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Approval of Institutional Policies and Procedures

JSCC Policy Number: 1.01.00.00

TBR Policy Reference: 1:03:10:00

TBR Guideline Reference: Not Applicable

Approved By: President's Cabinet

Original Date Effective: 2010-01-14

Last Modified: 2023-06-12

Responsible Office: Compliance & Risk/President's Office

Jackson State Community College is required to follow TBR policies and guidelines by incorporating them into institutional policies and procedures. JSCC recognizes that faculty, staff and students are essential members of the campus community and contribute to the progress of the College. The purpose of this policy is to ensure that appropriate campus constituents participate in and make recommendations concerning the formation and revision of institutional policies and procedures.

All institutional policies must be categorized into the following major areas.

 Policies:

1 = Governance, Organization, and General (1.01.00, etc.)

2 = Academic (2.01.00, etc.)

3 = Student (3.01.00, etc.)

4 = Business and Finance (4.01.00, etc.)

5 = Personnel (5.01.00, etc.)

6 = Sexual Discrimination/Harassment/Misconduct (6.01.00, etc.)

7 = Safety and Security (7.01.00, etc.)

  • = Athletic (8.01, )

Guidelines:

A = Academic (A-010, etc.)

B = Business and Finance (B-010, etc.)

G = General (G-010, etc.)

P = Personnel (P-010, etc.)

S = Student (S-010, etc.)

All policies will be sequentially numbered using a multi digit number. The first digit will designate the major division, the following digits designate the corresponding TBR Policy Number (when possible), and the last digits will designate the College’s approval order. 

Guidelines will use an alphanumeric character followed by three-digit number.

  1. All changes in existing and future institutional policies will be developed in accordance with the exact headings, margins, and format of this policy.
  2. President's Cabinet members are responsible for ensuring that appropriate institutional policies are developed and/or revised for areas under their supervision. Offices responsible for updating are assigned during the initial approval process.
  3. Approval Process

The approval process shall be as follows:

      1. Proposed institutional policies or non-editorial policy revisions must be recommended by the President's Cabinet member responsible for the area proposing the policy.
      2. Proposed new policies and policy revisions will be presented to the President's Cabinet for initial review and determination of routing for comments.
      3. Policy changes that are editorial in nature will not be subject to the full approval process (does not require ten (10) day review), but will require approval by the President's Cabinet and president.
      4. Exceptions to the ten (10) day review period can be made unanimously by the President’s Cabinet.
      5. Comments may be requested from Faculty
        Senate, Staff Council and ProTech Council. When comments are received, they should be presented to President's Cabinet for review prior to final approval of the policy. If no comments are received within ten days from the date of the initial request for comments, the policy may be presented to President's Cabinet for final approval at the following cabinet meeting. The Compliance & Risk Office (CRO), along with the President’s Office, will coordinate the receipt of comments by representatives of these campus groups.
      6. The Originator of the policy revision   must complete a Policy Transmittal form and a Word, red-lined copy of the policy within the campus’ Dynamic forms portal.  The policy revision will then be approved by the originator’s direct supervisor and the CRO before being routed to the appropriate division Vice President for presentation to the President’s Cabinet.
      7. The president must formally approve the Policy Transmittal form for each policy and/or policy revision. This action will be taken, using the Dynamic form portal, after the item is officially approved by the President’s cabinet.
      8. After formal approval, electronic copies of new or revised policies, along with the completed Policy Transmittal form signed by the president, will be forwarded to the CRO. 
      9. Upon receipt of approval of new or revised institutional policies, the CRO, President’s Office or Cabinet representative will provide campus-wide notification via electronic mail indicating the name of the new or revised policy, the date approved, and the availability of the updated policy on the JSCC website.
      10. The CRO and President’s Office will maintain the official copy of all institutional policies, including archival copies within a campus shared drive. Offices that wish to maintain hard copies of the institutional policy manual should use the JSCC online policy manual as their reference resource for making copies.
      11. The CRO will be responsible for initiating reviews of all policies.
      12. Upon approval of new or revised TBR or college policies, any conflicting provisions/language of existing JSCC policies will become null and void unless the JSCC policy is more stringent than the revised TBR version. In addition to responsibility for modifications to policies arising from TBR actions, designated offices shall also be responsible for modifying JSCC policies when college practices change.

 D.  The institutional process for policy review shall be as follows:

      1. Annually in July, the CRO, with the President’s Office's assistance, will review policies for editorial changes, such as change of job titles, committee titles, etc., and bring these changes to President’s Cabinet for approval.
      2. The CRO will review system policy approvals after each quarterly TBR meeting to determine if modifications to existing JSCC policies should be made or new institutional policies developed. The CRO will notify the responsible President’s Cabinet member and request that a policy modification or new policy be brought before the President’s Cabinet.
      3. A full review of JSCC policies will be conducted on a four-year rotating basis, with the CRO developing a 4-year matrix for review, assigning 1/4 of college policies per year across all major areas. The designated President’s Cabinet member will conduct the review and bring any modifications to the Cabinet for review and approval following the policy revision process
      4. The revised policy dates should be indicated at the bottom of the last page of each policy.

Jackson State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees.  As a member institution of the SACSCOC, Jackson State is required to comply with all policies of the commission.  The Director of Institutional Research and Accountability, as accreditation Liaison with the commission, shall be responsible for continually auditing Jackson State policies and practices to ensure the college complies with SACSCOC policies, including the establishment of any institutional policies required by the commission.  Any finding of non-compliance will be brought before the President’s Cabinet for appropriate resolution.