36-000-1                                                                          
BOT  12-16-06, 11-17-11


                             MANUAL MAINTENANCE (PROCEDURE)

An up-to-date version of the Policy and Procedure Manual of Oglala Lakota College will 
be maintained on the College’s official web site.  Storing data electronically requires that 
new procedures are enacted to facilitate the process of access and uploading the 
documents in question.  The following steps will be followed to accomplish this purpose:

1.	The person or group bringing forward a modified or new policy/procedure will 
      send the relevant document electronically to the appropriate standing committee of 
the Piya Wiconi Okolakiciye. 
(a)	all modified or new policies and procedures must be accompanied by a routing 
slip (see 23-007-2 Policy/Procedure Recommendation – Exhibit).
(b)	the modifications to existing policies and procedures will be indicated on the   
document in the following manner:  addition will be marked in bold; deletions                                                
will be marked in strike out;
(c)	New policies and procedures will not have an identifying code assigned at this 
      time. 

2.	After approval by the full standing committee, the committee chair will send the 
routing slip (with his/her signature) and modified or new policy/ procedures to the 
Piya Wiconi Okolakiciye.  Transmittal must occur electronically and via hard copy 
at this time.  

3.	If the Piya Wiconi Okolakiciye approves the modified or new policy/procedure, the 
chairperson will send all connected paper work both electronically and in hard copy 
to the Administrative Assistant of the College President for forwarding to the Board 
of Trustees.

4.	Following the Board of Trustees’ approval, new policies/procedures will receive an 
appropriate policy number. The President’s Administrative Assistant will upload the 
modified or new policy/procedure to the College’s web site.   

5.	Updates of the Policy and Procedure Manual will occur within one month of Board 
of Trustees approval.

6.	The Piya Wiconi Okolakiciye chairperson will be responsible for tracking the 
actions of the Piya Wiconi Okolakiciye and the Board of Trustees.  The Piya Wiconi 
Okolakiciye chairperson will also advise the chairpersons of standing committees 
regarding the actions taken by the College President or the Board of Trustees 
using the routing slip (23-007-2).  

7.	A standing subcommittee of the Institutional Development Committee will  
           review and revise the Oglala Lakota College Policy and Procedure Manual on an 
           ongoing basis 
(a)	The standing subcommittee will arrange to review approximately 20% of the 
        Manual each year.
 
(b)	This standing subcommittee will establish the schedule for review for the 
        following year prior to the last scheduled meeting of the Institutional  
        Development committee for the academic year.  This schedule will be 
        forwarded to the Piya Wiconi Okolakiciye.