I. Justification and Statement of Policy

College policies protect the integrity of the College’s mission, reputation and operations, and support the management of operational risks.  This policy provides for a consistent and transparent process for the adoption of all College policies that ensures expeditious policy development coupled with the opportunity for robust debate and discussion by the College community.

II. Scope

This policy applies to all departments, faculty, professional staff, and students. All College policies must be developed, approved and distributed in compliance with this policy and published on the College’s policy website.  The Faculty Handbook, Diplomatic Congress policies/procedures, and department, unit, or organizational policies/procedures are not covered by this policy, but such policies, policy documents, or procedures may not conflict with College Policies. Any policy, regulation, rule, or procedure found to be in conflict with a state or federal law, rule or regulation shall be null and void to the extent of the conflict.

III. Definitions

1. College Policy: A mission-oriented rule with broad application throughout the College that provides guidance and assistance to the College community in the conduct of the College’s affairs, ensures coordinated compliance with applicable laws and regulations, reduces institutional risks, and promotes operational efficiency.  Questions regarding the differences between policies and procedures or the appropriate designation of a policy should be directed to the General Counsel.

2. Committee on College Policy Development (CCPD): A College standing committee responsible for advising the President on policy development, implementation, and revision, and ensuring that College community input and feedback are broadly sought, valued, and appropriately used, subject to CCPD’s standard operating procedures.  The CCPD is chaired by the General Counsel and will, at a minimum, include representatives from the following: Faculty Council, Staff Council, Risk Management and Compliance, Human Resources, Finance, and Student Affairs.  Other stakeholders may be invited to participate in the CCPD’s work when necessary to ensure that all interests and perspectives are recognized and discussed.

3. Policy Owner: The College officer (President, senior officer, or their designee) whose responsibilities cover the subject matter of the policy and who will have primary responsibility for policy dissemination, enforcement, ongoing policy review and maintenance, as well as the development of any training necessary to implement policy.

4. Policy Proposal: A document that explains the need and/or reasons for, summarizes the content of, and indicates the stakeholders who should be consulted during the development of any proposed new or revised College Policy.  

5. Procedures: Operational processes necessary to implement a College Policy or carry out specific institutional functions, providing details of who performs specific steps or when and how they should be performed.

6. Senior Officer: Divisional leaders of the College who report directly to the President.

IV. Policy

1. Policy Development and Approval: Any member of the College community, through the submission of a Policy Proposal form, or the Committee on College Policy Development (CCPD), on its own initiative, may initiate a College Policy or make recommendations to revise an existing College Policy. All Policy Proposals must be submitted to the CCPD, which will assess the need for the proposed policy in consultation with senior officers.  If the Policy Proposal is approved, the CCPD will designate the Policy Owner.

   Once the Policy Proposal has been approved, the Policy Owner will draft the proposed policy using the standard policy template.  During the drafting process, the Policy Owner is responsible for proactively seeking input from any stakeholders identified in the proposal, along with other appropriate members of the College community.  The CCPD will also make recommendations to the Policy Owner regarding shared governance committees, representative bodies (e.g. Faculty Council, Staff Council, Diplomatic Congress), or other constituents who should be consulted.  The CCPD will work with the Policy Owner to complete a draft of the policy.

   The Policy Owner, after receiving approval from the Senior Officer of the relevant division, will submit a completed draft to the CCPD for review. The CCPD, in its representative capacity, will revise, edit and comment as necessary in order to facilitate approval of the policy, and will submit any substantive issues to the Policy Owner for further review.  Upon agreement by the Policy Owner and the CCPD, the draft policy will be posted on the College policy website for fifteen (15) business days of review and comment from the College community. The Policy Owner, in consultation with the CCPD, will take comments under advisement and implement any necessary changes to the draft policy based on the comments received. As soon as possible thereafter, a proposed final draft will be presented to the President for approval.  The President will respond in writing to approve, reject, or request reconsideration of the policy provisions. The President may consult with appropriate parties as deemed appropriate.

2. Publication of Policies: Approved College Policies are published on the College Policy website as soon as practicable after review and approval. New policies or policy revisions will also be announced in the College’s official mediums of electronic communication to faculty, professional staff and students, as applicable.  When referencing College Policies, departments and units should hyperlink directly to the policy’s URL on the College Policy website.

3. Interim Policies: The President of the College reserves the right to establish interim policies, in consultation with CCPD, to address issues facing the College as necessary for health and safety, regulatory requirements, accreditation purposes, or other urgent needs. The interim policy, or interim revisions to an existing policy, will remain in effect until another version of the policy has undergone the complete policy process to be made permanent, or until the interim policy is repealed. 
   

4. Ongoing Policy Review and Maintenance: Policy Owners will review their policies annually in order to determine (a) whether the policy is still necessary; (b) whether updates, revisions, or other changes are needed; (c) whether there are gaps that indicate that a new policy should be developed; and (d) the necessity for associated training. The College reserves the right to revise any policies at any time without notice. All revisions supersede prior policy and are effective immediately upon approval.
   

5. Policy Repeal: A Policy Owner who believes that a College policy should be repealed may request the CCPD to review the policy. The CCPD will consult with the relevant Policy Owners regarding the policies it recommends for repeal, and submit a recommended listing to the President for review.  If the President agrees that repeal is appropriate, the policy will be repealed and the campus will be notified. 

V. Related Documents and Forms

Policy Proposal (Note: This document is currently under revision. Please contact fmpolicy@fandm.edu if you plan to submit a proposal.)
Policy Template

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Policy Maintained By: Office of General Counsel, Vice President of Legal Affairs and General Counsel
Original Effective Date: July 18, 2022
Last Revised: June 9, 2025