Policies and Procedures Terms and Definitions

Terms

College – Blackhawk Technical College District

District Board – Blackhawk Technical College District Board of Trustees

Definitions

Authority – Also known as policy owner, is responsible for conducting a comprehensive review of their assigned policies at least every three (3) years or as required to stay current with applicable laws and regulations.

Child – A person under 14 years old who is not enrolled, accepted for enrollment, or seeking enrollment at the College.

College Community – This includes the Colleges' trustees, students, employees, and any independent contractors or other third parties to the extent articulated under contractual agreements.

College Policy – A deliberate system of principles, rules, or regulations to guide decisions a group, organization, or government adopts. A policy is implemented as a procedure.

Policies are a company's business rules and guidelines that ensure consistency and compliance with its strategic direction. Policies outline the rules and how a company, division, or department will operate.

Policies address what the policy is and its classification, who is responsible for its execution and enforcement, and why it is required.

College Premises – Property and facilities owned by or under the control of the College.

College Procedure – A series of established or official actions in a defined order to implement and execute a policy, which ensures consistency throughout the organization.

Procedures define the specific instructions necessary to perform a task or part of a Process. They can be work instructions, desktop procedures, quick reference guides, or more detailed procedures.

Procedures usually are structured by subject (for example, system instructions, report instructions, or process tasks). A procedure usually addresses only a single task. This separation enables procedure components to be compiled into special procedure manuals for specific audiences, end users, and purposes.

The procedure details the person to whom the procedure is performed, what steps are performed, when the steps are performed, and how the procedure is performed.

College Resources - Tangible and intangible assets owned, leased, or employed by the College, including but not limited to equipment, software, logo, Employees, and College Premises.

College-Sanctioned Events – These activities are initiated, authorized, and supervised by the College, or involve representations of the College.

Effective Date – The original approval date by the District Board or Executive Council for a newly created policy or procedure.

Employee – An individual currently employed by the College.

Guests – People not members of the College Community invited by the College to the College Premises.

Minor – A person under 18 years old who is not enrolled, accepted for enrollment, seeking enrollment, or utilizing testing center services at the College.

Practice – Habitual or customary course of action or way of doing something. (Waitlist, scheduling, advising prep, employee recognition.)

Process – The series of actions, operations, or motions involved in accomplishing an end (Actual steps involved in carrying out a procedure, operational guideline, or SOP).

Processes are related activities that produce a specific service or product (Procurement to Payment). Most processes cross departments or functional areas. Each process designates the connect points and where they cross department lines. The documentation presents the total process. It is helpful to reference or to drill down to the applicable policy or procedure for a process step. A process map is a helpful tool that graphically displays the process.

Processes indicate where there is a separation of responsibilities and control points. They are also very helpful in identifying policy and procedure requirements. Processes address the person responsible for performing the process(es) (department, division), what primary functions are performed, and when the function is triggered.

Review – As determined by the Authority, no changes to existing policies or procedures are required during the policy review process.

Review Date – The date the District Board or Executive Council approves existing policy or procedure.

Revision – As determined by the Authority, any changes, modifications, or updates to an existing policy or procedure are required during the policy review process.

Revision Date – The date the District Board or Executive Council approves changes, modifications, or updates to policy or procedure.

Student – An individual registered at the College, either full or part-time, in a credit or non-credit course or courses, who has paid or made payment arrangements for tuition or fees or both.

Visitors – People not members of the College Community who are on College Premises.