full standing committee, the committee chair will send the routing slip (with his/her signature) and modified or new policy/ procedures to the Piya Wiconi Okolakiciye. Transmittal must occur electronically and via hard copy at this time. 3. If the Piya Wiconi Okolakiciye approves the modified or new policy/procedure, the chairperson will send all connected paper work both electronically and in hard copy to the Administrative Assistant of the College President for forwarding to the Board of Trustees. 4. Following the Board of Trustees’ approval, new policies/procedures will receive an appropriate policy number. The President’s Administrative Assistant will upload the modified or new policy/procedure to the College’s web site. 5. Updates of the Policy and Procedure Manual will occur within one month of Board of Trustees approval. 6. The Piya Wiconi Okolakiciye chairperson will be responsible for tracking the actions of the Piya Wiconi Okolakiciye and the Board of Trustees. The Piya Wiconi Okolakiciye chairperson will also advise the chairpersons of standing committees regarding the actions taken by the College President or the Board of Trustees using the routing slip (23-007-2). 7. A standing subcommittee of the Institutional Development Committee will review and revise the Oglala Lakota College Policy and Procedure Manual on an ongoing basis (a) The standing subcommittee will arrange to review approximately 20% of the Manual each year. (b) This standing subcommittee will establish the schedule for review for the following year prior to the last scheduled meeting of the Institutional Development committee for the academic year. This schedule will be forwarded to the Piya Wiconi Okolakiciye.
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