University Policies - St. Cloud State University

University Policies - St. Cloud State University

Create, Review and Modify

Welcome to the SCSU Policy Resource Site

If you would like to propose the creation or revision of a university policy or a procedure to implement a policy there are resources here to help. The SCSU Policy Process is described on the Policy Home page and available in a flow chart. For information about how university policies relate to other policies and the legal environment of the university please see the Policy Hierarchy. University policies at St. Cloud State University are divided into five categories Academic, Administrative, Student Life and Development, President or All University.  Procedures are adopted to implement University policy, MnSCU policy, state or federal law, or contractual obligations.  For information about how to classify policies or procedures please see the Policy Home page.  If questions remain please contact the Special Advisor to the President.

Instructions for use of the University Policy Form

A statement of policy should be very brief.  It should not include philosophical statements or historical background.  Words should be chosen carefully to operate with precision.  It is important to use terms consistently.  Each use of a particular term in the policy should refer to the same concept.   For example, employee is not the same as staff member.  These terms should not be used interchangeably.  Directions on how to comply with, or enforce a policy, are procedures and they should be set out in a Procedure Form which may, but is not required to, accompany your Proposed Policy through the process.  Procedures should not be contained within the Policy Statement.  On the Policy Form there is a content heading for ‘Procedures.’

Several headings are provided for your use in this Policy Form but you may not need to provide language under each heading.  The policy proposer or owner is in the best position to know which types of content will be helpful to those who need to understand the proposal and the policy. 

You may consult with the Special Advisor to the President at any point in the process because the policy development process is handled through the President’s office.  Every policy has stakeholders who should also be involved in the consideration of new and revised policy statements to assure that they will accomplish the intended objectives.

Once you have refined your proposed policy and related documents and entered them into the Policy Form you will need to approach a member of the President’s Council and ask to have the proposal submitted to the Council for consideration.

Instructions for University Procedure Form

University Procedures serve as a bridge to fill the gaps between Policy and practice.  Procedures should provide direction and steps to follow to implement university or system policy, state or federal regulations and laws and contractual obligations.  If you are providing direction about whom to contact, how to make a request or file a form or who to ask for an interpretation you are working on procedure not policy.

A particular Procedure may have only one related document, the policy, law or regulation it is intended to implement.  Some procedures will have more documents such as definitions, Frequently Asked Questions or contact information.  Provide the related information if it will help others understand and use this Procedure but it is not necessary to provide text under each possible content heading.

New procedures and revisions to procedure may be proposed by the administrative unit charged with administering or implementing the policy or procedure.  The Special Advisor to the President is available to review language and consult about the process of adopting or modifying procedures.  Once your document has been created it should be submitted for the action of the administrator in charge of the unit that would implement or be affected by the related Policy, statute or contract.  Often the President’s Council will review proposed procedures that will be shared with bargaining units and the university community generally for purposes of informing stakeholders and obtaining their input.