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Why have we got a Policy Framework?
The Policy Framework is intended to provide a clear, consistent, coordinated and enforceable system for the development, approval, implementation and review of University Policies. This in turn will promote consistent decision-making across the whole University, and ensure that University activities are compliant with standards set by the University and external legislation or agencies. The requirement for either Academic Board or VCC to endorse policies, before approval by the Vice-Chancellor & President, is a quality assurance mechanism. The Framework adopts the Universitys Quality Assurance System: Planning & Budgeting, Implementation, Review and Improvement (PIRI).
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I have just started reviewing the policies managed by my branch? Can I keep doing what I have started?
No. The Policy Framework puts the overarching responsibility for policy development on the Policy Custodian. Policy review cannot begin formally until the Policy Custodian has prepared a Stage One Proposal, submitted it to the Executive Managers, and obtained the approval of the Vice-Chancellor and President for its development. See the Policy Framework, section 6.1. Of course, some preliminary policy work will be needed just to scope the Stage One Proposal. Speak to your Branch head about the process for initiating a Stage One Proposal.
Is the same process followed for stand alone procedures?
Yes. Procedures are designated as policies, whether they are accompanied by higher-level principles or not.
We have a lot of policies under review, and this new framework seems complex
Putting this formal structure around policy development and approval is in part designed to encourage Policy Custodians, branch managers and policy administrators to really focus on consolidating University-wide policies wherever possible, and reducing the overall number. It is hoped that matters of detail will be taken out of Policies and included in a business process or other documentation which might be referred to in a policy, but which lends itself to more routine review and updating. A recent example of consolidation is the HYPERLINK "http://www.adelaide.edu.au/policies/2783" IT Acceptable Use and Security Policy, with 2 related Procedures, which replaced 13 policies and guidelines.
What is the role of a Policy Custodian and who are they?
The Policy Custodian has overarching responsibility for development of a policy, obtaining the required approvals, and ensuring the policy is implemented, monitored and reviewed, as specified in section 4 of the Policy Framework. The Policy Custodian for academic and management policies must be an Executive Manager, and the policies for which they are responsible reflect their portfolio responsibilities. For policies related specifically to University Council, the Policy Custodian is the Council Secretary.
What purpose does the Stage One Proposal serve?
The Stage One Proposal enables the Universitys Executive Managers to monitor the strategic implications of new policy proposals at an early stage, and to promote cooperation and consultation during the development phase. It also provides a valuable mechanism for critical analysis by the policy developer of their own proposal.
What goes in the Stage One Proposal?
The Stage One Proposal Template provides guidance on what is required. It asks you to give details of the purpose, rationale, resources and development processes for the new or revised policy. It is important in developing the proposal to:
understand the history of the issue being addressed
research good practice at other universities and relevant institutions
have a sound understanding of any legislative, regulatory, contractual or similar drivers
identify any budgetary, structural or process issues that will need to be resolved before the policy can come into effect
appreciate the interrelationship of the proposed policy with other policies, and with the processes and responsibilities of other organisational units within the University.
The Council Secretary can provide advice on developing a Stage One Proposal.
How can I estimate the resources required when the policy is not developed yet?
You are asked to describe the resources required for actual development of the policy; as well as the likely resources needed for implementation. While all details of a new/revised policy may not be known, in most cases a general idea of the resource requirements for implementation and monitoring compliance can be estimated, including development of new processes and business systems, and training and education.
Who should be on the policy development working group?
The minimum membership is
at least one subject matter expert, usually the Policy Responsible Officer or their nominee
a specialist policy drafter
at least one academic staff member for policies relating to education and research.
The working group should have sufficient expertise to ensure a workable and comprehensive policy is developed, but not be so big that it cannot get agreement.
Consider involving a Legal and Risk representative on policy development working groups, particularly when the new policy is in response to a legislative, regulatory and/or contractual compliance issue. (This will be subject to the availability of resources in Legal and Risk.)
The Council Secretariat can provide advice on completing the authorities so that they can be added to the Delegation of Authorities database.
Who needs to be consulted about the policy?
Consultation is an important tool for:
testing whether a proposed policy adequately addresses the realities of a problem, and is practicable
identifying the competing interests of different people or groups
building consensus and a commitment to compliance with the eventual policy
supporting transparency and participation in the policy development process.
Consultation may occur through:
notifying stakeholders through Inside Adelaide, and newsletters and bulletins
writing to Executive Deans and Branch heads
discussions and feedback from formal committees and working groups, and unions and student associations
discussion with focus groups and workshops
meetings with selected individuals and groups, especially those directly affected by the policy.
Note that consultation must occur via the Draft New/Revised Policies for Comment website.
Note also that writing and consultation is often an alternating process, with the consultation informing the writing.
Legal and Risk must be consulted to check the final draft before it is submitted to the endorsing authority(ies) for approval (unless a Legal and Risk officer is a member of the policy development working group).
I have completed a minor revision of a policy managed by my branch? Can I just make the change without going through this formal process?
No. Every new or revised policy must follow the process described in the Policy Framework. This involves completion of a Stage One Proposal, as required by section 6.1, even for fairly minor revisions. As University policies are gradually revised through the Policy Framework, it is expected they will no longer contain the kind of information that needs frequent or minor revisions. Minor amendments that do not require a Stage One Proposal are restricted to changes that reflect changes in titles, names or references. Provided they do not otherwise affect the policy content, these sorts of changes can be approved by the Policy Custodian and submitted to the Council Secretary for loading, as per section 6.10.
Can I just load my policies straight away on to the Policy Directory?
No. Every new or revised policy must follow the process described in the Policy Framework. Once a new or revised policy is developed, it requires endorsement by either Academic Board or the Vice-Chancellors Committee, and approval by the Vice-Chancellor & President or Council. Approved policies can only be loaded on the Policy Directory by the Council Secretary.
I need to revise the policy now because the dates/fees have changed. Why cant I just do it the old way?
Under the Policy Framework, a University Policy consists of Principles or Procedures or both which are of long-term application. Specific details such as dates and fees are part of operational business processes that are expected to be documented separately. A policy might specify the broad criteria or other principles under which dates or fees are set, but it should not itself contain this level of detail. As University policies are revised through the Policy Framework, it is expected that this kind of information will be included in other supporting documentation or on websites, where it can be changed readily, in line with the relevant policy principles.
What is the difference between a Principle and a Procedure?
Principles set the standards or essential features which underpin decision-making and/or the way members of the University community conduct the activities of the University. Procedures mandate operational activities and assign responsibilities. They step through the practical actions required to support the implementation of Policy Principles, or to assist the Universitys operations and compliance with external requirements. Procedures may apply to a specific activity of the University or be of more general application.
The focus of Procedures is on responsibilities: who must do what. Procedures do not normally specify all the detail of an operational business process, which can be included in supporting documentation such as forms or guidelines, websites or in localised operational processes.
For examples of Principles and Procedures, it is suggested that you study a variety of other policies that have been developed under the Policy Framework, and take note of their approach to Principles and Procedures and supporting documentation.
How important are the Responsibilities?
For every action in a procedure, there is nearly always a responsibility on an individual to do it. If procedures are written in the passive tense (students must be notified), or there is a general statement that faculties must do something, it is quite feasible that no one will consider the procedure applies to them. Allocating responsibility to a position, and framing the action in the active or imperative tense, is a way of ensuring that there is no ambiguity about who has responsibility for seeing that something is done.
Our working group has worked out the procedures but there are some circumstances when exceptions should be made
The best way to manage occasional exceptions is to allocate an authority to a suitable manager to be able to approve exceptions or departures from standard practice, in writing. This avoids the requirement for all exceptions to have to be anticipated and spelled out in the policy. The University assumes that its managers will exercise judgement in a fair and reasonable manner, taking into account the Policys principles, when required.
Do policies need to be drafted using HTML?
No. Draft the policies with Word, using the Policy template with its inbuilt styles. The policy will be converted into HTML format for loading in the Policy Directory by the Council Secretary once it is approved. Contact the Council Secretary for further information.
Why is a Communication and Implementation Plan necessary?
Getting the new policy approved and published in the Policy Directory is not the end of the policy development process. The new policy may require new business processes to be instituted in one or more areas; it needs to be communicated to those directly affected by it, and many more may need to be made aware of it; some education and training may be needed to accommodate new procedures.
These matters need to be thought about ahead of the final approval process, and responsibilities and resources allocated to make sure it all happens.
Why are documents in HTML and not PDF?
HTML has greater navigation and search capabilities than PDF.
Who is responsible for management of the Policy Directory?
The Council Secretary is operationally responsible, as specified in the Policy Framework. Policies can only be loaded on the Policy Directory after endorsement as specified in the Policy Framework, and approval by the Vice-Chancellor and President or Council.
What is the Glossary of Terms?
It is an alphabetical list of definitions for terms, acronyms and abbreviations used in policies. It is intended to ensure there is consistency in the definition and use of terms which are frequently used in policies, for example academic program, student or part-time staff. The Glossary of Terms replaces the use of such definitions in individual policies.
How is the Glossary of Terms used?
In most cases, if a word requires defining, it must be included in and linked to the Glossary of terms. Where a policy requires a definition to be added to the Glossary, it can be included in the draft policy as a proposal for inclusion in the Glossary, but will not form part of the final published policy.
Definitions are not required where the words meaning is no different from that in common usage. A word or term only requires defining if it:
has a meaning in the policy that is different to common usage. For example:
Academic award: A certificate, diploma, degree, graduate certificate or graduate diploma, including an honorary award and a jointly badged award, conferred by the University at a graduation ceremony
is an acronym that is likely to recur in other policies or University documents. For example:
ESOS Act: International English Language Testing System. The preferred test for assessing English language competency to attend Australian universities. It addresses speaking, reading writing and listening.
Exceptions to the use of the Glossary of terms are where the word or term is a:
one-off acronym
is highly specialised and unlikely to be used in any other policy or context.
How do I upload a draft document for comment?
Once the policy development working group has prepared a draft policy, in consultation with stakeholders and relevant committees, it must be submitted to the Council Secretary (HYPERLINK "mailto:policies@adelaide.edu.au"policies@adelaide.edu.au), who will load it on the Draft New/Revised Policies for Comment page on the University Policy Directory for feedback from the University community. All comments on the draft are submitted via a feedback form. The draft document will be deleted from the site after the comment period.
When will the approved document be loaded on the site?
The Council Secretary loads policies after endorsement by Academic Board or VCC and approval by the Vice-Chancellor and President or Council.
What is the Feedback/Issues Log?
This log can be used by any staff member or student at any time to give feedback on a policy, including its effectiveness for its purpose, its ease of use, difficulties in implementing it, or suggestions for improvement. It is also used to give feedback on draft policies.
The log is monitored by the Council Secretary, and feedback is forwarded on to the appropriate Policy Custodian.
UNIVERSITY POLICY FRAMEWORK
APPROVED BY COUNCIL 16 FEBRUARY 2009
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