July FAQ: Policies
Today’s topic is another category of frequently asked questions: policies.
NOVA is part of the Virginia Community College System and a state agency, so NOVA must follow not only our own policies but also those of VCCS and the Commonwealth of Virginia (in addition to applicable state and federal laws). Questions about policies typically come in one of four categories, so I will answer each in turn.
- My office or department has created its own policy about X, but now we’re told we cannot. Why?
Policies governing NOVA and all VCCS colleges are set by the State Board unless this responsibility has been delegated by the State Board (e.g., to the local Board or Chancellor) or is superseded by state or federal policy, regulation or law. The Board’s role in policymaking is actually part of SACSCOC Principle of Accreditation 4.2: the Board sets policy, while the institution administers and implements it.
Your office or department can define and publish a process, provided this process does not violate NOVA/VCCS policy or relevant state/federal rules, regulations and laws.
- I disagree with VCCS or Virginia Policy X. Can NOVA (or I) create its own policy to replace it?
No, we cannot. We are bound by system and state policies even when we disagree with them. As employees, we must work within the policies that govern our work.
But … we can work through the system to have our concerns heard in hopes of changing a policy. VCCS’s governance structure provides a path to raise questions and concerns about system policies, and the legislative process provides an opportunity for individuals to influence state policies. It will take time, but it can happen. For example: because of concerns long raised by faculty, VCCS is in the process of revising the VCCS-29 — the framework for assessing credentials for placement and promotion.
- It may not be policy, but we’ve always done <X>. Why do we need to change it now?
As noted above, we are bound to follow the policies that govern our work. Past practice of ignoring or working around a policy does not justify continuing these actions and can raise real risks that could jeopardize our ability to access federal financial aid, our accreditation or our students’ ability to transfer. One such policy is VCCS Enrollment Policy 3.8.2., which states that “the last day to register or add a class may not be later than the last day to drop with a refund (census date).” Colleges can establish an earlier date — not a later one. I recognize that this has not always been NOVA’s practice, but we must come into compliance with this policy (and all policies that govern our actions).
- I did not know about NOVA, VCCS or Virginia Policy X or state or federal law Y, so how can I be held responsible for following it?
There is a reason that “ignorance of the law is no excuse” is such a commonplace: it’s true. As a NOVA employee, you are accountable for following all relevant policies, procedures, rules and regulations.
It can be daunting, and maybe even impossible, to keep up with every policy and law that impacts our work — which is why we have colleagues with the responsibility of being subject matter experts in particular areas. Have a question about whether an expenditure is allowable? Reach out to Budget and Finance. Need to understand your responsibility for meeting an employee’s accommodations? HR. A student’s accommodations? Access and Accommodations. Not sure if you have the authority to sign an agreement? Contact your supervisor. And on and on. The basic message here is this: when in doubt, reach out.
To help supervisors keep pace with changes in policy and law, NOVA has implemented compliance training for employees at the level of associate dean/director and above to provide them with the info they need to help you — and when they are not sure, they can also reach out for support. In addition, all of us have annual trainings in higher education compliance areas (e.g., FERPA) that are foundational to our work.
Again, thank you for the monthly questions! This FAQ on policies will be archived on the President’s Office NOVAnet site for access going forward.
Kind regards, Anne