Policies at KCTCS are managed through the Office of General Counsel. The policy website is designed to strengthen transparency, consistency, and efficiency. Information related to the policy process can be found on this website. A full list of all KCTCS Policies is located at https://policies.kctcs.edu.
Be sure to subscribe to the policy distribution list. Subscribers receive notification of when have been approved by the President/Board of Regents.
Policy Maintenance
The KCTCS Policy Administrator will assist in monitoring all policies for review. The policy administrator will work with the policy owner. Each policy will contain a review and revision section. Policy revisions may occur whenever other external drivers influence the need for updates. These factors may include changes in federal and state law, Board of Regents' policy updates, or changes to other KCTCS Policies.
KCTCS has adopted ComplianceBridge as the policy management system.
Policy Archival
Changing circumstances may create the need to retire a policy. The retirement process is initiated by the policy owner. The policy owner will submit a written request to the Policy Administrator at policy@kctcs.edu.
KCTCS policy resources
For consistency and efficiency, all Administrative policies will utilize the below template.
A circular diagram illustrates the policy lifecycle process. At the center is a circle labeled 'Policy Owner' surrounded by a ring labeled 'Stakeholders.' The outer ring contains four steps connected by arrows: 'Identify Policy Need' (blue arrow), 'Develop & Approve' (yellow arrow), 'Policy Published' (blue arrow), and 'Review & Maintain' (yellow arrow), showing a continuous cycle.
A KCTCS policy is a statement of management philosophy and direction. They are established to provide guidance and assistance to the KCTCS community.
Policies typically address significant institutional matters. Policies are important statements of KCTCS' values and operational principles and practices. Policies also address other matters of significance to the System.
Procedures are not policies. Procedures provide guidance in the implementation of policies. In the event of a conflict, the University policy will prevail.
The policy process for Administrative Policies is described in KCTCS’ Policy on Policies. The policy process for Board of Regents Policies is described in 1.0 – Policy on Policies. Board of Regents Policies are approved by the KCTCS Board of Regents. Administrative Policies are approved by the KCTCS President.
Key steps in the formative stage of development for Administrative Policies include:
- Submission of a Policy Request Form
- Use of standardized policy template
- Applicable Advisory Group review/comment periods
- Review by the Office of General Counsel
- Approval by the KCTCS President
Significant changes to policies will post to this website’s “Policy Place News” page. The Policy Distribution list allows users to subscribe to news as well.
For consistency and efficiency, all Administrative policies will utilize the below template.
- Word
The first step in creating or revising policy is submitting a policy request form (PRF). Policy Request Forms are designed to track the timelines for the completion of the policy process.
The PRF confirms the correct subject matter experts who should be a part of the drafting process. It also identifies all relevant stakeholders are included who should the draft policy. The PRF ensures that there are no duplicative efforts occurring across different divisions of the campus. An PRF must be submitted to initiate the policy process. Alternatively, a policy owner can submit a draft of the policy or revisions with the PRF.
This map is a guide for those wishing to understand the flow of those processes.
contact us
For general inquiries about university policies, or the policy process, you can reach the Policy Administrator at policy@kctcs.edu or by calling (859)-256-3484.
