ITEM NO.104-103-R0999

 TO:                   Board of Regents
 FROM:             Leroy H. Schramm, Chief Legal Counsel
 RE:                   Omnibus Policy Amendments
 Date:                September 23-24, 1999

Since it was created in the mid 1970’s the Regents’ Policy Manual had not been the subject of a comprehensive review to weed out dead policies and conform existing policies to new statutes and new practices.  Such a review became even more necessary after the 1994-95 restructuring changed names, titles and reporting relationships.  Late last year the Regents requested such a review.  Following are the results of that review.  119 policies are recommended for amendment and 25 more are recommended for elimination.  The amendments are of several types, but many merely reflect a new terminology consistent with the restructuring.  A key to understanding many of the amendments is the section of new definitions added in Policy 203.3.3.   Because of the sheer bulk of paper required for these amendment there will be limited paper distribution of the amendments.  However, they may be viewed on the Regents’ Website.

It must be emphasized that, although many of these amendments were brought to my attention by campus officials, the campuses have not had the opportunity to review these recommendations.  The amendments have been placed on the submission agenda with the expectation that Regents, campus officials and my own colleagues in OCHE will all have a chance to review them between the September and November Board meetings and pass their comments on to me for further revision where necessary.                           

SUMMARY OF RECOMMENDED POLICY MANUAL AMENDMENTS

201.7 –

203.2.2 – Makes policy consistent with present practice.  Allows some slight leeway in the meeting notice requirements.   

203.3.3 – Adds definitions of “unit,” “campus” and “institution.”  Gives editorial authority for the Policy Manual to OCHE.  Adds a note about universality of specific gender references.  Deletes outdated requirements.

204.1 – Repeals language that is redundant with language in the state constitution.

204.3 – Deletes reference to Deputy Commissioner of Vocational-Technical Education, a position which no longer exists.

204.4.1 – Mandates consultation with chancellor prior to presidential nominations for inter-unit committees.

204.4.2 – Conforms language to practice.

204.4.3 – Repeals outdated language.

204.4.4 – Repeals outdated language.

205.1 – Drops reference to campus to conform with new definition of   “campus.”

205.4 – Conforms language to new definition of  “campus.”

209.2 - Repeals outdated policy.  Statute (20-15-103(2)) still refers a “coordinator of community colleges, but such a position has not existed within OCHE for several years.

217.1 – Deletes language that is redundant with the statute and merely references the statute that authorizes local advisory boards.

218 – Substitutes the word “mission” for “role and scope” to conform with existing policy.

218.7 – Repeals outdated language.

218.9 – Repeals outdated language.  Has been superseded by the Regents’ approval of the FVCC Lincoln County Service Region.

220 - Substitutes the word “mission” for “role and scope” to conform with existing policy.

220.1 – Repeals outdated language.

225.1 – Conforms language to present organizational structure.  Policy is more logically placed in the section on Student Affairs.

271 – Repeals outdated language.

271.1 – Repeals outdated language.

272 - Conforms language to current statute.

274 – Repeals outdated language.

277 – Repeals outdated language. 

301.1 - Conforms language to new definition of  “campus.”

301.2 - Conforms language to new definition of  “campus.”

301.5 - Conforms language to new definition of  “campus.”

301.7 - Conforms language to new definition of  “campus.”  Also repeals outdated language.

301.9 - Conforms language to new definition of  “campus.”

301.11 - Conforms language to new definition of  “campus.”  Also repeals outdated language.

303.1 - Conforms language to present organizational structure.

303.2 - Conforms language to present organizational structure and repeals redundant language.

303.3 – Repeals outdated language.  This language appears to have been adopted specifically for a 1977 program review (see repealed #4).

303.5 - Conforms language to new definition of  “campus.”

303.8 – Deletes mandatory frequent distribution of inventory of programs in favor of distribution upon request.

304.1 – Conforms language to new definitions and new organizational structure.  Also replaces “role and scope” with mission.

304.2 - Conforms language to new definitions and new organizational structure.   Also replaces “role and scope” with mission.

305.1 - Conforms language to new definition of  “campus.”

305.2 - Conforms language to new definition of  “campus.”

306 - Conforms language to new definitions and new organizational structure.  Also replaces “role and scope” with mission.

308.1 - Conforms language to new definitions and new organizational structure.

310.3 – Repeals authorizations for private colleges.  The 1997 state legislature repealed the statute under which such authorizations were granted.

320.1 - Repeals language dealing with authorizations for private colleges.  The 1997 state legislature repealed the statute under which such authorizations were granted.

320.2 - Conforms language to new definitions and new organizational structure.

322.1 - Conforms language to new definition of  “campus.”

322.2 - Conforms language to new definition of  “campus” and “institution.”

401.1 - Conforms language to new definition of  “campus.”

401.2 – Conforms language to practice by deleting specific reference to non-existent committees.

401.3 - Conforms language to new definition of  “campus.”

403 - Conforms language to new definition of  “campus.” Also replaces “role and scope” with mission.

501.1 - Conforms language to new definition of  “campus.”

501.2 - Conforms language to new definition of  “campus” and adds gender neutral language.

502.1 - Conforms language to new definitions and new organizational structure.  Deletes requirement to file policy with OCHE.  Such filing requirements are no longer necessary as more and more campus documents and policies become available on the Internet.

503.1 – Updates terminology and conforms language to new definitions and new organizational structure.

504.1 – Repeals policy relating to non-existent committee and a repealed statute.

504.2 – Updates terminology.

504.4 - Conforms language to new organizational structure.

505 – Updates language to reflect current status of the Guaranteed Student Loan Program.

505.1 – Repeals outdated policy that no longer reflects how Guaranteed Student Loan Program operates.

505.2 – More clearly specifies the unique legal status of MHESAC.

505.3 – Repeals unnecessary language.

505.5 – Repeals outdated language.

506.2 - Conforms language to new definitions and new organizational structure.

702.1 - Conforms language to new definition of  “campus.”

702.3 - Conforms language to new definitions and new organizational structure.

702.6 - Conforms language to new organizational structure.

702.7 - Conforms language to new definitions and new organizational structure.

703 - Conforms language to new definitions and new organizational structure.  Repeals requirement to file campus policy with OCHE.

705.1 – Repeals reference to non-existent document.

705.2 - Repeals reference to non-existent document.

706.1 - Conforms language to new definitions and new organizational structure.

708 – Repeals policy that was almost exclusively honored in the breach.

708.1 – Editorial change. Deletes unnecessary word.

709.1 – Repeals unnecessary policy.

710.2.1 - Conforms language to new definitions and new organizational structure.

710.2.2 - Conforms language to new definitions and new organizational structure.

712.1 - Conforms language to new definition of “campus.”

712.2 – Merely recognizes prior automatic sunsetting of the policy.

730.6 - Conforms language to new organizational structure.

801.1 - Conforms language to new definitions and new organizational structure.  Deletes requirement that campus policy be filed with the OCHE.

801.2 – Generally makes administrative leave language internally consistent and consistent with new organizational structure.

801.3 – Makes leave without pay language internally consistent and deletes reporting requirements.  Also deletes language requiring campus policies to be consistent with Regent policy since such a requirement is redundant as a matter of law.

801.4 – Repeals unnecessary policy.

801.7.1 - Conforms language to new definitions and new organizational structure.  Deletes requirement to file campus policy with OCHE.

801.8 - Conforms language to new definition of “campus.”

801.14.1 - Conforms language to new definitions and new organizational structure.

802.5 - Conforms language to new definition of “campus.”

803.1 – Conforms policy to actual practice.

804.1 – Conforms policy to current practice.

804.4 – Conforms policy to current practice.

805 - Conforms language to new definitions and new organizational structure.

806.1 - Conforms language to new definition of “campus.”

901.1 - Conforms language to new definition of “campus.”

901.2 - Repeals superseded policy.

901.3 – Conforms language to new organizational structure.

901.6 – Deletes unnecessary reference.  Noted statute was permanently codified.

901.7 - Conforms language to new definition of “campus.”

910.1 – Corrects statutory reference and deletes reference to repealed statute,  Also deletes reference to non-existent position.

930.1 - Conforms language to new definition of “campus.”

940.1 - Conforms language to new definition of “campus.”   Deletes reference to outdated instruction.   Deletes reference to outdated handbook.

940.2 - Conforms language to new definition of “campus.”

940.4 - Conforms language to new definition of “campus.”

940.5 - Conforms language to new definition of “campus.”

940.6 - Conforms language to new definition of “campus” and deletes unnecessary language.

940.8 - Conforms language to new definitions and new organizational structure.  Deletes requirement to file policies with OCHE.  Rewords and repositions the annotation.

940.9.1 - Conforms language to new definitions and new organizational structure.

940.9.2 - Conforms language to new definitions and new organizational structure.

940.9.3 - Conforms language to new definitions and new organizational structure.

940.10 - Conforms language to new definition of “campus.”

940.11 - Conforms language to new definitions and new organizational structure.

940.12.1 - Conforms language to new definition of “campus.”

940.13 - Conforms language to new definition of “campus” and revises policy to reflect current practice (i.e., fee waiver ceilings figured on a unit basis).

940.13.1 - Conforms language to new definition of "campus."

940.15 - Conforms language to new definition of “campus.”

940.18 – Conforms language to new organizational structure.

940.19 - Conforms language to new organizational structure.

940.21 - Conforms language to new definitions and new organizational structure.

940.22 - Conforms language to new organizational structure.

940.23 - Conforms language to new definitions and new organizational structure.

940.25 – Conforms policy to statute.

940.26 - Conforms language to new definitions and new organizational structure.

940.28 - Conforms language to new definition of “campus.”

940.30 - Conforms language to new definition of “campus.”

950.1 - Conforms language to new definitions and new organizational structure.

1002.1 - Conforms language to new definitions and new organizational structure.

1003.3.1 - Conforms language to new definitions and new organizational structure.  This policy should probably be combined with 901.4, but that entails a substantive review of each policy.

1003.4 - Conforms language to new definitions and new organizational structure.

1003.4.2        Conforms language to current Board organization.

1003.5 - Clears up a possible overlap of conflicting Board policies.   Also conforms language to new definitions and new organizational structure.

1003.6 - Conforms language to new definition of “campus.”

1004.1 - Conforms language to new definitions.

1006 - Conforms language to new definitions and new organizational structure.  Deletes requirement to file campus policy with OCHE.

1007– Conforms language to new organizational structure.

1008- Conforms language to new definitions and new organizational structure.  Adds language mandating consistency of application with related Board policy.

1009.1- Conforms language to new definition of “campus.”

1201 - Conforms language to new definition of “campus.”

1202.1- Conforms language to new definition of “campus.”   Deletes reference to defunct organization.

1202.2 - Conforms language to new definition of “campus.”  

1901 – Repeals superseded policy.

1901.1- Conforms language to new definition of “campus.”   Limits reach of policy to University System campuses.  Lessens distribution requirement.  Deletes extraneous language.

1902 –Conforms language to new organizational structure.  Deletes already passed deadline.

1903 – Deletes policy from manual that was never adopted by the Board.  Its source was a Commissioner’s memo from 1979.  The statute does not generally apply to the University System and this “policy” was not generally followed.

1905– Repeals superseded policy.

1907.1- Repeals superseded policy.

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