A13xx.01 Policy Numbering

 

Statement

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All College policies will bear a five-digit alphanumeric code.  The alphanumeric code reflects specific information about policy type, policy category, and policy chapters.  The following encoding process is used:  

For all policies, the first (alpha) digit will designate document type.

          A – Administrative policy, operating standard and/or guideline.

          B – Board policy, operating standard and/or guideline.

 

For Board policies, the first (numeric) digit will designate the following policy categories:

          1 – Strategic Outcomes

          2 – Delegation

          3 – Executive Limitations

          4 – Bylaws 

 

For Administrative policies, the first (numeric) digit will designate the following policy categories:  

          1 – General College

          2 – Academic Affairs

          3 – Student Affairs

          4 – Human Resource

          5 – Business & Financial Services

          6 – Information Technology

          7 – College Facility

          8 – Public Relations

          9 – College Advancement (Foundation)

 

For the (1) General College category, the second (numeric) digit will designate the following chapters:
          1 – Legal

          2 – Health & Safety

          3 – General Behavior

          4 – Records Management

          5 – Institutional Effectiveness

          6 – Institutional Research

 

For the (2) Academic Affairs category, the second (numeric) digit will designate the following chapters:

          1 – Curriculum Management

          2 – Academic (Learning) Standards

          3 – Faculty Standards

          4 – Teaching Standards

 

For the (3) Student Affairs category, the second (numeric) digit will designate the following chapters:

          1 – Admissions

          2 – Financial Aid

          3 – Enrollment Services

          4 – Student Life

 

For the (4) Human Resource category, the second (numeric) digit will designate the following chapters:

          1 – Employment & Classification

          2 – Compensation, benefits rewards, recognition       

          3 – Vacation and Leaves of Absence

          4 – Payroll

          5 – Ethics & Conduct

         6 – Privacy & Records

         7 – Dispute Resolution

         8 – Performance Review

         9 – Safety & Wellness

 

For the (5) Business & Financial Services category, the second (numeric) digit will designate the following chapters:

         1 – Financial/Fiscal Services

         2 – Budget   

         3 – Procurement

         4 – Auxiliary Services

         5 – Risk Management

         6 – Vehicles & Equipment

         7 – Grants & Contracts

         8 – Property Disposal

         9 – Naming College Property

 

For the (6) Information Technology category, the second (numeric) digit will designate the following chapters:

          1 – Information Management

          2 – Infrastructure   

          3 – Technology Use

          4 – Security

          5 – Web Standards

          6 – Cell Phones & Wireless

          7 – Data Classification & Standards

 

For the (7) College Facility category, the second (numeric) digit will designate the following chapters:

          1 – Buildings and Grounds

          2 – Construction    

          3 – Plant Operations

          4 – Facility Usage

          5 – Parking

          6 – Security

          7 – Emergency Operations

          8 – Shipping & Receiving

 

For the (8) Public Relations category, the second (numeric) digit will designate the following chapters:

          1 – Media Relations

          2 – College Publications

          3 – External Communications & Promotional Material

          4 – Internal Communications

          5 – Printing/Copy Services

          6 – Design Standards

 

For the (9) College Advancement (Foundation) category, the second (numeric) digit will designate the following chapters:

          1 – Planned Giving

          2 – Acceptance & Acknowledgement of Gifts   

          3 – Donor Recognition

          4 – Fundraising

          5 – Endowment

          6 – Events

          7 – Prospect Research

          8 – Ethics

          9 – Alumni & Friends

The last two digits of all policies will be the policy number. 

The following example illustrates how the convention will be used:

A3411
Document Type (alpha)	Category (numeric)	Chapter (numeric)	Number (last 2 digits) (numeric)
A – Administrative	3 – Student Affairs	4 – Student Life	Policy 11

 

If operating standards and/or guidelines are connected to a policy, then the same convention will apply for the five-digit alphanumeric code and a period (.) plus a two-digit number will be added to identify the operating standard.  To illustrate this concept using the same policy number from above, the following applies:

 

Change Log	Governance Unit: Executive Council
Date	Description of Change
08-22-24	Annual Review, No Changes