Policy Number: V-4
Last Reviewed: June 27, 2025
Responsible Dept.: Institutional Effectiveness
A signed copy of this policy is available in the President’s Office.
Purpose
The purpose of this policy is to establish a standardized framework for the development, review, and dissemination of policies within the community college, ensuring clarity, consistency, and compliance with legal and ethical standards.
Policy Development Process
- Initiation: a. Any college staff, faculty member, or administrative unit may propose a new policy or revision. b. Proposals should be submitted to the designated Executive Team Member. See Policy Dissemination Chart (PDF) for appropriate executive member to submit policy to.
- Review and Approval: a. Executive Team member will facilitate a review process involving relevant stakeholders and/or shared governance team, including legal counsel, if necessary, see Policy Dissemination Chart (PDF). b. Final drafts will be submitted to the College Council (and if applicable to the Local Board) for approval.
- Publication and Accessibility: a. Approved policies will be published on the college website. b. A central repository will be maintained for easy access by the college community. c. Periodic reminders and updates will be disseminated to ensure awareness.
- Training and Communication: a. Faculty and staff will receive training on new and revised policies during in-service. b. New Policies and policies edits will be announced in the employee and student bulletins.
- Regular Review: a. Policies will undergo scheduled reviews every five years to ensure relevance, compliance and consistency with the VCCS, DHRM, State and federal law. VWCC policies will be retired if redundant with VCCS or State policy. b. Necessary revisions will be proposed, and the approval process will be followed.
- Legal Compliance: a. Policies will be drafted and reviewed in compliance with local, state, and federal laws. b. Legal counsel will be consulted for complex or sensitive matters.
- Policy Retention: a. An archival system will be maintained by the President’s Office to store historical policy versions. b. Official Institutional copies of policies will be maintained by the President’s Office. c. Retained policies will be accessible for reference and audit purposes by contacting the President’s Office.
- Exceptions and Amendments: a. Exceptional cases may arise that necessitate deviation from established policies. b. Amendments may be proposed and approved through the same process outlined in this policy.
- Responsibilities: a. The Executive Team member will oversee the policy development process. b. Stakeholders involved in the review and approval process will fulfill their designated responsibilities promptly.
- Conflict Resolution: a. A process for addressing disputes or conflicts related to policies will be established, emphasizing resolution through collaboration and communication. Adherence to this policy is mandatory for all members of the college community. Any deviations or exceptions must be documented and approved through the designated channels.
This policy is effective June 27, 2025 and subject to periodic review for continuous improvement.
Please refer to the Procedures for Policies (PDF) for step-by-step processes and procedures.
Contact Information
The Associate Vice President of Institutional Effectiveness manages the Policy approval process. Please contact ie@virginiawestern.edu with any questions or concerns.
