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 is generally the member of the Executive whose portfolio covers the policy area 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 they have 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 area)
  • Document Realm (academic or non-academic)
  • Target Audience (lists documents based on who they apply to - i.e. students, staff or both)

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 prior to 1 February 2016 can be obtained by contacting records@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?

Where a policy is under development or review the policy drafter must consult with relevant areas of the University affected by the policy to obtain their input. The Policies under development or review webpage provides a snap shot of active policy work. You can provide feedback on any of these documents by emailing policy@deakin.edu.au for consideration.

If the policy is not under review you can provide feedback through the Policy Library. To do this - open the current version of the policy or procedure and click the 'Feedback' tab (in the light grey menu bar). Click on the policy name. The document feedback – review and comment page will open, allowing you to provide feedback on a specific clause/s or make general comments. Please read and follow all instructions on the feedback page to ensure your comments are recorded.

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

The Policy Framework stipulates 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 before commencing this work.

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