arrow_circle_left Back to All Policies

Approval of Institutional Policies and Procedures

Approved by: Dr. George Pimentel, President

Original Date Effective: 2010-01-14

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 five digit number. Guidelines will use an alpha numeric 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 thirty (30) day review), but will require approval by the President's Cabinet and president.
      4. Exceptions to the thirty (30) day review period can be made with unanimous vote by the President’s Cabinet.
      5. Comments may be requested from Faculty Council, Staff Council, ProTech Council, and Student Government Association as appropriate. 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 thirty days from the date of the initial request for comments, the policy may be presented to President's Cabinet for final approval. The Office of Research and Accountability (ORA) will coordinate receipt of comments by representatives of these campus groups.
      6. The President's Cabinet member assigned responsibility for maintenance of the policy must complete a Policy Transmittal form.
      7. The president must formally approve the Policy Transmittal form for each policy and/or policy revision.
      8. After formal approval, a hard copy of new or revised policies, along with the completed Policy Transmittal form signed by the president, will be forwarded to the ORA by the office responsible for the policy. In addition, a copy of new or revised policies should be forwarded electronically to the ORA for addition to the on-line policy manual.
      9. Upon receipt of approval of new or revised institutional policies, the ORA 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 ORA will maintain the official copy of all institutional policies, including archival copies. Offices that wish to maintain hard copies of the institutional policy manual should use the JSCC on-line policy manual as their reference resource for making copies.
      11. The ORA 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 college policies will become null and void. 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.
    2. The institutional process for policy review shall be as follows:
      1. Annually in July, the ORA will conduct a review of 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 ORA will review system policy approvals made following each quarterly TBR meeting to determine if modifications to existing JSCC policies should be made or new institutional policies developed. The ORA 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 three-year rotating basis, with the ORA developing a 3-year matrix for review, assigning 1/3 of college policies per year across all major areas. The designated President’s Cabinet member will be responsible for conducting the review and bringing any modifications to the President's Cabinet for review and approval.
      4. The dates a policy is revised 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 degree.  As a member institution of the SACSCOC, Jackson State is required to comply with all policies of the commission.  The Director of the ORA, as accreditation Liaison with the commission, shall be responsible for continually auditing Jackson State policies and practices to ensure the college is in compliance 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.