Policy Governance
- Purpose
- Scope
- Legislative Context
- Definitions
- Actions
- 1. Identifying the need for policy or procedure development, amendment, revision or rescission
- 2. Completing and submitting a Policy Development and Review Form - Development of new or amendment of existing policy or procedure
- 3. Making a minor editorial amendment
- 4. Completing and submitting the Policy Development and Review Form - Rescinding of existing policy or procedure
- 5. Documenting the development, amendment or rescission of a policy or procedure
- 6. Developing or Amending/Reviewing (in Consultation)
- 7. Distributing for University-wide comment
- 8. Incorporating valid feedback
- 9. Publishing and implementing
- 10. Conducting period review
- Supporting Documents
- Responsibility
- Promulgation
- Implementation
- Records Management
This procedure will ensure that all Federation University Australia Policies and Procedures will be developed, amended, reviewed and rescinded in a timely, clear and consistent manner in accordance with the operational framework outlined in the Policy Governance Policy.
All policy and procedure development, amendment, revision and rescission is governed by the Policy Governance Policy.
This procedure is applicable to all activities that create, change or delete Policies and Procedures, by all University members and on all campuses.
No University employee is exempt from this procedure.
A complete list of definitions relevant to this procedure is contained within the Policy Governance Policy.
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Identifying the need for a new policy document | Member of the University community |
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B. | Identify the need to amend, revise or rescind an existing policy document | Member of the University community |
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C. | Initiating process to develop, amend, revise or rescind a policy document | Policy Sponsor |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Checking for suitable existing policy or procedure | Policy Sponsor |
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B. | Completing the Policy Development and Review Form | Policy Sponsor |
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C. | Signing and submitting the Policy Development and Review Form | Policy Sponsor |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Determining whether the amendment is minor | Policy Sponsor/Policy |
A minor amendment includes:
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B. | Identifying the need for a minor or editorial amendment | Policy Sponsor |
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C. | Making amendments and advising Policy Sponsor | Policy Systems Administrator or delegate |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Completing the PDR Form | Policy Sponsor |
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B. | Signing and submitting the PDR Form | Policy Sponsor |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. |
Setting up document for development/ review or rescinding |
Policy Systems Administrator or delegate |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Drafting a New or Revising an existing policy or procedure | Policy Sponsor or delegate |
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B. | Forwarding the prepared document for loading into the University’s approved policy management system | Policy Sponsor or delegate |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Loading document into the University’s approved policy management system | Policy Systems Administrator or delegate |
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B. | Releasing document for University-wide comment | Policy Systems Administrator or delegate |
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B. | Announcing University-wide comment details | Policy Systems Administrator or delegate |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Considering feedback | Policy Sponsor |
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B. | Approving the final document for publication | Approval Authority |
to the University’s approved records management system. |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Publishing the document | Policy Systems Administrator or delegate |
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B. | Announcing that the new or revised policy or procedure has been published | Policy Systems Administrator or delegate |
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C. | Targeting communication directly to the relevant University staff | Policy Sponsor |
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D. | Implementing the policy or procedure | Policy Sponsor |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Assigning a review schedule to the policy or procedure | Policy Systems Administrator or delegate |
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B. | Periodically reviewing the policy or procedure | Policy Sponsor |
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- Federation University Australia Policy Governance Policy
- Policy and Procedure Process Flowchart
- Policy Template
- Procedure Template
- Feedback Template
- Policy and Procedure Checklist
Forms
- Feedback Template (XLSX 11.2kb)
- Policy and Procedure Checklist (DOCX 42.3kb)
- Policy Development Review Form (PDF 737.9kb)
- Policy Flowchart (PDF 545.8kb)
- Policy Template (DOCX 179.1kb)
- Procedure Template (DOTX 185.8kb)
- Council is responsible for monitoring the implementation, outcomes and scheduled review of this policy and its accompanying procedure
- Vice-Chancellor is responsible for maintaining the content of this policy as delegated by the Council
The Policy Governance Procedure will be communicated throughout the University community in the form of:
- An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on Policy Central to alert the University-wide community of the approved Procedure
- Notification to Council
- Notification to Academic Board
The Policy Governance Procedure will be implemented throughout the University via:
- An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on Policy Central to alert the University-wide community of the approved Procedure
- Policy/Procedure Training Sessions
- Staff Induction Sessions
Title | Location | Responsible Officer | Minimum Retention Period |
---|---|---|---|
Policy Development and Review Form | The University’s approved records management system | Policy Systems Administrator or delegate |
Originals should be retained by the Policy Sponsor Electronic record will be retained in the University’s records management system |
University Policy or Procedure | The University’s approved records management system | Policy Systems Administrator or delegate | Permanent |