Board of Regents Policy CSCU Policy on Policies

The purpose of this policy is to ensure a consistent and transparent process for policy management, promoting awareness, compliance, and accountability across the system. It also emphasizes the importance of stakeholder engagement, clear ownership, and accountability in the policy process. Furthermore, it ensures that policies are accessible, up-to-date, and compliant with applicable requirements.

Applicability: A policy provision detailing who is subject to the rights and responsibilities contained in the policy.

Assigned Staff: CSCU staff member assigned by BOR Bylaws to support BOR Committees.

Constituent Unit: CSCU member institutions, including Central Connecticut State University, Charter Oak State College, CT State Community College, Eastern Connecticut State University, Southern Connecticut State University, Western Connecticut State University.

Definitions: A policy provision that defines unique or important terminology in the policy.

Effective Date: A policy provision designating the date upon which the policy is enforceable.

Enforcement: A policy provision outlining steps to ensure policy compliance.

Guidelines: Recommended guidance or additional information used to support policies and procedures. Guidelines are intended to educate the workforce on best practices in adhering to policies and procedures. Allows for discretion in interpretation, implementation, or use.

Non-Substantive Revision: Includes modifications intended to enhance clarity without changing the intent of the policy. Includes modifications to spelling, grammar, format, updates to hyperlinks or URLs, contact information, references, titles of individuals and organizations.

Policy: A statement outlining the official position of the BOR and its institutions related to a matter of importance. A policy is a governing principle that mandates or constrains actions, establishes rights and/or obligations and guides the decision and actions of the institutions. Policies have broad application for the collective of state colleges and universities. Policies are developed to promote operational efficiencies, to enhance the BOR mission and values, to promote academic excellence, to address student needs, to manage institutional dynamics, to reduce institutional risks, and to ensure compliance with applicable laws and regulations.

Policy Name: A concise and descriptive policy title that effectively communicates the policy’s subject matter.

Policy Owner(s): The senior institutional officer(s) and/or designee(s) responsible for authoring, implementing, maintaining and monitoring policy compliance.

Procedure: Describes the steps needed to implement or manage a policy and operate consistent with policy. A procedure describes a process that must be followed to achieve the desired outcomes. A procedure is not a policy.

Purpose: A policy provision explaining why the policy is being adopted and the desired outcome of adoption.

Stakeholder: CSCU community members and affiliates whose operations will be impacted by the policy.

Substantive Revision: Includes modifications that change the nature and/or scope of the policy that impact its requirements, principles or intent.

General Provisions

All BOR policies will be developed, reviewed, amended, and when applicable retired in accordance with the following provisions:

• BOR policies shall be:
  • applicable to the CSCU system, any subset of constituent units, or a single constituent unit; and
  • consistent with applicable laws, regulations, and the BOR’s mission.
• Policy shall be approved by a majority vote of the BOR. The BOR may not delegate its policy-making authority to a BOR Committee or any other entity.
• Connecticut Community College Board of Trustees, Connecticut State University Board of Trustees and Charter Oak State College policies will remain in effect until adopted, amended, or rescinded by the BOR and shall govern the constituent unit for which it was written.

• The Chair of the BOR, or designee, is responsible for ensuring that all policies are current, compliant with the law, and consistent with other applicable standards.

• Policy Owner(s) are responsible for:
  • reviewing and proposing updates or retirement of the relevant policies to the BOR;
  • maintaining procedures consistent with the applicable policies;
  • ensuring that impacted parties are made aware of all applicable policies; and
  • monitoring compliance and assessing outcomes.
• Through policies, the BOR may delegate procedure-making authority at the system or institutional level. In the absence of such delegation, constituent units should develop procedures consistent with the policy at the institutional level.
• Guidelines may be adopted at the system level and/or the institutional level. All guidelines must be consistent with any relevant policies and procedures. 

Establishing an Inter-institutional Policy Committee

To coordinate the policy review, adoption, amendment, and retirement process, the BOR authorizes the establishment of an Inter-institutional Policy Committee, whose membership will include at least the following:

• CSCU Chief Compliance Officer (Chair)

• CSCU Chancellor, or designee;

• CSCU Executive Vice Chancellor/CFO (two members – may be designee)

• CSCU General Counsel, or designee;

• Charter Oak State College President, or designee;

• CT State Community College President, or designee;

• Central CT State University President, or designee;

• Eastern CT State University President, or designee;

• Southern CT State University President, or designee;

• Western CT State University President, or designee.

The Policy Committee will:

• Establish and facilitate procedures related to policy adoption, retirement, and modification recommendations;

• Develop policy templates, common policy language, and clear guidelines to ensure that all BOR policies are clear and consistent with the BOR’s mission;

• Work to ensure all institutional policies adopted by Connecticut Community College Board of Trustees, Connecticut State University Board of Trustees, and Charter Oak State College are presented to the BOR for adoption, amendment, or retirement; and

• Convene at least once per month at an established and posted date and time to conduct ongoing business and/or review policy recommendations from stakeholders. 

Standard Policy Format

In general, CSCU policies should contain at least the following provisions: Policy Name, Effective Date, Policy Owner(s), Applicability, Purpose, Definitions, Policy, and Enforcement.

Required Reviews

Prior to submission to the BOR, all new policies, amended polices, or policies proposed for retirement shall be substantively reviewed by the identified policy owners, relevant stakeholders, the Chancellor, CSCU presidents, Chief Compliance Officer, and General Counsel. Additionally, the CSCU Chief Financial Officer (CFO) and institutional CFOs shall review new or amended policy drafts to determine any financial impact.

Submission to the Appropriate BOR Committee

While the BOR is the sole policy making authority for the CSCU, policy proposals may be submitted for consideration from any relevant stakeholder(s). Such proposals must be submitted to the Policy Committee to ensure consistency with this policy and related procedures. The Policy Committee will ensure that policy proposals undergo a collaborative review which includes subject matter experts, stakeholders, and appropriate campus and system leadership. Once the proposal is properly reviewed, the Policy Committee, in coordination with assigned staff, will submit the proposal to the appropriate BOR Committee for review and potential recommendation to the full BOR. The policy proposal shall include any necessary supporting documentation describing the information considered in developing the proposal and a proposed resolution for adoption by the BOR committee. If recommended, the BOR Committee will submit the proposed policy for official consideration and approval to the full BOR.

Changes in Law

Should changes in law or regulation invalidate any CSCU policy provisions, the impacted policy provisions shall be considered unenforceable upon the laws or regulation’s effective date. Policy Owners are responsible for notifying the BOR of any such changes within thirty (30) calendar days of the effective date of the impacting law or regulation. Policy Owners must, as soon as practicable, propose amendments to the policy to conform with the new laws and regulations.

Emergency Policy Development

In emergency situations where delaying action until the full Board’s next meeting could result in significant risk, expense, or disruption to the Universities, Colleges or their operations, such emergencies shall be reported to the BOR Chair immediately through the appropriate assigned staff to call an emergency BOR meeting consistent with BOR bylaws and policies.

Non-Substantive Edits

In the event a policy requires a non-substantive edit, the Policy Committee may make such edits. All non-substantive edits must be presented to the BOR as an informational item within sixty (60) days of the change.

Record Retention and Review

All effective policies must be posted to the online BOR Policy Repository. Policies must be reviewed every three years beginning three years from the effective date of the policy. Policies should also be reviewed as needed based on changes in law, regulation, operational structure, or other impactful events. Confirmation of review must be communicated to the BOR whether changes are required or not.

Enforcement

Any Policy adopted in a manner inconsistent with this policy after the effective date of this policy shall be unenforceable.