Policy and Procedure Development, Review, and Approval

Procedure Administrator: Executive Vice President and Chief of Staff
Authority: N.J.S.A. 18A:64-8
Effective Date: May 4, 2016; October 8, 2020; July 18, 2025
Index Cross-References: VI-70: University Policy and Procedure Authority
Procedure File Number: 1060
Approved By: Dr. Joe Bertolino, President

POLICY

A policy creates an operational framework that is aligned with the mission of the University and establishes standards by which the University coordinates compliance with applicable laws and regulations, promotes operational efficiency, and/or reduces institutional risk.

A policy is established directly by action of the Board of Trustees. The University President may recommend a policy directly to the Board of Trustees for adoption by the University. Policies may also be developed through collaboration across the University. However, a member of the Senior Leadership Team must present the proposed policy to the President of the University to be considered for recommendation to the Board of Trustees. The University President is the only person with authority to make policy recommendations to the Board of Trustees.

PROCEDURE

Procedures describe the operational processes for the University or a specific division(s). A member of the President’s Senior Leadership Team can recommend a
procedure to the President for adoption who may establish the procedure through approval.

Unlike policy, procedures may change frequently to accommodate updated standards or methods.

The University Policy and Procedure Webpage is the official source for active policies
and procedures at Stockton University.

I. DEVELOPMENT:

The Policy or Procedure Administrator responsible for developing and updating a policy and/or procedure will identify stakeholders at the University with employment responsibilities that will be impacted by such policy and/or procedure. When appropriate, stakeholders should be involved in the development of policies and procedures. The Policy Management Team and the Office of General Counsel are included early in the process to identify legal and internal control areas to be considered during development/revision.

A new policy or procedure is drafted using a standard format established by the University. The University has templates to facilitate drafting policies and procedures available on the University’s Policy and Procedure webpage. The team updating the policies or procedures will reflect all changes to superseded policies and procedures by creating a version with tracked changes from the original document.

II. REVIEW:

The Policy or Procedure Administrator is responsible for the initial development or review of a policy or procedure in consultation with the appropriate Divisional Executive or their designee. This includes a review and, if needed, proposed revision(s) of any cross-referenced policies or procedures. Academic Affairs policies and procedures are reviewed by the Faculty Senate, Deans’ Council, Academic Affairs Council, and Academic Affairs Leadership. These parties also may review non-academic policies and procedures when significant changes substantively impact Academic Affairs operations. Faculty and Staff Senates, along with Union leaders, will be able to review policies and procedures that affect employment responsibilities. Procedures that impact the terms and conditions of employment for union-represented employees must be negotiated through established collective bargaining processes.

The Divisional Executive or their designee will send the policy or procedure to the Policy Management Team who will review and provide feedback. This review
focuses on consistency with other policies and/or procedures, separation of policy from procedure, internal controls, and efficiency and effectiveness of the process.

Non-substantive changes to a policy or procedure, such as changes in names of positions or unit names, grammatical errors, or correcting statements of fact are
considered technical changes and do not require formal review process. Changes to federal or state laws, statutes, regulations or accreditation standards will be
regarded as technical changes. In these cases, the required changes will be shared with stakeholder groups, Faculty and Staff Senates and Union leadership
as an informational item.

Once the policy or procedure has been reviewed by the Policy Management Team and the Divisional Executive or designee, the Policy Management Team will send the policy or procedure to the Office of General Counsel for review and comment. Then, the policy or procedure will be presented to the President’s Senior
Leadership Team for review and feedback.

III. APPROVAL:

All policies or procedures are presented to Senior Leadership Team for review and approval. Once the Senior Leadership Team approves a policy or procedure, it is submitted to the University President for review. The President reviews and approves procedures and reviews and approves policies before they are presented
to the Board of Trustees for approval.

The Policy Management Team is responsible for providing a clean version of the policy or procedure to the Office of the President. The Office of the President will add a first reading memorandum to the Board of Trustees agenda and provide the Board with copies of a proposed policy for review.

After the first reading is completed, the policy is presented by the President at the following Board of Trustees meeting for a second reading and adoption by resolution of the Board of Trustees. The Office of the President will add a resolution to the Board of Trustees agenda and provide the Board with copies of the proposed policy for review.

All materials must be submitted to the Office of the President at least five days prior to the Board of Trustees Meeting.

IV. RESCINDING A POLICY OR PROCEDURE:

The Divisional Executive responsible for a policy or procedure may propose its rescindment to the Policy Management Team. The approval process for a rescindment mirrors the approval process for modified or new policies and procedures.

V. POLICY AND PROCEDURE DOCUMENT & WEBSITE MAINTENANCE:

Policies and procedures are uploaded to the University’s Policy and Procedure webpage by the Policy Management Team. Policies are posted after approval by
the Board of Trustees and procedures are posted after approval by President of the University.

The Policy Management Team is responsible for ensuring policies and procedures are posted and available on the University’s website. Divisional Executives or their designees are responsible for ensuring University publications reflect current policies and procedures.

The Policy Management Team is responsible for maintaining a repository of current and superseded policies and procedures.

Review History:
Procedure Administrator 11/18/2024
Divisional Executive 05/02/2025
General Counsel 06/11/2025
Senior Leadership Team 07/17/2025
President 07/18/2025