Develop and Review Policy

The policy development and review process is informed by the UOW Quality Framework: Plan – Act – Review – Improve.

Any UOW policy is owned and managed by a “Policy Custodian”; the officer that has overarching responsibly for the policy and for ensuring it is implemented, progress is monitored and reported against the policy and that it is reviewed.

The development or review of a policy may fall into four categories:

New Policy

A new policy should be developed when a requirement for standardising practice in a particular area, not covered by an existing policy, arises. In the case where a new policy, code, standard or rule is needed, a New Policy Proposal Form should be completed. The intention of the form is to provide structure to the process of scoping a new policy and to assist in the formulation of a policy development plan.

Administrative amendment

An administrative amendment to a policy is a change that is superficial or administrative in nature. Administrative amendments may reflect editorial changes, or updates to external references, names, or titles.

Minor amendment

A minor amendment is a change to a current policy that is of an insubstantial nature, not affecting the meaning or intent of the policy. Minor amendments may reflect changes to responsibilities or operational aspects of a process.

Major amendment

A major amendment is a change to a current policy that is likely to impact upon the intent of the policy and/or on other related policies, stakeholders, aligned procedures, systems, UOW rules or codes of practice or conduct.

Stage Six: Implementation and Communication

The Policy Custodian is responsible for implementing the policy in accordance with the Communication and Implementation Plan.

The Policy Custodian should maintain a record of progress against the Communication and Implementation Plan.

Responsibilities

It is the responsibility of the Policy Custodian to:

• Complete New Policy Proposal Form for new policies and forward to the Governance Unit.
• Use the templates provided in the Policy Toolkit
• Develop, write and review the policy
• Consult with stakeholders
• Review and up-date policy to comply with relevant legislation.
• Consult with the Governance Unit in respect to development and approval processes
• Ensure consistency between the policy and any related policies, procedures, systems, codes of practice or conduct, standards, guidelines, rules.
• Develop and maintain a full and accurate record of the policy.

It is the responsibility of the Governance Unit to:

• Provide appropriate support for the proposal, development and management of policy within the University. The Governance Unit will support the Policy Custodian through the provision of advice and expertise in the policy development process and will oversee, on behalf of the University, the policy style and format and recommend the most appropriate approval pathway.
• Review New Policy Proposal forms in order to ensure consistency between the policy and any related policies, procedures, systems, codes of practice or conduct, standards, guidelines, rules, relevant legislation and approval pathways.
• Ensure the correct document control and approval mechanisms are in place.
• Maintain the Policy Directory.
• Ensure a policy review takes place in a timely manner in consultation with the Policy Custodian.
• Ensure that a full and accurate record of the policy is developed and maintained.

Records Management

UOW policy documents are stored in a centrally controlled Policy Directory, which will be accessible through the UOW Website.

Policies on the Directory shall be considered the authoritative source. Individual faculties/units should always link to this source.

As stipulated in the Records Management Policy, a full and accurate record of all business activities related to each policy shall be developed and maintained by the Policy Custodian.