Administrative Policies And Practices - Review And Approval Process

For interpretation of this policy, please contact: Office of the Vice President for Finance, Technology, and Operations, at (909) 537-5130. 

Application Process

• This process applies to all university-wide administrative policies and procedures presented to the Administrative Council for review.
• Proposed policies and procedures must adhere to CSU systemwide policy or applicable federal or state law or regulation. Policies and procedures may not be less restrictive, but if appropriate may be more restrictive.
• Prior to proposing new or updating existing university-wide administrative policies and procedures, a thorough review of CSU systemwide policies, executive orders, coded memos, and technical letters within the CSUJ?.oUcy Library is required. Upon review, if there is any overlap, the CSU systemwide policy will be enforced, and no new university-wide administrative policies or procedures will be approved, and any existing university-wide administrative policies or procedures that overlap with CSU systemwide policies will be rescinded. Furthermore, if a CSU systemwide policy or procedure sunsets, upon Administrative Council review, the university should consider sunsetting the policy or procedure.

New Administrative Policies Should Include

• A title, e.g., Parking Policy
• Background Statement
• Purpose of policy: e.g., 'The purpose of this policy is. . .'
• Procedures, if any: e.g., who does what, when, how
• A signature page at the back of the proposed policy with the following:
  • Responsible Office/Title of Officer: e.g., Parking Services/Parking Manager
  • Reviewed by Administrative Council on Form field for date reviewed___________
  • Approved by (President) Date: Form field for date approved___________

Process for Approval

Unless there is a need for a more expeditious review and approval process or the proposed draft results from a Chancellor's Office Executive Order, CSU Administrative directive, or if it is required by law, normally present draft of proposed policy to the Administrative Council for a first reading and discussion. 

Proposed policy will be referenced in minutes of meeting and placed on the web page as a draft. Campus will be asked to comment on proposed policy and forward suggestions for changes to the indicated responsible officer with copy to the appropriate vice president. 

Return proposed policy with changes, if any, to the Administrative Council for final reading and recommendation. Responsible officer should be prepared to provide a summary of suggested changes received. 

Following review by the Administrative Council, the responsible officer will provide President's Office with a clean copy of policy with all recommended changes and revisions. 

President's Office will complete information on signature page to include President's signature of approval.• 

During periods of time in which Administrative Council does not meet regularly, Administrative Policies and Procedures may go through the express approval process: 

• Through the express approval process, the policy will be sent to the Administrative Council members via email, or another electronic format, for review and feedback.
• The campus will then be asked to comment on the proposed policy and forward suggestions for changes to the indicated responsible officer with copy to the appropriate vice president.
• Return proposed policy with changes, if any, to the Administrative Council members via email, or another electronic format, for final review and feedback. It will be noted at the next Administrative Council meeting, and referenced in the minutes, which campus policies were approved during the hiatus of the council.
• Following the review of the Administrative Council, the responsible officer will provide President's Office with a clean copy of policy with all recommended changes and revisions.
• President's Office will complete information on signature page to include President's signature of approval.

If the proposed policy is in response to a Chancellor's Office Executive Order, CSU Administrative directive, or if it is required by law, it will be presented to the Administrative Council for a first read and discussion only. Once the draft is approved by the Administrative Council, the final version will be signed and distributed to campus for informational purposes. 

Based on the delegation of authority of the President's Office, the Office of the Vice President of Finance, Technology, and Operations will maintain a file of all approved university-wide administrative policies and procedures. A copy should be sent to the appropriate vice president. 

Directory of Administrative Policies

ll approved campus administrative policies and procedures should be included on the CSUSB home page at the University Policies and Procedures web site. To the extent possible, campus administrative policies and procedures will be organized in a similar fashion as to other campus and university policy and procedure pages. 

Based on the delegation of authority of the President's Office, the Office of the Vice President of Finance, Technology, and Operations will be responsible for ensuring approved administrative policies are posted on the website in a timely manner. 

Based on the delegation of authority of the President's Office, the Office of the Vice President of Finance, Technology, and Operations will review and update existing campus administrative policies and procedures every five years or as appropriate to ensure they are current and relevant.