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Policy Development and Review procedure

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Section 1 - Preamble

(1) This Procedure was approved by Vice-Chancellor on 16 October 2015 and incorporates the amendment made on 20 September 2016.

(2) This Procedure is pursuant to the Policy Framework.

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Section 2 - Purpose

(3) The Policy Development and Review Procedure provides instructions to implement the Policy Framework for the development, approval, promulgation, implementation, review and revocation of University policies and procedures.

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Section 3 - Scope

(4) All University policies and procedures must be developed in accordance with the Policy Framework and the Policy Development and Review procedure.

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Section 4 - Policy

(5) Refer to the Policy Framework.

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Section 5 - Procedure

New policy requirements

(6) Proposals for the development of a new policy or procedure must be approved by the Council Secretary. This is to ensure a coordinated approach across the University and to prevent unnecessary work.

(7) Proposals need to be made as early as possible and explain:

  1. the need for the policy or procedure
  2. why a new policy rather than the amendment of an existing policy is required
  3. the proposed Responsible and Implementation Officers.

Stewardship

(8) The Responsible Officer is accountable for:

  1. the development of relevant policies and procedures in conjunction with the Policy office
  2. implementation, including appointing an Implementation Officer as required
  3. communication to the appropriate members of the University community and training for the policy or procedure
  4. the consistency of supporting documentation, including any web guidelines, Forms and/or Handbooks which may be required to assist the University community to apply and comply with the policy document
  5. keeping the Policy content up-to-date and relevant
  6. conducting Policy reviews as scheduled
  7. ensuring that there are adequate mechanisms to monitor compliance and to identify non-compliance.

Policy development

(9) The design and construction of all policy documents must be consistent with the Policy Framework and the standards that follow. Policy documents are:

  1. benchmarked against similar policies or procedures provided by other Universities or relevant organisations and researched for best practice
  2. developed with regard for the regulatory/administrative burden of implementation on organisational units, groups and individuals across the University
  3. expressed using plain English and inclusive language
  4. designed to reduce or to manage institutional risk
  5. consistent with statutes and regulations and existing policies and procedures and have regard for the University's Glossary of Terms in the make-up of definitions
  6. made available for consideration and comment by key stakeholders (such as for example the University Solicitor and the Director, Internal Audit) and those who may be affected by them.

Consultation

(10) New and significantly amended policies and procedures must be published for the purpose of University-wide consultation to elicit feedback. The consultation period will normally be 10 working days.

(11) Deakin's policy unit will publish the proposed policy or procedure on the Policy Bulletin Board and notify the Policy Network. In so doing, this opens University consultation.

Endorsement

(12) New and significantly amended policies and procedures and accompanying documentation must be endorsed by the designated Responsible Officer prior to submission to the Approval Authority (via Deakin's policy unit) for formal approval.

(13) Policies and procedures will be presented to the appropriate Approval Authority using the relevant Request for Approval coversheet.

Approval

(14) Submissions to the Approval Authority must identify the requirement for consequential amendments to, or the revocation of any existing policy or procedure and/or changes to delegations.

(15) The Approval Authority shall consider the draft policy and/or procedure and approve or not approve as appropriate.

(16) In giving or declining approval for a policy or procedure, the Approval Authority will consider whether it is consistent with the Policy Framework and the Policy Development and Review procedure and that the consultation was adequate and appropriate.

(17) The Approval Authority for a policy or procedure that is not exclusively either academic or administrative will be determined in consultation between the Chair, Academic Board and the Council Secretary.

(18) When a policy or procedure is needed within a time period that does not allow for the application of normal approval processes, the relevant Approval Authority may approve a policy or procedure on an interim basis when satisfied there is a compelling University interest in doing so. Interim policies and procedures are effective for six months.

Promulgation

(19) A policy and procedure normally becomes effective on the date it is published on the Policy Library or otherwise the date specified by the Approval Authority.

Implementation and communication

(20) An Implementation and Communications Plan is to be prepared for all new policies and procedures, which is then executed following approval of the policy document by the Approval Authority. Smaller scale policy changes require an explanation of the applicable implementation and communication strategies, commensurate with the complexity of the change.

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Section 6 - Definitions

(21) For the purpose of this Procedure:

  1. Administrative amendment: a change that is administrative in nature. Administrative amendments may reflect editorial changes, or updates to external references, names, or titles as especially happens through organisational re-structure.
  2. Implementation Officer: a practice leader and Manager, at HEW level 9 or above, who is assigned by the Responsible Officer to lead the development, implementation and review of the relevant policy or procedure.
  3. Minor amendment: is a change to the current policy or procedure that is of an insubstantial nature, and does not affect meaning or intent. Minor amendments may affect responsibilities and structures and other operational aspects.
  4. Policy Network: a pool of University Managers, policy practitioners and stakeholders established to communicate university policy matters.