• The President of the University holds authority, as delegated by the Minnesota State Board of Trustees, to adopt university policies and procedures. A policy becomes effective only upon the President’s approval.
• The President may delegate the authority to develop policies and/or procedures.

Policies are designed to:

• Provide a framework for institutional integrity.
• Ensure compliance with federal, state, and local laws.
• Align with Minnesota State policies and procedures.
• Meet accreditation requirements.
• Promote consistency, efficiency, and effectiveness.
• Support or advance the institution's mission and vision.
• Help manage institutional risk.

Procedures are intended to:

• Offer clear directions for implementing a policy.
• Ensure consistency in policy implementation.
• Clarify lines of responsibility and authority.

Policy

A policy is a written statement that translates the university's mission, values, and obligations into everyday actions. It clearly defines the behaviors expected of the university community and establishes accountability.

Policies should be stated clearly and concisely, using precise and specific language. The intent of the policy must be easy to understand. Avoid jargon, abbreviations, philosophical language, and unenforceable statements in both policies and procedures.

Procedure

Procedures support the accomplishment of specific tasks or goals. They outline mandatory actions for defined situations and often require more detail than policies to explain fully.

Procedures should be well developed and clearly explained, including various scenarios and applicable situations. If steps must be followed in a specific order, that sequence should be explicitly noted. Procedures should describe the process thoroughly but are not a substitute for training or understanding of standard work practices.

It is appropriate to develop a policy or procedure when:

• The policy or procedure supports the University's mission and strategic positioning goals.
• It impacts individuals or groups within the University community.
• Specific instructions or guidance are needed to ensure consistent implementation across units.

It is NOT appropriate to develop procedures when:

• An institutional policy already prohibits the action.
• The action or behavior is prohibited by law.
• The action or behavior is part of a standard office or departmental work practice.
  (Example: How the Maintenance Department determines which lots to plow first during snowfall.)

• Just like federal and state laws or local ordinances, institutional policies and procedures can be developed at various levels within the university.
• The President may delegate the authority to create and review policies and procedures to administrative areas, academic units, functional units, and departments.
• Policies and procedures follow a structural hierarchy. Those developed at lower levels may offer more specific guidance for certain university populations but must remain consistent with policies established at higher levels.

• New policies may be proposed by anyone with a valid StarID and password. To submit a proposal, log into the Policy Document Management System and click the "Propose Policy" link in the left menu.
• Members of the St. Cloud State University community who do not have a StarID may email policy proposal suggestions to policy@stcloudstate.edu.
• For details on what happens after a proposal is submitted, see the Policy Development Process.

• St. Cloud State University is committed to regularly reviewing and updating its policies and procedures as part of an established review cycle.
• At times, it may be necessary to review a policy or procedure outside the scheduled cycle. Policies at St. Cloud State University may be revised at any time without prior notice for appropriate reasons. Changes may include, but are not limited to, minor edits, formatting updates, or revisions required by new laws, policies, or evolving university needs. Minor edits, such as correcting a spelling error or adding a definition, will be implemented immediately by the Policy Team. Substantial revisions will follow an expedited review process.
• To submit concerns or suggestions regarding a specific policy or procedure, users with a valid StarID can use the "Public Comment" box located within each approved and published policy. Users without a StarID can email their feedback to policy@stcloudstate.edu.

Changes such as a new law, the elimination of a program, or shifts in leadership or strategy can make a policy obsolete or unnecessary. When a policy is no longer needed, it may be retired and removed from public view in the Policy Document Management System (PDMS).

The Policy Document Management System (PDMS), also known as Policy Hub, is a centralized repository for proposing, collaboratively developing, and displaying policies, procedures, and supporting materials. This comprehensive system also facilitates feedback collection and is used to maintain, review, revise, and archive policies and procedures.

At St. Cloud State University, policies and procedures are categorized as All University, Academic, or Other.

• All University policies and procedures apply to all or a significant portion of the university community. These are the highest-level institutional policies and procedures.
• Academic policies and procedures primarily affect academic operations, students, faculty, or the services and support provided to academic activities.
• Other policies and procedures are department- or unit-specific. These policies do not fit into the other two categories and focus on the management, operation, and administration of smaller or individual units within the university.

The responsible university officer is an executive designated by the President to oversee policies and procedures within their area of responsibility in the university's organizational structure. This officer is typically a member of the President's Cabinet. Depending on the scope of the subject matter, a policy may have more than one responsible officer.

The policy owner is the individual responsible for the operational administration of a policy, including its related procedures, processes, instructions, and forms. Depending on the scope of the subject matter, a policy may have more than one policy owner. The policy owner may also be the same person as the responsible university officer.

The policy contact is typically a frontline individual who regularly interacts with the operational aspects of the policy and procedure. This person, designated by the policy owner, is a subject matter expert and serves as the primary point of contact for policy-related questions and interpretation. The policy contact may also be the same person as the policy owner. Depending on the scope of the policy, there may be more than one policy contact.

The rationale explains the reason behind the policy and procedure (e.g., mitigating institutional risk, implementing a Minnesota State Board policy, supporting the institutional mission and values, or meeting legal or regulatory requirements). During development and implementation, the rationale may include historical context or a philosophical perspective. However, historical or philosophical statements may or may not be included in the final approved and published policy.

Guidelines offer advice or suggestions to promote efficient and consistent work practices. They provide examples of "best practices" or recommended processes. Unlike procedures, guidelines are not mandatory and do not require strict adherence.

Keywords are alternative or commonly used terms that describe the content of a policy or procedure. They are the terms an average user is likely to search for when looking for a specific policy or procedure.

Supporting documents are materials that help explain, implement, or access St. Cloud State University policies and procedures. These may include, but are not limited to, forms, flowcharts, or related compliance program documents.

Supporting URLs are typically links to external websites or web content, such as Minnesota State's policies and procedures, that help users better understand the full context of the St. Cloud State University policy or procedure they are viewing.

To ensure consistency, a database of terms has been developed for use in policies and procedures. These terms can be added to any policy or procedure when it is deemed helpful to define them for the user.

Related policies are other St. Cloud State University policies and procedures that are linked to the content and actions outlined in the policy being viewed.