Policy development and review procedure
This procedure outlines the way in which University policies and procedures shall be developed, presented, implemented, promulgated, monitored and reviewed within RMIT.
DefinitionsNote: terms defined within this procedure are located within the Definitions tab above.
Policy and Procedure Development Process
1. Step One – Confirm requirement for new policy or procedure
1.1 Establish whether a new policy or procedure is required or whether an amendment to an existing policy or procedure is appropriate. The University Secretariat can provide advice if required.
1.2 Where a new policy or procedure is to be established, authorisation from the relevant Policy Sponsor or the Vice-Chancellor’s Executive (VCE) must be obtained before development may commence.
1.3 Approval documentation in the form of a memorandum from the relevant Policy Sponsor or VCE meeting minutes must be supplied to the University Secretariat at Step Four.
2. Step Two – Conduct initial consultation with key stakeholders
2.1 Identify key stakeholders relevant to the subject matter of the policy or procedure and conduct genuine consultation to inform drafting.
2.2 Consultation can involve any number of strategies as appropriate and effective for introducing a draft policy to scrutiny and comment.
2.3 The Policy Development Consultation and Feedback Template is used to document feedback received and retained for further use at Step Five.
3. Step Three – Draft policy and procedure and Implementation Plan
3.1 Policy and procedures are drafted using university templates made available within the policy toolkit.
3.2 Titles of policy and procedure will conform to the naming convention: subject matter followed by the word ‘policy’ or ‘procedure’. In cases where titles do not comply with this convention, this aspect of the policy or procedure shall be addressed as part of the policy and procedure review process.
3.3 For new policies and procedures or where they have undergone substantive amendments, an Implementation Plan is developed.
3.4 The Implementation Plan includes:
a) identification of implementation issues, the actions that will address such issues, the persons responsible, and the relevant timelines
b) a communication plan including targeted communication
c) any staff development required
d) any system constraints or changes required
e) any additional costs/resources required to implement the policy or procedure.
3.5 The Implementation Plan is submitted to the relevant Approval Authority as part of the submission for approval at Step Eight. The Implementation Plan Template can be used for this purpose.
4. Step Four – Review of draft policy/procedure and Implementation Plan
4.1 Submit draft policy or procedure and Implementation Plan to the University Secretariat for review and advice on compliance with this procedure and the Policy on Policies.
4.2 Approval for the development of a new policy or procedure obtained at Step One is received by University Secretariat at this stage.
5. Step Five – University wide consultation
5.1 Draft policies and procedures will undergo a period of university wide consultation of between 10 and 30 University business days allowing members of the University community to provide feedback.
5.2 The University Secretariat will arrange posting for university wide consultation on the Draft page of the University Policy Repository.
6. Step Six – Revise draft policy/procedure
6.1 The draft policy or procedure is revised to incorporate feedback received at university wide consultation.
6.2 The Policy Development Consultation and Feedback Template is used to document feedback received and incorporated.
7. Step Seven – Review of draft policy/procedure
7.1 The University Secretariat conducts a review of the final draft of the policy and/or procedure for compliance prior to submission to the relevant Approval Authority.
8. Step Eight – Submission of draft policy/procedure to the Approval Authority
8.1 A submission for endorsement and/or approval of a new or a substantively amended policy or procedure is made by way of a formal submission to the relevant standing committee(s) and/or Approval Authority. Policies and procedures are submitted to the Vice-Chancellor’s Executive for endorsement prior to submission to the relevant Approval Authority for approval.
8.1.1 For substantively amended policies and procedures the submission must include:
a) Marked-up version of the current version of the policy or procedure located in TRIM;
b) Summary of substantive changes;
c) Outcomes of the consultation process including a summary of feedback received and the rationale supporting either the inclusion or rejection of the feedback; and
d) Implementation Plan;
8.1.2 For new policies and procedures, c) and d) of 8.1.1 applies.
8.1.3 For minor amendments to policies and procedures a) and b) of 8.1.1 are supplied to the University Policy Officer with the relevant approvals as set out within clause 6.2 of the Policy on Policies. A formal submission is not required.
8.2 A submission for endorsement and/or approval should identify consequential changes toother policies, procedures and instructions and any requiring rescission. Consequential changes will be made and submitted for endorsement and/or approval as part of the present request and will be considered insofar as the authority exists within this framework for the amendment or rescission to be made.
9. Step Nine – Amend policy/procedure as required by the Approval Authority
9.1 Where a draft policy or procedure has been approved with amendments, these are made in accordance with relevant committee minutes and resubmitted if necessary, or otherwise endorsed by the Policy Sponsor.
10. Step Ten – Publish policy/procedure in University Policy Repository
10.1 If approved by the relevant Approval Authority, a copy of the relevant minute and corresponding TRIM reference is provided to the University Secretariat by the Approval Authority with the approved marked-up version of the policy document.
10.2 The approved policy or procedure is made available in the University Policy Repository, following completion of the Revision History and registration on TRIM coordinated through the University Secretariat.
11. Step 11 – Carry out implementation plan
11.1 Communication of the new policy or procedure or changes to the policy or procedure is made to the University community. Communication may be broad or targeted depending on the nature and impact of the change or introduction.
Policy and procedure review process
1. The University Secretariat provides policy sponsors annually with a listing of policies and procedures within their purview including review dates.
2. Policy sponsors provide advice to University Secretariat on the status and schedule for review for identified policies and procedures.
3. The University Secretariat inputs advice received from policy sponsors into the review schedule, and provides a report to the Vice-Chancellor on an annual basis. The review schedule is made available within the University Policy Repository.[Next: Supporting documents and information]