Policy changes at Nicholls State University can come from three sources:

• policy changes initiated by statute or rule from the State of Louisiana, the Board of Regents, or the Board of Supervisors; also, policy changes that are the result of activities by the policy–making bodies or procedure–making bodies of the University that do not require Faculty Welfare or Senate action;
• policy changes that are the result of activities by the policy–making bodies or procedure–making bodies of the University that require Faculty Welfare or Senate action;
• Informational changes that do not need to be cleared with the policy–making bodies (departmental and office procedural practices, for instance) and typographical and clarity changes initiated by the Chair of the Policy and Procedure Committee.

Policy changes of the first type, those brought about by mandates outside the University, shall initiate an immediate change in the Nicholls State University Policy & Procedure Manual. Faculty and staff may be apprised of these changes through memos or other official documents before there is a related Manual update. Changes of the second type will go into effect with the first new contract period following approval of the policy. The Policy and Procedure Committee reviews changes for clarity and typographical changes (type 3) to the Manual whenever necessary as long as these changes do not affect the intent of the original wording. Individuals who are interested in having changes made to those policies that require Faculty Welfare or Senate action should consult with the proper policy or procedure–making body or should contact the Chair of the Policy and Procedure Committee for information about initiating changes.

It is the responsibility of the various policy–making bodies to inform their representative on the Policy and Procedure Committee or the Office of the Provost and Vice President for Academic Affairs of any changes in policy that could result in revisions to type 2 policies. It will be the responsibility of the Faculty Welfare Committe representative on the Policy and Procedure Committee, as far as is possible, to keep abreast of changes or potential changes from all sources and to advise the Faculty Welfare Committee each year of the need for revisions—printed or online updates or new editions.

The Chair of Policy and Procedure Committee should attempt to have annual reviews of the Policy Manual initiated. These reviews may result in new editions of the Manual. The Coordinator shall advise the Faculty Welfare Committee annually of the state of the Policy & Procedure Manual with regard to all policy changes. The Faculty Welfare Committee shall inform the faculty that changes are forthcoming. Faculty should receive information on updated pages (either in hard–copy or through the University’s computer network) of the before new contracts are issued.

A timetable for changes follows:

1. At the beginning of the Fall Semester: The Chair of the Faculty Welfare Committee appoints three members to the Faculty Handbook Committee
2. September 30: The Chair of the Policy and Procedure Committee in conjunction with the Faculty Welfare Handbook Committee will send appropriate notification to the faculty reminding faculty of the processes involved with Manual revision. This notification should also list the names and phone numbers of the Chair of the Policy and Procedure Committee and of the Handbook Committee members.
3. By end of the Fall Semester: Deadline for individuals to contact the Chair of the Policy and Procedure Committee or members of the Faculty Welfare Handbook Committee about suggestions for type 2 policy changes. The Welfare Handbook Committee will submit any proposed changes to the Chair of the Policy and Procedure Committee.
4. January of Spring Semester: The Chair of the Policy and Procedure Committee contacts the Faculty Welfare Committee concerning changes that are due to the Manual.
5. January 30: The Chair of the Policy and Procedure Committee’s report to the Faculty Welfare Committee concerning the state of policy changes. The Chair of the Policy and Procedure Committee also submits a copy of this report to the Provost and Vice President for Academic Affairs. The Chair of the Policy and Procedure Committee may coordinate meetings of the Faculty Welfare Committee and the Academic Vice President where the Chair of the Policy and Procedure Committee deems it appropriate. If all parties are in agreement, the changes will be submitted to the Senate.
6. February 15: If the parties are not in agreement the Chair of the Policy and Procedure Committee notifies all concerned parties of the need for a meeting of the Senate President, the Chairman of Faculty Welfare, the Chair of the Policy and Procedure Committee, and the Provost and Vice President for Academic Affairs. These individuals will discuss proposed changes and Senate action. (These meetings will be called by the Chair of the Policy and Procedure Committee when the Chair deems it appropriate.)
7. April 1 or earliest date possible: The Provost and Vice President for Academic Affairs along with the President of the Faculty Senate, the Chairman of the Faculty Welfare Committee, and the Chair of the Policy and Procedure Committee will submit a joint written report to the President’s Cabinet notifying the Cabinet of Manual changes. The Chair of the Policy and Procedure Committee may suggest a meeting of the Cabinet if further action is necessary.
8. Before the end of the spring semester: The Handbook Committee or Faculty Welfare may advise the faculty of all changes to the Manual.
9. Before the beginning of the Fall Semester: Updates to the Manual are posted online at https://www.nicholls.edu/policy-procedure-manual/.

Changes to Section of Manual