4.1. Policy Document Format
NOVA policies will be written and maintained in the following format to provide consistency, enable end-user readability, and enable effective review:
Header to include the following information:
- Policy Title
- NOVA policy number
- Responsible Office
- Related Policies
- Additional Information
- Effective date
- Last Reviewed date
Section 1: Scope. The subject matter and population to whom the policy applies and when appropriate, identification of the law, regulation, or policy causing the necessity for the NOVA policy.
Section 2: Policy Statement. A statement of the philosophy, position, rule, regulation, or guideline.
Section 3: Definitions. Meanings or interpretations of words or terms specific to their usage in the policy or procedures.
Section 4: Procedures. The specific actions to be taken to implement the policy. If procedures are brief, they may be included in this section, otherwise this section should include a link to detailed procedures and forms.
Section 5: Authority. Related policies and laws
4.2. Development and Revision of College Policies
- The need for a new or revised policy is identified by a College office, department, unit or committee (Responsible Office). Changes in law or in VCCS policy may also require the development or revision of College policies.
- The Responsible Office prepares a draft of the new policy using the policy template in consultation with stakeholders.
- The Responsible Office submits the draft policy to the Policy and Compliance Office, with a copy to the Administrative Council member(s) with responsibility for the subject matter of the proposed policy.
- The Policy and Compliance Office circulates the proposed policy to the Policy Work Group for review.
- The College Senate representative on the Policy Work Group will facilitate review and comment by that body.
- The Office of System Counsel for NOVA will conduct a legal review of the draft policy.
- The Policy Work Group reviews the draft policy for conflicts with existing policies and procedures, solicits input from relevant College constituencies, and finalizes the draft policy. The final draft is returned to the Responsible Office.
4.3. Policy Approval
- The Administrative Council member(s) with responsibility for the subject matter of the proposed policy will present the proposed policy to the Administrative Council for review and approval.
- When the policy is approved, the President will sign it and enter the Effective Date.
- The Policy and Compliance Office will maintain a signed copy of the approved version of the policy and procedure.
- The Policy and Compliance Office will maintain a file that contains pertinent backup materials applicable to the development of each new or revised policy and procedure. Included in that file will be copies of the various drafts, comments resulting from their review and revision.
4.4. Review and Updating of NOVA Policies and Procedures
Each NOVA policy and its associated procedures will be reviewed at the first anniversary of its initial approval. The review will ensure that the policy remains consistent with requirements of VCCS policy and the state and federal law, and that the policy and procedures are appropriate and effective. Each review will include a recommendation regarding the frequency of subsequent reviews based on the nature of the policy and procedures and their susceptibility to change.
4.5. Publication of Policies
Within two weeks of approval, the Policy and Compliance Officer will provide the approved policy to the Web Services and Digital Media Office for posting on the College Policies web page.
New or changed policies will be communicated within two weeks of approval. Such announcement should briefly describe the policy, and then refer readers to the NOVA website for the actual policy and procedure.
4.6. Location and Accessibility of NOVA Policies
The NOVA website will contain the most current approved version of all College policies, with links to applicable procedures and forms. The documents on the College Policies web page will constitute the only official College-wide policies.
To ensure consistency throughout the College, individual departmental web sites may not contain separate copies or versions of College policies or applicable procedures. Instead, departmental web sites that reference College policies and procedures must use hyperlinks to the documents on the official College Policy web page. Departments may maintain internal departmental policies and procedures on their web sites, provided the internal departmental policies and procedures are not identified as and do not conflict with official College policies and procedures.
4.7 List of Policies and Procedures
The Policy and Compliance Office will maintain the master list of policies and policy numbers. The “College Policies” webpage will list all policies by name and number and will provide links to them. Policies will be assigned a number according to the following system:
- 100 General College Policies
- 200 Academic Policies
- 300 Administrative Policies
- 400 Human Resources Policies
- 500 Information Technology Policies
- 600 Student Policies