March 6, 2024

Dear Colleagues:

Foothill-De Anza Community College District leaders along with the members of the Board of Trustees are placing a high priority on updating/revising all of the district’s policies and procedures beginning in March 2024. We recognize the necessity of bringing these key documents into compliance and having policies and procedures that reflect current federal and state statutes/regulations as well as the new 2024 accreditation standard section references.

The district subscribes to the Community College League of California’s (League’s) comprehensive Policy & Procedure Subscription Service. The Policy & Procedure Subscription Service and legal partners at Liebert Cassidy Whitmore have developed recommended language for 402 policy/procedure templates for community college districts throughout the state to consider when revising/updating their board policies and administrative procedures. The recommended language complies with Education Code, Government Code, Penal Code, Title 5 Regulations, United States Code, Code of Federal Regulations, and regional accreditation standards as applicable.

In addition, the Policy & Procedure Subscription Service carefully differentiates between board policies and administrative procedures. This differentiation is very helpful in distinguishing the role of the Board of Trustees and the responsibilities of district leaders and employees:

Board Policies

Board policies are the voice of the Board of Trustees and define the general goals and acceptable practices for the operation of the district. Policies implement federal and state laws/regulations. The Board, through policy, delegates authority to and through the chancellor to administer the district. The chancellor, Foothill-De Anza leaders, and all employees are responsible to reasonably interpret board policy as well as other relevant laws and regulations that govern the district.

Policy is best expressed in broad statements. It legally binds the district. Therefore, policy statements should be clear, succinct, and current. Policies and related procedures should be accessible, useful, and up-to-date.

Administrative Procedures

Administrative procedures implement board policy, federal/state statutes, and federal/state regulations. They address how the general goals of the district are achieved and define operations of the district. They include details of policy implementation, responsibility, accountability, and standards of practice. Although administrative procedures may be developed by the chancellor, managers, faculty members, classified staff members, and student leaders, it is the administrators/managers who are held responsible for upholding the specific processes delineated in the procedures. Administrative procedures do not require official Board adoption.

I am supportive of this important endeavor and have made a commitment to the Board of Trustees that the district will create a timeline to revise and align the board policies and administrative procedures with those recommended by the Policy & Procedure Subscription Service. As we go through the process of updating the Policy & Procedures the district will be respectful of and continue to utilize the established practice of shared governance review when and where appropriate.

In addition, the district will develop a long-term continuous review cycle to ensure that its board policies and administrative procedures remain compliant with law, reflect up-to-date organizational processes (codified in administrative procedures), and are systematically reviewed within every accreditation cycle.

As we embark upon the process of updating the policies and procedures, I will periodically send email messages to apprise you of the progress.

As the Board of Trustees adopts revised board policies, those documents will be immediately posted on the district’s policy/procedure website.

If you have any questions, I encourage you to contact me at [email protected] using the subject line “Board Policies/Administrative Procedures.” 

Thank you, 

Lee D. Lambert, J.D.

Chancellor