Procedure:     Procedures: Adding, Revising or Deleting
Department:    President's Office
Contact:          Tracy Simms, (541) 463-5889        simmst@lanecc.edu

DEFINITIONS

Approval Authority - The College Online Policy and Procedure System (COPPS) team is the approval authority for all additions, revisions or deletions of procedures, as authorized by the Executive Team.

Collegewide - includes information of interest to the entire college community. It is recommended that departmental procedures be placed on departmental web pages.

Contact Person - is the responsible party/review authority who is the manager authorized to implement and/or modify the usage of the procedure.

Procedures - provide detailed directions developed by a responsible party/review authority to put policy into practice. They tell how, by whom, where, and when things are done. A procedure has the following characteristics:

Sets forth mechanics for implementing policies
Lists specific do's and don'ts
Lists required step-by-step instructions
Answers the question how, rather than what and why

Policies - are broad guidelines that chart a course of action. They tell what is wanted and may include why and how much. The board and administration set policies. A policy has the following characteristics:

States goals, purposes, aspirations
States how the board and the college operate
Assigns responsibility or authority to the president
Establishes the position of the board or the college on a topic of concern
Only the board and administration have the authority to set policy
Answers the questions what and why, rather than how

ADDING A NEW PROCEDURE

1. A new collegewide procedure must be submitted by the "contact person."

2. Ensure that all individuals who share responsibility for this procedure have been consulted, including your supervisor.

3. Your procedure needs to include the following:

a. Procedure name
b. Originating department
c. Contact person
d. The text of the procedure
e. References contained within the procedure, e.g., board policy, OAR/ORS, other URLs, etc.
f. Copies of any referenced forms

4. Format for the procedure must be consistent with the general COPPS format.

5. Submit the new procedure, including any referenced forms, to copps@lanecc.edu.

REVISING AN EXISTING PROCEDURE

1. Revisions may be submitted only by the contact person.

2. Ensure that all individuals who share responsibility for this procedure have been consulted, including your supervisor.

3. Ensure that your proposed changes are consistent with the format used in COPPS documents. Ensure that any changes to URLs and references are current and correct.

4. Submit a printed copy of the original procedure, with your changes marked on it, preferably in red ink, to COPPS in care of the President's Office. If there are substantial revisions, an electronic version (disk or email attachment), is also required.

DELETING AN EXISTING PROCEDURE

1. Deletions must be submitted by the "Contact Person."

2. Ensure that all individuals who share responsibility for this procedure have been consulted, including your supervisor.

3. Identify the procedure to be deleted, and submit a brief statement explaining why the deletion is requested, to copps@lanecc.edu or to COPPS in care of the President's Office.