COP 09-0102: Process to Develop, Revise or Rescind College Operating Procedures

Purpose Statement

To establish procedures for the development, revisions, and approval of Florida SouthWestern State College Operating Procedures.

Guidelines

College Operating Procedures (COP) are developed to effectuate Board approved policies, to ensure compliance with federal, state and local laws, and to create proper College-wide internal controls.  The Office of the Vice President, Business Operations and Technology/CIO oversees both the software and the process by which the College develops COPs.  The COPs are available on the College’s website and are organized by the major divisions of the College.  Major divisions include:  Marketing and Media; Academic Affairs; District Board of Trustees & President; Facilities, Planning &Management; Financial Services; General Counsel; Human Resources; Auxiliary; Student Affairs/Enrollment Management; Technology Services; Risk Management; and Contracts. 

Procedures

Each functional lead administrator who is a direct report to the President at Florida SouthWestern State College is ultimately responsible for the development of and revisions of the COPs. 

1. Initiation and Approval of New or Revised College COPs
   1. The need for a new COP, or revisions to a COP, including elimination of a COP, may be identified by the President or a direct report to the President of the College.  The President or a direct report to the President under whose responsibility a COP rests may initiate a change in the COP.  The President or a direct report to the President may delegate writing of a draft, or revision to, a COP to another individual whom is within his or her organizational structure. 
   2. An individual charged with writing a draft COP may enlist the assistance of any College employed administrative or professional staff who may have relevant information necessary to complete his or her work.  A direct report to the President will approve a draft of a COP before a draft COP is submitted to the President's Leadership Team for review.  If no further revision is required by the President's Leadership Team and no public comment period is required by the Florida Administrative Procedures Act, a final COP will be posted to the College's website.  
2. Timeline for Review of COPs
   1. Each COP is reviewed biannually by each direct report to the President whose functional area is ultimately responsible for a particular COP. 
   2. Each direct report to the President shall endeavor to have any proposed changes to a COP submitted no later than fifteen (15) days after six (6) months since a COP's last review.  
3. Format of Each COP
   1. Each COP shall follow the format established herein.  The introductory table should be updated each time a COP is reviewed with new information and adding the date of last review.  The font, line spacing, and the outline numbering scheme (I., A., 1., a., i.) should not be changed from the pre-formatted option provided in the COP management system. One line space should separate each heading from the proceeding sentence. 
   2. The "Purpose," "Guidelines," and "Procedures" should each contain appropriate information and maintain a "Heading 2" paragraph format.   
      1. The "Purpose" is a one sentence statement as to what the COP is designed to do. 
      2. "Guidelines" should (1) provide a more full statement of the purpose of the COP, (2) provide any pertinent background or viewpoint information may be included, and (3) indicate with whom ultimate responsibility for a particular COP rests, which is, at a minimum, a direct report to the President.  Other College titles should be included as appropriate.  Specific College employee names should not be included in procedures (i.e. "Jane Doe"). 
      3. "Procedures" should outline the particulars of the procedure to be followed.  "Procedures" should not include a "how to" on accessing or manipulating any College software or system.   Such instructions should be contained in department or area specific desk manual.