Board Policy and
Administrative Procedure
Revision Project
Dr. Jane B. Wright
Policy and Procedure Service Consultant
Community College League of California
Tatiana Bachuretz & Cheryl Romer
Project Coordinators
Cabrillo College
Board Policy and
Administrative Procedure
Revision Project

Agenda
Introduction
 Overview of the League Policy &
Procedure Service
 Cabrillo Review Flowchart
 Cabrillo Policy & Procedure Web Pages
 Goals for Spring 2014 and Success of
the Project

About the P & P Service


Template language for
165 Board Policies and
216 Admin. Procedures = 381 Documents
Policy
Seven Chapters
Chapter 1:
The District
Chapter 5:
Student
Services
Chapter 2:
Board of Trustees
Chapter 6:
Business and
Fiscal Affairs
Chapter 3:
General
Institution
Chapter 7:
Human
Resources
Chapter 4:
Academic Affairs
Procedures in all chapters except Chapter 1
General Assumptions
Local control & flexibility
 Local decision-making processes
 Useful and accessible documents
 Differentiate between policy and
procedure
 Minimum language that is
required by law

Policy/Procedure Foundation

State and Federal Statutes


Title 5 Regulations



Ed Code, Gov. Code, Penal Code, U.S. Code,
Fed Regulations, United States Code
Enacted by the California Community
Colleges’ Board of Governors
Chancellor’s Office minimum conditions
Accreditation standard compliance
Differentiating
Policy & Procedure
1) General goals and acceptable
practices
Board Policies
2) Establishes the “what”
3) Delegates implementation
responsibility to Supt./President
(BP 2430, EC 70902, Accreditation
Standard IV.B.1.j)
Administrative
Procedures
1) Prescriptive details - Establishes the
“how”
2) Further defines acceptable practices
Board Policies
The Board represents the public
 Policy is the voice of the Board

Adopts policy
 Relies on policy to direct institution

Policy is best expressed as broad
statements; succinctly written
 Sets standards for the District
 Legally binds District

Administrative Procedures
Regulations, rules, college
procedures
 Implement Board policy
 Address District operations

How general goals are achieved
 Further define “acceptable practices”

Classification Levels

Legally required by law or regulation






Required to have a policy or procedure
Required to do the action/fulfill the condition
Meet accreditation standards
Legally advised

Protects District from liability

Strengthens District’s position in litigation
Suggested as Good Practice/Optional
District-specific policies/procedures
Cabrillo’s
Former BP & AR Documents




Contained redundancy/conflict between different policies with
some procedural language embedded in policy
Proved difficult to cross-reference to League Policy & Procedure
templates
Former numbering system was confusing; making it difficult to
insert new policies/procedures
Previous format did not contain all necessary information (e.g.,
references to correct legal citations)

Created difficulties in tracking revisions and review dates

Slowed down the policy/procedure review and adoption process
Board BP/AP Review
Flowchart
Propose &
Draft
Review &
Approve
•Prepare Draft Policy (BP)/Procedure (AP) using recommended template (include related legal cites)
•Submit Policy/Procedure Proposal Form and Draft Policy/Procedure to Vice President of responsible area
•Note related documents (catalog, schedule of classes, handbooks) and similar existing policies/procedures
•Vice President reviews Proposal Form and draft BP/AP and seeks input from constituency groups as appropriate
•Vice President submits proposed BP/AP for Cabinet review
•Revise Proposal Form and draft BP/AP as necessary
•Submit Proposal Form and draft BP/AP to Policy & Procedure Review Committee
•APs vetted by the Policy & Procedure Review Committee submitted to CPC/Admin Council to Supt./President's Office for
final approval (APs only) & uploading to Policy/Procedure Website
•BPs vetted by the Policy & Procedure Review Committee submitted to CPC/Admin Council. The BPs approved by
Implement CPC/Admin Council are submitted to Supt./President's Office for Board Agenda - 1st reading, 2nd reading
& Announce •Upload policies that are officially adopted by the Board to the Policy/Procedure Website
Maintain &
Review
•Supt./President's Office or designee maintains Policy/Procedure Website
•Policies and procedures reviewed every five years to coincide with the accreditation cycle
•Supt./President's Office or designee monitors legal updates to policies/procedures and submits necessary revisions
through the process
Completed BP/APs Posted
on Web
Current BP/AR Web Page
New BP/AP Web Page
Spring 2014 Goals

Convert numbering of all current Cabrillo
Policies and Regulations to the Policy &
Procedure Service Numbering (see Cross
Reference Matrix on website).

Ensure all Cabrillo Policies and Procedures
are current -- review language against Legal
Update 13 (issued 8/07) – Update 23 (issued 11/13).
Next Steps
Cabrillo’s updated Policies & Procedures will be:
 Aligned with Policy & Procedure Service numbering
making legal updates easier
 Posted on the Board’s web page for community,
students, employees to access with revision date
 Vetted through a comprehensive review process
 Included in a regular, ongoing review cycle tied to
accreditation
 Cross-referenced with information contained in
catalog, schedule, student handbook, web pages
 Coordinated in a tracking system to monitor
progress