Policy Framework Policy

This policy and the related Policy Framework Procedures apply to all University members developing, amending or reviewing policy documents.

The Policy Framework Policy ensures that all University policy documents are developed, reviewed, amended and applied and in a consistent and transparent way, and outline key responsibilities.

The Policy Framework Procedures and document templates show how policy documents are to be developed.

Policy documents define the University’s position and requirements, consistent with its mission and values, in regard to core functions and processes as well as underpinning and informing the activities and decisions of University members.

To help people to understand specific requirements and to support compliance, the University needs to present policy documents that are:

• clear
• consistent
• unambiguous
• readily accessible

1. All University approved policy documents must be displayed on the Policy Hub administered by the policy office.

2. All University policy documents must be developed, reviewed and approved in accordance with this policy and the associated procedures.

3. The default review period for policy documents is five years from the date of the last review, or the date of commencement for new policies.

Note - An earlier review date or a shorter review period, may be requested by the owner as appropriate.

Compliance

4. All members of the University must comply with the laws of New Zealand.

5. All members of the University must comply with all relevant policy documents and directives in related documents.

6. All members must ensure that their decisions and actions are consistent with directions given in policy documents.

7. In the event of non-compliance with policy documents or directives in related documents, applicable disciplinary action may be taken.

Documents

8. All policy documents that appear on the Policy Hub will be classified as follows to ensure that the reader is clear about the mandatory status of the document. The policy framework in order of hierarchy is as follows:
 

9. In the event of any inconsistency between the document types listed, the document higher in the hierarchy will prevail.

10. A policy will remain in force unless formally revoked by the relevant approval authority.

Development

11. Policy documents must be developed, formatted and submitted for review and approval in accordance with the Policy Framework Procedures and templates.

Policy owners

12. Owners of policy documents must be at level 2 (including 2A) on the University’s Organisational Structure.

Approval

The approval authority is determined as follows:

13. The Council will approve statutes and regulations, and those matters within its jurisdiction.

14. The Council, or its delegate, after any advice from the Senate or its delegate, will approve policies relating to academic matters, matters relating to courses of study or training, and awards.

15. The Vice-Chancellor, or delegate, will approve all general administrative and management policies (e.g. finance, Human Resources, asset-related policies).

16. A policy owner must not also be the approval authority for a policy that they own.

17. Policy owners may be the approval authority for standards and guidelines.

Responsibilities

18. The policy owner is responsible for:

• identifying the case for new policy documents and ensuring that they do not replicate other available means of achieving the desired results
• ensuring that policy documents under review are submitted to the Policy Hub by the review date shown on each document
• assigning a relevant content manager to each document and ensuring that they take responsibility for the appropriate drafting and maintenance of documents
• ensuring that the content of policy documents are correct and aligned to University mission and purpose and to other policy documents
• ensuring that policy documents conform to legislative and University requirements
• ensuring that policy documents are correctly formatted prior to consultation, endorsement and approval
• ensuring the consultation, endorsement and approval processes are carried out appropriately
• communicating the policy
• implementing approved policies.

19. The content manager is responsible for:

• managing policy documents to ensure that they are consistent, current and supported by relevant additional materials such as guidelines/forms
• liaising with the policy office and other content managers as appropriate
• dealing with queries about the content, application and compliance with the policies.

20. The policy office is responsible for:

• ensuring that all policy documents to be uploaded to the Policy Hub comply with this policy and the related procedures
  
• advising on the development, consistency anf approval processes of documents

The following definitions apply to this document:

Approval authority is the name of the position or committee that is responsible for approving a policy document and subsequent compliance.

Note - In the case of a committee being the approval authority, the chair will be responsible on behalf of the members.

Content manager is the person appointed by the policy owner to develop and/or update the content of the policy document and to liaise with the policy office.  The content manager is also responsible for the content and updating and linking of any associated documents such as guidelines and forms.

Council is the Council of the University of Auckland constituted in accordance with the Education and Training Act 2020 and is the governing body of the University.

Policy documents is used generically in this document to include all mandatory policy documents i.e. policies, procedures and standards.

Policy owner is the person whose role is responsible for the publishing, updating, approval and for communicating the policy and/or any changes that may impact others.

Policy Hub is the University policy website which is administered by the policy office.

University means Waipapa Taumata Rau, the University of Auckland and includes all subsidiaries.

University members include members of Council, committee members, students, staff, committee appointees, the University’s companies’ staff and board members and contractors working for and on behalf of the University.

University Organisational Structure (UOS) is a single organisational structure that has been established for the University and is maintained by the Planning and Quality Office. The UOS encompasses all staff members of the University and all revenues and costs.

Include the following:

• Education and Training Act 2020
• University of Auckland Act 1961
• Taumata Teitei | Vision 2030 and Strategic Plan 2025
  
• Policy Framework Procedures
• All relevant employment agreements
• Policy template
• Procedures template
• Standards template
• Guidelines template
• University Organisation Structure

Owner: Registrar
Content Manager: Policy office
Approved by: Vice-Chancellor
Date approved: 22 April 2022
Review date: 22 April 2027