Policy Hierarchy and Implementing Procedures

This page explains the hierarchy of authority that governs St. Cloud State University policies and clarifies the role of procedures in implementing those authorities. Policies at each level must comply with applicable law and with policies adopted at higher levels of authority. Procedures are used to carry out law and policy by describing the processes required for implementation.

Policy Hierarchy

The authority for university policy follows this order:

  1. Federal law
  2. Minnesota statutes
  3. Applicable regional or city ordinances
  4. Minnesota State Board of Trustees policies
  5. Cloud State University All-University policies
  6. Administrative unit, division, college/school, department, program, or other unit policies

General Rule

A lower-level university policy may not conflict with law or with policy adopted at a higher level. To promote consistency and uniform application, policy should be developed at the broadest institutional level appropriate to the subject matter. At St. Cloud State University, an All-University policy provides the broadest level of institutional implementation.

Role of Procedures

Procedures are not a substitute for policy. A procedure is a written description of the process used to implement applicable law, Board policy, system procedure, university policy, or contractual obligations. Procedures should be written when a specific process is needed for consistent, lawful, or effective implementation.

Effect of Minnesota State System Procedures

Minnesota State system procedures are implementation instruments adopted by the chancellor to carry out Board policy and other governing requirements. Under Minnesota State Board Policy 1A.1, if a system procedure conflicts with a campus policy or procedure, the system procedure must govern. Under that same policy, if a Board policy conflicts with a system procedure, operating instruction, or campus policy or procedure, the Board policy shall govern.

Practical Interpretation

For St. Cloud State University, this means:

  • Law controls over all university and system authorities.
  • Minnesota State Board policy controls over conflicting university or unit policy and over conflicting system procedure.
  • Minnesota State system procedure controls over conflicting campus policy or campus procedure because the governing framework assigns it that effect.
  • University and unit procedures implement higher authorities and should not create policy direction that conflicts with law, Board policy, system procedure, or university policy.

 Unit-Level Policy Development

Administrative units, divisions, colleges/schools, departments, programs, and other functional units may develop policies or procedures appropriate to their responsibilities, provided they are consistent with all applicable law and with higher-level Board, system, and university authorities. Unique requirements should be handled within the broadest appropriate policy whenever possible, including by stated exceptions where necessary.

Summary

St. Cloud State University operates within a hierarchy in which law and higher-level policy supply governing authority, while procedures provide the operational steps needed to implement that authority. Lower-level policies and procedures must remain consistent with all controlling authorities above them.