Policy Framework - Procedures

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Policy Framework - Procedures


Approval authority
Vice-Chancellor and President
Responsible officer
Vice-Chancellor and President
Designated officer
Senior Deputy Vice-Chancellor
First approved
22 October 2013
Last amended
6 January 2016
Effective start date
12 October 2015
Review date
1 November 2018
Related documents
Policy Framework - Governing Policy

1. Purpose of procedures

This document is to be read in conjunction with the Policy Framework – Governing Policy. It sets out steps to operationalise the Policy Framework – Governing Policy, and outlines processes for the management of the policies and processes throughout their lifecycle.

2. Scope and application

These procedures apply to all University policies and procedures developed under the Policy Framework – Governing Policy. These procedures can be further supported by guidelines and other local documents as identified in the Policy Framework – Governing Policy.

3. Policy development and lifecycle

The section outlines steps in a normal lifecycle of a policy.

Figure 1: Policy development and lifecycle

The development or review of University policy and procedures may result from:

  • recognition of a need (such as legislation, Council or committee resolution)
  • a change in strategy or circumstances
  • the regular cycle of the policy development and lifecycle
  • issues in implementing or interpreting policies or gaps in policy coverage

Policy development needs to:

  • be applied broadly across the University
  • endure across time and administrations, change infrequently and set the course for the foreseeable future
  • support operational efficiency
  • be aimed at reducing or managing institutional risk
  • be relevant and transparent in its intent and meaning
  • be developed with consultation
  • assign authority for decisions required under the policy
  • comply with legislation and regulatory requirements
3.1 Steps in the policy development and lifecycle:

a) Assess

  • Confirm requirements for a new policy/procedure or amendments to existing policy/procedure
  • Gather background information on the issue to determine whether a policy or procedure is required (Example: there been a change in legislation or government policy, a new strategic direction for the University, or gaps identified in existing University policy)
  • Review existing legislative or regulatory requirements
  • Check existing policy and procedures which may cover the issue and could be amended to address the change
  • Consult with Academic Secretariat regarding:
  • the requirement for the new policy/procedure and ensure that the issues do not overlap with other documents under development
  • determine where the proposed policy/procedure fits within the Policy Framework
  • templates and toolkit available: refer to Policy Framework Guidelines
  • Establish key principles which apply to the policy issue
  • Consider issues of implementation actions for the proposed policy/procedures

b) Consult – High Level

  • Consultation with key stakeholders is recommended to assist with testing the policy/procedure options and to identify gaps that may have been overlooked. The consultation process should:
  • identify target groups and individuals to be consulted
  • explore the option of a working group if appropriate
  • Provide a mechanism to gather and consider options and concerns, and provide feedback to demonstrate that stakeholders’ views are being considered
  • Consider operational practicalities
  • Commence drafting the communication/implementation plan by:
  • identifying tasks to be completed to implement the policy
  • assigning responsibility to individuals or groups
  • identifying resources needed to implement the policy
  • specifying communication requirements for the policy including actions required for staff to implement the policy

c) Research

d) Draft

  • Use templates and toolkit available: refer to the Policy Framework Guidelines
  • Adhere to the principles set out in the Policy Framework
  • Adhere to the University Style Guide for Print and Web
  • Be clear about actions required, ensure actions are practical and able to be implemented
  • Use version control – retain a tracked change version
  • Prepare the draft communication plan and liaise with staff in units who will be responsible for communication/implementation tasks to establish timeframe and mechanism for completing the task
  • Consult with Academic Secretariat for feedback on draft

e) Consult – Broad Level

  • Make draft policy/procedures available for comment by stakeholders affected by the document
  • Make draft policy/procedures available for comment by committees and advisory groups if appropriate
  • Obtain legal advice if appropriate
  • Collate feedback information to inform the final draft where appropriate
  • Make appropriate amendments to the drafts, revise communication/implementation plan where required

f) Approve

  • Consult with Academic Secretariat regarding approval process, submit proposed draft and supporting documents
  • Submit the following documents to the appropriate approval authority:
  • Policy Cover Sheet
  • Draft policy/procedures
  • Summary of consultation and feedback where appropriate
  • Once approved, inform Academic Secretariat, submitting all approved documents
  • Academic Secretariat will record documents in the University’s Policy Repository and publish information on the University’s Policy and Procedures webpage

g) Implement

  • Advise relevant stakeholders of the new policy and the impact including any publications and information available
  • Communicate and implement the policy as per communication/implementation plan

h) Review

  • Follow up regarding implementation of the policy by stakeholders
  • Undertake any review process as required.
  • If a new policy/procedure or amendments are required, commence step a) Assess

4. Templates and toolkit

The templates and toolkit available have been developed to reflect the policy development and lifecycle. These are made available at the Academic Secretariat portal.

5. Policy management

5.1 Academic Secretariat is responsible for the implementation of applications as prescribed in the Policy Framework through managing processes identified in the policy development and lifecycle.

5.2 Central to the policy management system is the University’s Policy Repository. The Repository is managed by Academic Secretariat to ensure the integrity of the University’s policy information management. The Repository is considered the authoritative source for the University’s policies and procedures. The Repository provides the ability for the University to monitor and report on the progression of policy throughout its lifecycle.

5.3 Academic Secretariat may make the following type of minor editorial and consequential amendments to policies and procedures without requiring formal approval:

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Type of minor editorial change Examples
Document Title Student Grievances and Appeals – Governing Policy  > Student Complaints and Appeals – Governing Policy
New Documents replacing rescinded Documents Doctoral Degrees – Academic Policy > Higher Degrees by Research – Academic Policy
Position Title Program Leader > Program Coordinator International Relations Director > Director, USC International
Organisational Student Services > Student Life and Learning
Legislation title Workplace Health and Safety Act 1995 (Qld) > Work Health and Safety Act 2011 (Qld)
Government Department name Department of Education, Employment and Workplace Relations (DEEWR) > Department of Education

5.4 No editorial changes shall be made without approval if they alter the scope, purpose or intent of the document.

5.5 In the circumstance where structural changes to the University result in a position change referenced in a particular policy or procedure, the Vice-Chancellor and President may nominate an alternate member of the University community to operationally undertake the role or authority associated with the particular policy or procedure action, until such time as a formal amendment is made.

5.5 Whilst Academic Secretariat is responsible for publishing approved policy and procedures information, the Responsible Officer is ultimately responsible for the policy and/or procedures.

6. Roles and responsibilities

The following outlines roles and responsibilities of officers under this procedure:

Table 1: Roles and Responsibilities

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Roles Responsibilities
Responsible Officer
  • Has overarching responsibilities for the policies and procedures within their portfolio
  • Ensures that all policies and procedures for which they are responsible are developed, approved and implemented within the requirements of the University’s Policy Framework
  • Ensures that appropriate consultation has taken place before seeking formal approval
  • Ensures that reviews of policy and procedures in their area are conducted as required by the Policy Framework to ensure that policies and procedures are accurate, widely understood and achieving their intended purpose
  • Determines the effective date of the policy taking into account formal approval and the activities outlined in the Communication/Implementation Plan
  • Determines the need for an implementation review and any interim reviews as required.
  • Submits the proposed policy to the appropriate Approval Authority for approval as identified in the Policy Framework
  • Approves all procedures associated to the policy, unless otherwise indicated
  • Ensures that all approved policies and procedures are submitted to Academic Secretariat
Designated Officer
  • Has responsibility for operationalising the policy and/or procedure
  • Develops and implements the policies and procedures on behalf of the Responsible Officer within the requirements of the University’s Policy Framework
  • Undertakes appropriate consultation before submitting the policy or procedures to the Responsible Officer for formal endorsement/approval
  • Conducts reviews of policy and/or procedures in their area, as required by the Policy Framework, to ensure that policies and procedures are accurate, widely understood and achieving their intended purpose
  • On behalf of the Responsible Officer, ensures that the all approved policies and procedures are submitted to Academic Secretariat
Approval Authority
  • Approval Authorities for policies and procedures are outlined in the Policy Framework – Governing Policy, Section 5
  • Has authority to approve policies and procedures in accordance with the requirements of the Policy Framework
  • Approves policy on condition that the policy:
  • is lawful and consistent with any internal or external compliance requirements
  • is consistent with other existing policies
  • has suitable arrangements in place for implementation
  • Approves an effective starting date for the policy as recommended by the Responsible Officer
Academic Secretariat
  • Monitors the consistency between high level policies and their associated procedures
  • Provides advice and support in policy development
  • Provides a quality and compliance check against the Policy Framework and other University governing policies
  • Manages policy information through the Policy Repository and policy webpages
  • Maintains the currency and availability of policy templates and tools
  • Makes minor editorial amendments, as set out in Section 5.3.


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