This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: President
Original Approval Date: March 4, 2009
Date of Most Recent Review/Revision: N/A
Administrative Responsibility: University Secretariat
Parent Policy: Policy on University Policies and Procedures (1.1)
1.00 Individuals, bodies, or groups who perceive the need for the development of a new University Policy or the revision of an existing University Policy should consult the proposed/anticipated (for a new University Policy) or named (for an existing University Policy) Office of Accountability, who will decide whether to develop or review the University Policy.
2.00 When an Office of Accountability elects to begin the development or revision of a University Policy, he or she will notify the university secretary.
3.00 The Office of Accountability will assign an individual or team (usually consisting of or including the office of Administrative Responsibility) to carry out the development or review of a University Policy, which may include the following steps:
a. identify relevant legislation and policy;
b. collect and analyze pertinent information;
c. determine, in conjunction with the university secretary, who ought to be consulted and conduct these consultations as appropriate;
d. draft a preliminary University Policy, and associated Procedures where applicable, that meet the criteria set out in the Policy on University Policies and Procedures using the prescribed format and revise the draft as necessary during the consultation process;
e. submit the draft to the university secretary, who will provide feedback to the Office of Accountability;
f. revise the draft as necessary and submit to the Office of Accountability for review;
g. make the draft available to the university community through the university secretary’s office for comment, if appropriate; and
h. finalize the draft and submit the final draft to the Office of Accountability so that he or she may recommend it for approval.
4.00 The Office of Accountability will submit the final draft to the university secretary, who will submit the proposed new or revised University Policy and associated Procedures, if any, for approval to the appropriate Approving Authority.
5.00 Procedures may be developed or reviewed simultaneously with a University Policy or subsequently.
6.00 When Procedures are developed simultaneously with the development or review of a University Policy, the process in sections 3.00 and 4.00 will be followed.
7.00 When Procedures are developed or reviewed after a University Policy has been approved, the Office of Accountability will assign an individual or team (normally to include the office of Administrative Responsibility) to:
a. draft the Procedures;
b. conduct consultations as appropriate and revise the draft as necessary during the consultation process;
c. submit the Procedures to the university secretary for review; and
d. submit the final draft of the Procedures to the Office of Accountability so that he or she may approve it.
8.00 The Office of Accountability will submit the final draft to the university secretary, who may notify the Approving Authority of the change(s) to Procedure.
9.00 Once a University Policy and associated Procedures, if any, have been approved, the university secretary will:
a. maintain a record of the current, enforceable version of the University Policy and Procedures;
b. publish copies of the University Policy and Procedures and make them accessible to the university community; and
c. maintain a record of the initial approval of a University Policy and Procedures and of all subsequent substantive and editorial changes.
10.00 The Office of Accountability will communicate the approval of new or revised University Policies and associated Procedures as appropriate.
11.00 A University Policy or Procedures may be rescinded at any time, subject to approval by:
a. the Approving Authority, in the case of a University Policy; or
b. the Office of Accountability, in the case of a Procedure.
12.00 The university secretary will set a cyclical schedule for the mandated review of all University Policies and Procedures.
12.01 The university secretary will advise an Office of Accountability of the schedule for mandated review of a particular University Policy.
12.02 In cases where a University Policy undergoes substantive review outside the regular review cycle, the mandated review date should normally be reset at the standard number of years following the review.
13.00 The Office of Accountability for a University Policy will:
a. initiate and direct the mandated reviews according to the steps set out in these Procedures;
b. recommend revisions when warranted; and
c. report to the president, through the university secretary, on the outcomes of the review.
14.00 Changing the Office of Accountability or Area of Administrative Responsibility for a University Policy:
a. as part of a policy review, the Office of Accountability and area of Administrative Responsibility will be examined in order to determine if it is still the correct place for the policy to be housed.
b. if it is determined that another area at the university is more suitable, the following procedure will be followed:
i. the new area of Administrative Responsibility or Office of Accountability will review the policy draft;
ii. the draft will then go forward to the current area of Administrative Responsibility or Office of Accountability for approval of the change (and any other policy changes).
15.00 The standard components for University Policies include the following:
a. The Heading, which includes:
b. Policy Purpose
c. Definitions (optional)
d. Jurisdiction/Scope (optional)
e. Policy (A clear and concise statement of the policy. This section should not include Procedures.)
f. Relevant Legislation (optional)
g. Related Policies, Procedures, and Documents (optional)
16.00 University Policies will be classified according to the following functional classification system:
17.00 The university secretary will assign each University Policy a number (1.00 - 99.99).
To facilitate the development or reformatting of a policy, download the policy template.
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