Portland Community College | Portland, Oregon

Operating Policy and Procedure

OP 10.001 Policy Governance and Administration Standards

• Date: October 2, 2024
• Purpose: The purpose of this Operating Policy (OP) is to provide a policy governance framework that clarifies, standardizes, and enhances the structure and format of policies.
• Review: This OP will be reviewed in October of odd-numbered years by the Office of the President, with revisions forwarded through the College Governing Bodies and President’s Cabinet.
• RACI:
  • Responsible: President’s Cabinet
  • Accountable: President
  • Consulted: EAC, ASPCC, Board
  • Informed: College community
• Policy advisor: President
• Related policies:
  • B213 College President’s Duties and Responsibilities
  • B2410 Board Policies, Bylaws, and Administrative Procedures

Policy/procedure

1. Scope: This policy applies to the development, revision, review, implementation, maintenance, and archival of policies at Portland Community College.
2. Policy governance:
   • The President is accountable for organizing personnel for effective governance of the College and for preparing in detail, where applicable, the procedures for implementing the approved policies.
   • Policy governance is a part of the structure that directs College activities by:
     1. Ensuring a college-wide approach to the development, establishment, review, and communication of policies to ensure relevance, clarity, objectivity, and consistency with internal and external regulations.
     2. Defining the roles, responsibilities, and authorities in relation to the development, establishment, and review of policies.
   • The Policy Governance Framework supports the College’s governance infrastructure, objectives, and principles for policy development and review to ensure high-quality, consistent policies that reflect and embed College values, comply with legal requirements, ensure quality assurance, reduce risk, and are readily accessible and understood by the College community.
3. Approving authority:
   1. The Board of Directors is the approving authority for all Board Policies (BPs).
   2. The President is the approving authority for all Operating Policies and Procedures (OPs and PRs).
4. General policy:
   • All official Portland Community College policies are formally adopted, communicated, implemented, and maintained in a standard format established by the College. Individuals responsible for formulating, implementing, and maintaining College policies must comply with the requirements outlined in this document for drafting, vetting, endorsing, and/or approving the adoption, amendment, or archival of policies.
   • All policies must maintain consistency with applicable federal, state, or local laws, rules, and/or regulations.
   • Policy Governance and Administration Standards are intended to fulfill the following objectives for the College:
     • Promote consistency and ensure quality assurance, monitoring, and systemized review of policy documents;
     • Provide a college-wide standard for developing policies and procedures;
     • Align with the Northwest Commission on Colleges and Universities accreditation standards;
     • Maintain a current and accessible online policy library;
     • Facilitate continuity regardless of changes in personnel assignments; and
     • Ensure the periodic review and updating of all college-wide policies and procedures;
     • Support clear communication, implementation, and adoption of all policies and procedures.
5. Definitions:
   1. Policy: A policy is a set of guiding principles and rules formally adopted by Portland Community College’s Board of Directors and/or the College President. It provides a dynamic framework for decision‐making, operational procedures, regulatory compliance aligning with the College’s mission and values, and external obligations. Policies guide actions, behaviors, and the overall direction of the college while promoting efficiency, managing risk, and ensuring responsiveness and accountability to external changes and requirements.
   2. Board Policies (BPs): High-level, strategic directives formally approved by the Board of Directors. These policies establish the foundational framework of the college, articulating overarching goals, approved practices, and rules. They define the ‘what‘ in terms of the college’s institutional objectives and core values. While not delving into specific operational details, Board Policies are instrumental in setting the general (or strategic) direction of the college and significantly influence decision-making for the effective management and execution of college activities at various levels, including divisions, departments, programs, and services. They ensure alignment with the college’s long-term vision and mission while promoting accountability, transparency, and compliance with laws and regulations.
   3. Operating Policies (OPs): Serve as comprehensive, actionable guidelines and protocols guiding, directing, and informing the operational needs of the college. Formally approved by the President, these policies and procedures define the ‘how‘ of overall institutional administration. They offer frameworks and detailed instructions for the effective management and execution of college activities at various levels, including divisions, departments, programs, and services.
   4. Procedures (PRs): Detailed, step-by-step instructions that translate Operating Policies into actionable processes. Procedures are developed and implemented to ensure consistency in the day-to-day operations of the college, providing clear guidance on the specific tasks, responsibilities, and workflows necessary to implement Operating Policies. They define the ‘who,’ ‘what,’ ‘when,’ and ‘where‘ of operational activities and ensure that tasks are carried out in compliance with institutional policies, legal requirements, and best practices. Procedures are flexible enough to allow for adjustments as needed.
   5. College community: The College Community encompasses all PCC employees and students, who collectively engage in, contribute to, and are impacted by the policies and practices of the institution.
6. RACI: Responsible, Accountable, Consulted, Informed: The RACI (Responsible, Accountable, Consulted, Informed) framework is a key component of the policy development and review process, clarifying the roles and responsibilities of various individuals and groups involved. Following is a description for each role within the framework:
   1. Responsible: Identifies a primary person/group tasked with ensuring the successful execution of activities within the policy development and/or review process, which encompasses adhering to specific process protocols. This role may involve coordination, participation in, and/or facilitation of essential activities and tasks, as well as aiding in the determination of the appropriate parties to consult at each phase of the process.
   2. Accountable: Signifies that a person (identified by a specific position title) holds the duty to ensure adherence to the established Policy Governance Administration Standards.
   3. Consulted: Means that a person/group is a key collaborator for a policy category and/or specific policy. They do not manage the policy category; rather, through their direct knowledge, expertise, or ideas, they are consulted to inform the development/revision of policies. This also includes those responsible for implementing the respective policy.
   4. Informed: Refers to a person/group who may be directly involved in the development/revision of policies, but they are kept in the loop and provided important updates and information accordingly.
7. Policy Advisor(s):
   • Each policy document is assigned a Policy Advisor(s) or designee who is responsible for its development, review, and implementation. The Policy Advisor(s) or designee is responsible for monitoring, assessing, and providing assurance on the effectiveness of their respective policy documents and remedying any deficiencies.
   • The Policy Advisor(s) are designated, by job function, to the respective policy document. This designation is made by the accountable Executive for the associated Policy Category RACI Matrix.
   • When developing and reviewing policy documents and related content, Policy Advisors must:
     1. Ensure policies state clear high-level principles relating to the College’s governance and administration decision-making and identify roles and responsibilities for specific tasks and/or activities.
     2. Align delegations with decision-making responsibilities.
     3. Incorporate operational detail in procedural documents, which set out the necessary processes, practices, or actions to give effect to policy.
     4. Use clear, succinct, person-centered, accessible, and inclusive, non-discriminatory language.
     5. Adhere to the established Policy Governance Framework and utilize the prescribed policy document templates, forms, and resources.
     6. Ensure that relevant stakeholders are adequately consulted during the review and development process.
8. Policy categorization:
   • All policy documents will be attributed to one of the following categories:
     • 1.0 College Governance
     • 2.0 College Administration
     • 3.0 Academic Affairs
     • 4.0 Student Affairs
     • 5.0 Information Technology and Security
     • 6.0 Financial Management
     • 7.0 Facilities, Safety, and Operations
     • 8.0 Personnel and Employment
   • The following category definitions will determine the classification of an individual policy document:
     • 1.0 College Governance: Policies encompassing the College’s governance structure, decision-making processes, and the roles and responsibilities of the Board of Directors, ensuring transparency and accountability in college operations.
     • 2.0 College Administration: Policies pertaining to the internal management and administration of the institution. These include policies covering administrative directives, compliance, accreditation, adherence to laws and regulations, and ethical standards.
     • 3.0 Academic Affairs: Policies related to the College’s academic programs, curriculum development, academic integrity, faculty roles and responsibilities, educational quality, and student assessment.
     • 4.0 Student Affairs: Policies focused on supporting and enhancing the student experience, addressing matters such as student services, conduct codes, campus life/engagement, and support services to promote student success and well-being.
     • 5.0 Information Technology and Security: Policies encompassing information security, technology infrastructure, and data management. IT addresses cybersecurity measures, technology usage guidelines, and data protection to safeguard the college’s digital assets.
     • 6.0 Financial Management: Policies related to budgeting, accounting, investments, student accounts, procurement, financial reporting, and risk management. They ensure responsible fiscal stewardship, transparency, and compliance with financial regulations.
     • 7.0 Facilities, Safety, and Operations: Policies governing the use, maintenance, and safety protocols for campus facilities. It also includes sustainability initiatives and operational guidelines, ensuring a secure and efficient campus environment.
     • 8.0 Personnel and Employment: Policies pertaining to hiring, employment and work conditions, professional development, training and development, and employee conduct, fostering a positive and inclusive work environment.
9. Policy numbering:
   • Policy sections and numbering for BPs will be as follows:
     • Sections: 1.00, 2.00, 3.00, 4.00, 5.00, 6.00, 7.00, 8.00
     • Numbering: Individual Policy numbering will follow in sequence, for example, 1.001, 1.002, 1.003, etc.
   • Policy sections and numbering for OPs will be as follows:
     • Sections: 10.00, 20.00, 30.00, 40.00, 50.00, 60.00, 70.00, 80.00
     • Numbering: Individual policy numbering will follow in sequence, for example, 10.001, 10.002, 10.00, etc.
10. Policy library: The College will maintain a Policy Library where all policy documents are published and accessible on the College’s public website. The Policy Library will be managed by the Policy Manager.
11. Policy reporting: The Policy Manager will provide an annual report on policy documents made, amended, or rescinded during the fiscal year that will be provided through the Office of the President to the Board of Directors and College community.
12. Equity-centered approach:
    • The policy governance administration process is guided by an equity-centered approach and involves the following key principles:
      1. Inclusivity and representation: Ensure that diverse voices are included in the decision-making process. Involve collaborators from various backgrounds, including faculty, staff, students, community members, and Board members, to ensure a range of perspectives are considered.
      2. Early engagement: Begin the engagement process at the earliest possible phase of policy development. This allows collaborators to contribute meaningfully and ensures that policies are shaped by those most impacted by them.
      3. Transparent communication: Provide clear and accessible information about the policy development process, its timeline, and how collaborators can participate. Transparent communication fosters trust and encourages broad participation.
      4. Targeted consultation: Identify key collaborators who possess experience, expertise, and knowledge relevant to the specific policy area under consideration. Targeted consultation ensures that collaborators with direct impact and practical insights are consulted appropriately.
      5. Equitable access: Ensure that collaborators have equal opportunities to participate, removing barriers to engagement and accommodating different communication preferences.
      6. Impact assessment: Consider the potential impact of policies on different groups, particularly marginalized communities, and work to mitigate any negative consequences. Prioritize policies that promote equity and reduce disparities.
      7. Inclusive decision-making: Implement mechanisms for collective decision-making, where possible, to ensure that policies are co-created with collaborators, fostering ownership and commitment.
      8. Feedback loop: Establish a mechanism for ongoing feedback and review of policies to address emerging concerns and ensure continuous improvement.
      9. Culturally responsive practices: Incorporate cultural responsiveness in the policy development process, acknowledging and respecting the diverse cultural backgrounds of collaborators.
      10. Data-informed approaches: Use data to inform policy development, including disaggregated data to identify disparities and make evidence-based decisions.
13. Roles and responsibilities: The policy governance administration process at Portland Community College involves various collaborators with distinct roles and responsibilities. This information is detailed in the Portland Community College RACI Matrix Workbook and Policy Category RACI Matrix (see section 20: Resources and supporting documents).
14. Formatting:
    • All policies must adhere to the OP template structure, format, and guidelines in the PCC Operating Policy Template.
    • At a minimum, all OPs for PCC require the following ten (10) sections:
      1. Scope: The Scope section describes the audience to whom the document applies, and/or the types of services, operations, assets, or documents to which the document applies. The scope should not duplicate the purpose.
      2. General policy: The General policy section should provide a broad overview and summary of the policy.
      3. Purpose: The Purpose section should provide a rationale for the policy/procedure. The rationale might be a reference to a legal requirement, a statement of the goal(s) that the OP is attempting to facilitate, or a description of the reason(s) for implementing the policy. It should be a brief statement, one to three sentences, that explains, in lay terms, the purpose of having this policy in place at PCC.
      4. Review: The Review section should state the positions of the individuals responsible for reviewing and approving the OP and the date the review takes place. All policies must include the following standard statement: “This OP will be reviewed [specify a period of review – i.e., annually, May in odd-numbered years] by the [policy advisor job title and/or group – i.e., Chief Financial Officer], with revisions forwarded to the Board of Directors/Office of the President.”
      5. RACI: The RACI section should identify the individual and/or groups responsible, accountable, consulted, and informed for the respective policy.
      6. Policy/procedure: The Policy/procedure section(s) should explain the specifics (who, what, when, where, how, and why) of the policy/procedure. The naming of sections and subsections will be unique to each policy.
      7. Roles and responsibilities: The Roles and responsibilities section should describe which positions or offices are involved in implementing/enforcing the policy, and the specific actions pertaining to their role.
      8. Right to change statement: The Right to change statement should be included in all policies: “The College reserves the right to interpret, change, modify, amend, or rescind this policy, in whole or in part, at any time, without prior notice.“
      9. Approval date: The Approval date is the date the Board/President formally approved the policy.
      10. Past revisions: The Past revisions section briefly summarizes any revisions to an existing policy.
15. Policy formation and development:
    • Any employee at Portland Community College may propose a new policy or policy revisions affecting their division, department, area, or work unit by submitting a policy recommendation to the Office of Strategy, Policy, and Integrated Planning (SPIP).
    • The Policy Development Flowchart (see section 20: Resources and supporting documents) details the phases of policy development and required steps in the process.
16. Review of policies:
    • All policy documents will have an approved review cycle.
      • General review: To maintain an accurate and effective body of operating policies and procedures, it is necessary for all OPs to have a regular schedule of review and to be revised when necessary. Although unforeseen events or extenuating circumstances may preclude the review of the policy by its scheduled date, every effort should be made to complete the review process in as timely a manner as possible. SPIP is responsible for managing the schedule of reviews, including communications with Policy Advisors (or designees), tracking the progress of reviews, maintaining the policy review database, and coordinating and facilitating procedures referenced or outlined in this policy.
      • Expedited policies: In the event of an urgent situation, a legally mandated requirement, an agency audit, or any other circumstance that requires a policy be approved on an expedited basis, the accountable Executive will initiate the policy development/revision process through the respective Policy Advisor or Responsible Office and should follow the stakeholder engagement requirements listed in section 5.1.2 to determine what is reasonable. Expedited policies are exempt from the 14-day comment period.
17. Public notice – College community input and feedback:
    • Public notice: All policies will be retained in the policy library hub, DocTract, and active College policies will be made available on the College policy website and applicable intranet sites.
    • College community input and feedback: Provided there are no exceptions (see section 16: Review of policies), policies under current review, development, and/or revision will be posted for college-wide comment for a minimum 14-day comment period.
18. Review schedule:
    • The Policy Advisor must ensure that all policy documents that fall within their responsibility are systematically evaluated for continuous improvement for accuracy, relevance, and ongoing consistency with related policies and compliant with relevant federal, state, or local laws, rules, and/or regulations.
    • At a minimum, the College intends to ensure a comprehensive review of all policies on a 6-year cycle. Individual policies will reflect the specific period of review following the general review schedule below (i.e., odd-numbered years).
    • All policy documents are subject to a regular review in accordance with the following General Policy Review Schedule. The goal is to sustain a continuous cycle of review of policies within the policy governance framework.

      • Policy review schedule

        General review schedule by policy category
        1.0	2.0	3.0	4.0	5.0	6.0	7.0	8.0
        Odd years	Odd years	Even years	Even years	Odd years	Even years	Odd years	Even years
        Year 1		Year 2		Year 3	Year 4	Year 5	Year 6

    • A detailed review schedule will be maintained and updated each year to track the timing, progress, and status of required reviews. At a minimum, it will include a listing of policies (and corresponding procedures) within each category, policy number, policy title, last review date, and status (i.e., complete, in process, not due yet, overdue).
    • On review, the Policy Advisor may recommend any of the following actions:
      • No changes
      • Editorial changes: These changes are made to correct typographical errors, grammar, and formatting inconsistencies, and to update language for clarity without altering the policy’s intent. They do not impact the meaning, application, or interpretation of the policy.
      • Minor changes: These changes might be made to reflect minor shifts in operational procedures, updates due to changes in related policies, or clarifications that do not materially affect the policy’s intent. They are adjustments or additions that affect the implementation of the policy but do not alter its fundamental purpose or objectives.
      • Substantive changes: These changes are a significant modification and usually require extensive review and approval processes, as they can impact the 1) rights, responsibilities, or obligations of the members within the College community and/or 2) scope, and context. They significantly alter the intent, scope, or application of a policy.
    • The Policy Advisor and/or responsible Executive may also make a recommendation to archive a policy. Policies may be archived for several reasons, including but not limited to:
      • Changes in federal, state, regulatory, or local legislation
      • Changes to College operations
      • Identification of an existing policy that is duplicative
    • A Policy Archive Request form must be submitted and routed through the Policy Manager to the President’s Cabinet for review and approval.
19. Resources and supporting documents:
    • The following documents outline the roles and responsibilities in the policy governance framework at Portland Community College:
      • OP XXa: OP Template
      • OP XXb: RACI Matrix Workbook
      • OP XXc: Policy Category RACI Matrix
      • OP XXd: Policy Development Flowchart
      • Policy Review Schedule (TBD)
      • Policy Archive Request Form (TBD)
      • Responsible Executive by Policy Category
      • Policy Recommendation Form (TBD)
    • For questions, concerns, or general guidance about the policy development process, please contact policy@pcc.edu.
20. Right to change: The College reserves the right to interpret, change, modify, amend, or rescind this policy, in whole or in part, at any time, without prior notice.
21. Forms: N/A
22. Authoritative references: N/A
23. Approval date: N/A
24. Past revisions: N/A