Policy Protocol

PURPOSE

This document provides procedural guidance for policies specifically applicable to Louisiana State University (LSU) at Eunice.

Definitions

Monitoring Unit: the administrative unit charged with the responsibility for the ongoing and periodic review of a specific Policy Statement. The monitoring unit shall provide for such revision and other modifications as required.

Policy Statements (PS): represent standard operating policies and procedures of LSU Eunice. They are not binding upon other LSU institutions. They are, however, subordinate to policies of LSU issued as Permanent Memoranda, to the Bylaws and Regulations of the LSU Board of Supervisors, and to state and federal regulations and statutes. Typically, Policy Statements originate with the monitoring unit to address policy issues that are campus wide in nature. Policy Statements may also be issued to interpret and implement Permanent Memoranda and Bylaws & Regulations of the Board or pursuant to the requirements of state and federal law.

Procedures

New Policy Statements

Proposals for new Policy Statements shall be submitted through or by the monitoring unit through administrative channels to the appropriate vice chancellor, who will provide for review within their division and assign a monitoring unit. Should the proposal warrant further consideration, the vice chancellor will forward the results of their divisional reviews to the Office of Academic Affairs and will recommend any other units external to the division that should review the Policy Statement.

Policy Statement Revisions

Proposed revisions to an existing Policy Statement shall be submitted through or by the monitoring unit through administrative channels to the appropriate vice chancellor, who will provide for review within their division. The vice chancellor will forward the results of their divisional reviews to the Chancellor’s Cabinet through the Office of Institutional Effectiveness and will recommend any other units external to the division that should review the Policy Statement. At least one-fourth of the policies falling under a monitoring unit shall be reviewed each year.

Rescinding Policy Statements

In the event that a recommendation to rescind a Policy Statement is needed, the monitoring unit must provide justification and forward to the appropriate vice chancellor. If the vice chancellor agrees, then the Policy Statement may be forwarded to the Office of Academic Affairs or any other units external to the division for review.

Summary of the Matter

To aid in the approval process, monitoring units must provide a cover sheet with a summary of the proposed changes or new content; this will include rationales as well as any other pertinent information.

Campus Approval

The vice chancellor responsible for the monitoring unit will submit a proposal for a new, revised, or rescinded Policy Statement to the Office of Institutional Effectiveness for review, comment, and action. Should review by legal counsel be necessary, the proposed Policy Statement will be forwarded to the Chancellor for review, comment, and action. The Chancellor makes the determination to send a Policy Statement to legal counsel. Comments by legal counsel will then be forwarded to the Chancellor and other offices or divisions as needed.

After considering any comments from legal, the Chancellor forwards the Policy Statement to the Office of Institutional Effectiveness to finalize any changes. The Office of Institutional Effectiveness then forwards the Policy Statement to Chancellor’s Cabinet for consideration to post the proposed Policy Statement for the 30-day campus review.

Comments are collected by the Chancellor’s Office during the 30-day campus review period. After the 30-day campus review has expired, the Policy Statement is again reviewed by Chancellor’s Cabinet to consider any comments received. Upon formal approval by Cabinet, the Policy is then implemented, distributed, and published accordingly.

Source: Article IX. of the Bylaws of the Board of Supervisors of LSU