Policy Development and Review Procedures

Transcription

1 Policy Development and Review Procedures Table of Contents 1. Governing Policy 2. Purpose 3. Development 3.1. Identifying the need 3.2. Planning 3.3. Writing and content 4. Consultation 5. Endorsement and Approval 6. Implementation 7. Review 8. Resources 1. Governing Policy Policy on Policies 2. Purpose These procedures set out the requirements and responsibilities under the policy development and review cycle. Development Consultation Endorsement & approval Implementation Review 1 CRICOS No A

2 3. Development 3.1. Identifying the need a. Determine whether a new policy/procedures or substantive revision of a policy/procedures is needed, taking into account: application of external or internal changes (e.g. new legislation, new University activity) changes in strategies or circumstances the review timetable problems associated with implementing and interpreting policies/procedures or gaps in policy/procedures coverage identified through feedback and experience. b. Consult with Policy and Secretariat to ensure the matter is not already addressed in another existing policy/procedures and to seek advice about the approval process 3.2. Planning a. For new or significantly revised policies/procedures prepare a Development Plan using the Policy/Procedures Development Plan Template as a guide. b. Submit the Plan to the relevant portfolio head or executive for endorsement of the development process. The portfolio head/executive may determine that the Plan requires a SET discussion and VC endorsement before the development work begins Writing and content Principal policy writer a. Use the Policy Template or Procedures Template available from Policy and b. Use plain, gender-neutral English, be concise, avoid long jargon and long paragraphs, write from the point of view of the intended audience, and use present tense and active voice where possible. c. Make mandatory requirements clear through the use of must not should or shall. d. Avoid use of terms such as generally and normally. If an exceptions or discretionary provision is required, provide detail of who can approve. e. Avoid excessive use of definitions, and use the Common Definitions where possible. f. Allocate authorities and responsibilities to positions, not organisational units, consistent with the Delegations Policy. g. Maintain an overview of the content as it is developed and ensure that the content appropriately responds to identified issues. h. Ensure that communication and implementation plans are developed. 2 CRICOS No A

3 4. Consultation a. Ensure consultation occurs as set out in the Development Plan. b. Invite any further consultation deemed appropriate as the policy/procedures is developed. c. Once a new or significantly amended policy or procedures is in near final form, unless the relevant portfolio head/executive has determined otherwise, ensure the draft is made available online for open consultation, in accordance with the process established by Policy and d. Ensure that consultation feedback is considered before the draft is finalised. e. Consult with Policy and Secretariat for quality control review on final draft. 5. Endorsement and Approval a. Ensure that the finalised draft is submitted for endorsement to relevant officers and to any relevant committees (including SET where appropriate). b. Once the necessary endorsements are obtained, submit the policy/procedures to the appropriate Approval Authority, in accordance with the practices required by that authority. 6. Implementation After approval: Policy and Secretariat a. Notify Policy and Secretariat of the approval. b. Ensure that any communication and implementation requirements are put into operation. c. Upload new or amended policy/procedures into the online Flinders Policy Library and update the policy register maintained by Policy and d. Upload any delegations of authority included in the policy in the Delegations Register. e. Ensure that new/updated documents are filed in the University s records management system. 3 CRICOS No A

4 7. Review Policy and Secretariat a. Maintain a database of the approval and review dates for all policies and procedures. b. Advise the relevant when a policy or procedures is due for review. c. Ensure the Policy/Procedures Development Plan Template, Policy and Procedures Templates, and list of Common Definitions are reviewed and updated as required. d. Arrange for review of all policies and procedures for which they are the : at least every six years for policies at least every three year for procedures. e. Ensure the review processes provide an opportunity for users of the policy/procedures to give feedback on their effectiveness and operation. f. Following review, determine one of the following outcomes, with associated consequential actions: i. Major changes required Apply Procedures 1 to 5. ii. Relatively minor changes required, which do not substantially change the substantive content; or which are a consequential effect of decisions made by Council or the Vice-Chancellor Complete the Review Report (available from Policy & Secretariat) and submit to Policy and Secretariat, with amended policy/procedure. iii. No changes required Complete the Review Report and submit to Policy and iv. No longer required Recommend that the Approval Authority approve the deletion of the policy/procedures, and notify Policy and Secretariat once approved. g. Ensure that documentation on the review process applied and the basis for the decision to make minor changes, continue unchanged or delete is filed in the University s records management system. 8. Resources Policy/Procedures Development Plan Template Delegations Policy 4 CRICOS No A

5 Approval Authority Vice-Chancellor University Secretary Approval Date 15 June 2017 Effective Date 15 June 2017 Review Date* June 2020 HPRM file number CF17/510 * Unless otherwise indicated, this procedure will still apply beyond the review date. Printed versions of this document are not controlled. Please refer to the Flinders Policy Library for the latest version. 5 CRICOS No A