Frequently Asked Questions

Frequently Asked Questions (FAQ)

General
( Top )Who do I contact if I need help or further assistance?

Contact the Policy Team for assistance using the Policy Library via e-mail or on +61 3 524 79350.

If you’ve found the document of interest to you but need further advice in regard to its application or interpretation, click on the ‘Status and Details’ page for that policy or procedure and direct your question to the Enquiries Contact or to the Implementation Officer. (The ‘Status and Details’ page is located at top of page on the light grey menu bar).

( Top )Who can decide if a policy or procedure is required?

The relevant member of the Executive authorises policy development or major amendments for governance and administrative policies and procedures. The Chair of Academic Board authorises policy development or major amendments to policies and procedures involving academic matters.

For new policies and procedures, approval must be granted by the Council Secretary before new policies and procedures are developed.

( Top )What does the role of Responsible Officer involve?

In essence, the Responsible Officer owns the policy. The Responsible Officer can be an Executive member or Senior Manager and is assigned by the Vice-Chancellor, the Academic Board or Council. The Responsible Officer is responsible for ensuring that their policies and procedures remain up to date, are accurate and complied with.

( Top )What does the role of Implementation Officer involve?

The Implementation Officer is appointed by the Responsible Officer and is responsible for the development and implementation (including communication and dissemination) and the formal interpretation and review of policies and procedures to which he or she has been assigned.

 

( Top )How do I find the policy or procedure I am looking for?

All Deakin policies and procedures are listed in the View A-Z page in alphabetical order, by title. Or you can search the Policy Library from the Search page, using:
 

  • Full Text (i.e. words contained anywhere within the database or the documents themselves)
  • Keyword (i.e. words contained in a document's title, keywords and summary descriptions fields)
  • Management Area (lists documents by owning Division, Unit, and title)
  • Document Category (lists documents together in themed groups - e.g. all policy documents related to working at Deakin)
  • Target Audience (lists documents based on who they apply to - i.e. students, staff or both)
  • Reference Number

Full Text and/or Keyword searches will also find matches in documents listed in Associated Information (all other search fields will not identify documents in Associated Information).

You can search using one field or a combination of multiple fields.

Note: If you are looking for a historic or future version of a policy document you can access these from the current version. Links to historic or future versions are located in the grey menu bar (at the top of the page) in the current version.

( Top )Who can approve policies and procedures?

Council approves new or amended policies and procedures relating to the governance of the University.

The Finance and Business Affairs Committee of Council approves new or amended policies, procedures and schedules relating to the University’s Financial Plan and the management of the University’s Fixed Assets.

The Investment Committee of Council reviews and approves the Investment Management Policy.

The Academic Board approves new or amended policies and procedures relating to all academic matters.

The Vice-Chancellor approves new or amended policies and procedures relating to and management matters. 

Responsible Officers assigned to administrative and governance policies and procedures can approve minor amendments to policies and amendments to procedures.

The Council Secretary may approve administrative changes to policies, procedures and schedules that do not alter the substance of those documents.

( Top )Why do many policies and procedures have the same approval date coinciding with the launch of the Policy Library and how do I find a version of a policy or procedure that was in place in the past?

All policies and procedures moved to the Policy Library from The Guide were reformatted and/or updated by way of administrative amendment so the published version came into being at the time that the Policy Library’s implementation on 1 February 2016. This date is not reflective of when the policy or procedure was first approved and came into operation. These details are provided in the Preamble section for each policy and procedure and historical versions can be obtained by contacting the policy@deakin.edu.au.

 

( Top )What information does the Policy Library provide?

The Policy Library publishes University policies and procedures, including important information such as:

  • policy and procedure summaries;
  • status and details including Responsible and Implementation Officers, approval and review dates;
  • listings of associated information and reference materials, such as other policies, procedures, legislation, forms;
  • a Glossary of terms.
( Top )How can I provide feedback on a policy or procedure?

When policies are under review a consultation draft is posted to the Policy Library Bulletin Board. You can provide feedback on any document posted for comment on the Bulletin Board by emailing policy@deakin.edu.au for consideration.

If the policy is not under review you can provide feedback directly to the Implementation Officer. To do this - open the current version of the policy or procedure and go to the 'Status and Details' page (a link to this page is in the light grey menu bar). Click on the name of the Implementation Officer and an email page will open, allowing you to insert and forward feedback. Please ensure that you provide clear details about the particular document you are commenting on and sufficient information to relate your comments to the relevant part of the policy (e.g. clause 22).

( Top )How are policies and procedures developed at Deakin?

The Policy Framework and the Policy Framework procedure stipulate the requirements that apply for developing, approving, promulgating, implementing, reviewing and revoking University policies and procedure. Staff undertaking policy development should familarise themselves with the Policy Framework and the Policy Framework procedure before commencing this work.

Practical advice about policy processes can be obtained from the Policy Team at policy@deakin.edu.au.