Protocol for Formatting and Submission of CAP Policy Statements

PURPOSE OF THE CAMPUS ADMINISTRATIVE POLICIES (CAP)

The Campus Administrative Policies (CAP) provide general information on Cal Poly’s administrative structure; contain locally developed policies, guidelines and governing regulations; and include information on externally developed laws, rules or regulations under which the University developed. (Routine procedures shall not be delineated in CAP except where procedures have particular significance.)

POLICIES AND PROCEDURES DEFINED

Policy: The formal guidance needed to coordinate and execute activity throughout the institution. When effectively deployed, policy statements help focus attention and resources on high priority issues - aligning and merging efforts to achieve the institutional vision. Policy provides the operational framework within which the institution functions.

Procedures: The operational processes required to implement institutional policy. Operating practices can be formal or informal, specific to a department or applicable across the entire institution. If policy is "what" the institution does operationally, then its procedures are "how" it intends to carry out those operating policy expressions.

FORMAT FOR CAP POLICY STATEMENTS

Typically, policy statements shall include the following: CAP Number and Title, Policy and Reference Section. Policy statements may also include statements of Objectives. The order of presentation of each element of the policy statement and additional information about each element, are noted below.

1. CAP Number and Title ( e.g., 100 California Polytechnic State University)
   
2. The Policy section should be a statement that provides clear, concise formal guidance for institutional decisions and actions. The statement will include:

• a statement of the policy
• definitions
  

The policy shall usually be stated in a single sentence or paragraph.

3. The Objectives section shall be a statement of the desired end results of the policy.
   
4. The Reference section pertains to approval, implementation and amendment of the policy and lists related policies. The reference section will cite:

• Date approved by the President
• Office responsible for implementation
• Date when the policy is to be reviewed and by whom (where stipulated)
• Sunset clause (where stipulated)
• Related University Policies/Documents/Manuals/Handbooks
• Any laws, regulations or codes of practice which should be referred to in conjunction with the policy

PROCEDURE FOR DEVELOPMENT, REVIEW AND APPROVAL OF NEW OR REVISED CAP POLICIES

1. On May 1st of each year, The Office of the President will send correspondence to each Vice President or Executive Director requesting submission of any new policies for consideration.
   
   
2. On May 1st of each year, The Office of the President will request appointment of representatives to the CAP Editorial Coordination/Review Committee from the following constituent groups: Academic Affairs Division (2), Administration and Finance Division (2), Student Affairs Division (2), University Advancement Division (2), Cal Poly Foundation (1), Academic Senate (2), ASI (2). The CAP Editorial Review Committee will be established as a permanent committee of the campus and will only meet as needed generally in the summer/fall months.
3. On July 1st of each year, new or revised CAP sections shall be submitted to the Office of the President by the appropriate Vice President or Executive Director for review and formal transmission to the CAP Editorial Coordination/Review Committee. More frequent updates may be submitted to the Office of the President.
4. The Office of the President shall call meetings of the CAP Ad Hoc Editorial Coordination/Review Committee to meet as needed to review any submitted policies.
5. New or revised CAP sections shall next be submitted to the CAP Ad Hoc Editorial Coordination/Review Committee for review:
   
   • Each CAP section will be distributed electronically prior to a regular meeting of the committee. Approximately one month will be allowed for review by committee members and constituency group comment. Committee members will submit a written summary of their comments and the comments of constituency group members no later than two days prior to the next regular meeting of the committee.
     
     
   • CAP sections will be discussed at the next regular meeting of the committee. At this time the committee will:

     recommend modifications and return the CAP sections to the submitting division/auxiliary; or

     forward the CAP section without comment to the President’s Office for administrative and legal review.

   • Where divisions/auxiliaries have been asked to reconsider a CAP section, they will resubmit this section to the committee with a written statement indicating which recommended modifications they have adopted and which they have not adopted. The committee will receive the reconsidered section as an information item and it will simultaneously go forward to the President’s Office for final review and action.
6. Following Committee review each CAP section will be submitted to the Office of the President for legal and administrative review and approval.

NOTE: When submitting amended or revised policy statements, a copy of the original policy statement should be included in the documentation.

Campus Administrative Policies' Home Page

Cal Poly's Home Page