Policy Framework Procedures


Application


The Policy Framework Policy and these associated procedures apply to all University members developing, reviewing or amending policy documents and associated guidelines.

Purpose


These Policy Framework Procedures and the associated templates accompany the policy and specify how policy documents are to be developed.

Procedures


Drafting documents

1.    The following templates are to be used in the development of policy documents and supporting guidelines:

Note - The Policy and Compliance Officer is available to support policy owners by checking documentation before this is submitted for endorsement and approval

2.     The word ‘draft’ must be included on all policy documents prior to approval

3.     Policy documents are not to be made available externally when in draft form

Content review

4.    Content managers or policy owners will identify and contact key stakeholders and co-ordinate  any changes resulting from their feedback

Endorsement

5.    Policy owners must ensure that policy documents receive endorsement from any relevant committees or other key stakeholders prior to submission for approval

Approval

6.    Policy owners must submit all policy documents to the relevant approval authority

7.    The approval authority may grant approval conditional on specified changes being made

8.    After the approval authority has approved the policy document, the document is to be sent to the Policy and Compliance Officer to be uploaded onto the Policy Hub

9.    The Policy and Compliance Officer is to upload the document promptly and notify the owner when this is done

Managing the Policy Hub

10. The Policy and Compliance Officer is to ensure that all content that appears on the Policy Hub aligns with relevant approved templates and policy

11. The Registrar has authority to approve non-substantive changes to policy documents

12. If substantive changes are needed, the document must be returned to the policy owner to progress any further consultation, endorsement and approval

13. The process for management of the policy documents must comply with all record management obligations

Definitions


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

Policy documents include all mandatory policy documents ie. 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 and administration website which is administered by the Policy and Compliance Officer

University means 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
 

Document management and control


Owner: Registrar

Prepared by:  Vice-Chancellor’s Office

Approved by: The Vice-Chancellor

Date approved: 18 June 2015

Review date: 18 June 2018