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Policy and Procedure Development Framework Procedure

Effective Date: February 25, 2014
Downloadable Version: PDF ICON Policy and Procedure Development Framework Procedure
  This document is available in alternate format on request.

Purpose:

To outline the procedures for new and existing policy and procedure (where applicable) planning, development, review, approval, implementation and revisions.

Definitions:

Administrator: normally refers to Associate Vice President, Manager, Director, Associate Director, Dean, Associate Dean, Registrar or Deputy Registrar who has lead responsibility for the policy/procedure as part of his/her responsibilities.

Administrative  Contact: The Administrator who has lead responsibility for the policy/procedure as part of his/her responsibilities.

PolicyA formal document that communicates broad principles of operation and standards on a particular subject to guide the actions and decision making of individuals which may include employees, students, visitors and contractors. It communicates the College's official position statement of what is expected on issues that have College-wide application. It may be in place because of a law, regulation, a risk to the College, students or others or an organizational requirement.

Policy Holder: The Vice President who is designated in the policy to be accountable for the content of the policy and who is responsible for the implementation of the policy.

Procedure: An operational set of specific action steps and processes required to support the implementation of the policy, where needed. It may identify roles and assign responsibilities for the activities.

Procedures:

The following steps are generally involved in policy and procedure (where applicable) development, approval, implementation and review. These steps may not occur in a linear order.

1. Planning

a)  Identification of Need

A policy may be developed when there is a need for clarity and consistency on an issue and/or a need to control, direct or inform all or some members of the College community on such matters as health and/or safety, human resource issues, a legal liability, a licensing or regulatory requirement, issues where there may be serious consequences, accountability  and/or where  there is institutional risk. Policies have College-wide application and are mandatory to those identified in the scope.

The need for a college-wide procedure(s) related to the policy will also be determined by the Policy Holder. Not all policies require a procedure(s). However, procedures will be developed where there is a need to provide specific operational instructions on steps to take when a situation occurs. Some policies may require more than one procedure to address different situations.

In addition, existing policies and related procedure(s) (where applicable) will be reviewed periodically, at least every five years, and updated as required.

The Administrator responsible for the policy and related procedure(s) (where applicable) will outline the rationale for the new policy and procedure(s) or for the update to the policy and procedure(s) (where applicable) to the Policy Holder and receive approval to proceed.

The Administrator will consult with the Associate Vice President, Administration and/or the Associate Vice President, Academic (where applicable) before beginning the development process. The Policy Holder will inform the Executive Team of the policy and procedure (where applicable) that is proposed for development.

b)  Develop a Plan

The Administrator will develop a plan with phases and timelines that typically include the following: analysis, research, drafting, consultation, review, revision, editing, finalization and implementation.

Key stakeholders for consultation will be identified by the Policy Holder and Administrator. They may determine that a Policy Development Team comprised of those directly impacted by the policy and procedure (where applicable) would be beneficial to the development process.

c)  Research

The Administrator, in conjunction with the Policy Development team, if applicable, will conduct research  on issues, legislation and best practices related to the policy and procedure (where applicable) and may prepare interview questions for the consultation phase. Subject matter experts and others who have information may be consulted at this stage.

2. Development

a)  Draft

All policies and procedures (where applicable) will be documented on the Policy and Procedure Template following the instructions in Appendix A and B. Policy statements should be clear, concise, and specific. They should be written in simple language and include what the policy is and what is expected of the users. Where the policy and procedure (where applicable) body is lengthy, sections within the policy body should be numbered and subsection headings introduced.

b)  Consult

The initial draft policy and procedure(s), if applicable, will be presented by the Administrator to the appropriate stakeholders in the College for review and feedback. This may include:
  • Government Relations
  • Human Resources
  • Financial Services
  • Advancement and Alumni
  • Program Planning, Development and Renewal
  • Research Department
  • IT
  • Facilities
  • Marketing and Communications
  • Public Safety
  • Registrar
  • Guelph-Humber
  • Student Success and Engagement
  • Humber Students' Federation
  • Operating Committees
  • Health and Safety Committee
  • Deans' Council
  • Diversity Committee
  • Technology Council
  • College Council
  • Academic and Administrative Leaders' Forum
  • Integrated Risk Management Committee
  • Other stakeholders, departments

c)  Revise

The Administrator will review feedback with the Policy Holder and revise the policy and procedure(s) (where applicable) as required. If a legal review is required, the policy and procedure(s) (where applicable) will be sent to legal counsel for review.

d)  Develop implementation & communications strategy

The Administrator, in consultation with the Communications Department, will develop a strategy to roll out the new policy which may include presentations to key stakeholders, training, emails, Communique and Academic and Administrative Leaders' Forum (AALF) announcements etc.

3. Review, Recommendations and Approval a)  Classification and Format Review

The Administrator will provide the draft policy and procedure (where applicable) to the Administrative Services Analyst to the Associate Vice President, Administration for classification and numbering:

  1. Academic AC
    AC 100 Learning
    AC 200 Research
  2. Human Resources
    HR 100
  3. Student Success and Engagement
    SSE 100
  4. General Administration
    GA 100 - Financial Services
    GA 200 - Facilities and Property
    GA 300 - Information Management
    GA 400- Public Safety and Security
    GA 500 - Communications, Marketing
    GA 600 - General Operations

Procedures will have the same classification as the policy with a P1 added to the end. If more than one procedure is associated with the policy, the same number will be used with P2, P3, and P4 etc. added to the end.

The Administrative Assistant will review the documents to ensure that the format is correct and will return a copy with any revisions and with the number to the Administrator.

b)  Review - Academic Framework Committee (AFC) and/or the Policy and Procedure Committee (P&PC)

The Administrator will complete the Policy and Procedure Checklist and Approval CoverSheet (Appendix C) and forward this with the new or revised policy and procedure (where applicable) for review two weeks in advance of the scheduled meeting to:
  • AFC,if academic;
  • P&PC, if non-academic.

Policies and any related procedure(s) (where applicable) that cross both academic and non-academic areas will be reviewed by both the AFC and the P&PC. For example, Human Resource policies that apply to academic faculty will be reviewed by both committees.

The Administrator will present the policy and procedure (where applicable) to the AFC and/or P&PC and will consider input from the committees and modify as required. Where changes are required, the AFC and/or P&PC Chairs will review any revised policy and procedure (where applicable) and will forward the revised document(s) by email to its Committee members for comment.

Once reviewed by the AFC and/or P&PC, the Committee Chair will indicate AFC and/or P&PC recommendation on the Policy and Procedure Checklist and Approval Cover Sheet (Appendix C) and forward the document(s) to the EAC for scheduling for review and recommendation for approval.

c)  Review and Recommendation - EAC

The EAC Chair will schedule the policy and procedure (where applicable) for review as soon as possible after receipt. The EAC Chair will invite the Administrator who developed the policy and procedure, if applicable, to present to EAC.

The Administrator will present the policy and procedure (where applicable) to the EAC. The Administrator will consider input from the EAC and will modify as required. Where changes are required, the EAC Chair will review the revised policy and procedure (where applicable) and will forward the revised document(s) by email to its Committee members for comment.

Once approved by the EAC, the Administrator will forward the document(s) to the Policy Holder for final discussion and review.

The Administrator will return the documents to the EAC Chair who will indicate EAC approval on the Policy and Procedure Checklist and Approval Cover Sheet (Appendix C) and send the document(s) to the Executive Team with the EAC's recommendation for final review and approval.

d)  Approval - Executive Team

The President will schedule the policy and procedure (where applicable), for review and approval by the Executive Team and will invite the Policy Holder and the Associate Vice President, Administration to present the policy and procedure(s) (where applicable) to the Executive Team. The Executive Team will provide feedback on any modifications to the Policy Holder. Where changes are required, the Policy Holder will revise the policy and procedure (where applicable) and will forward the revised signed document(s) by email to the Executive Team members for comment. Once finalized, the President will indicate Executive Team approval by dating and initialing Section 6 of the Policy and Procedure Checklist and Approval Cover Sheet (Appendix C).

e)  Approval Board of Governors (where applicable)

The President may request Board of Governors' approval on policies such as those that pertain to governance, those that apply to members of the Board of Governors, those specified by the Ministry of Training, Colleges and Universities and/or those related to legislation. By exception and at the discretion of the President, other approved policies may be sent to the Board of Governors for information.

The Policy Holder, in consultation with the Associate Vice President, Administration will present the policy to the appropriate Sub-Committee of the Board of Governors. The Sub-Committee of the Board of Governors will provide feedback on any modifications to the Policy Holder. Where changes are required, the Policy Holder will revise the policy and will forward the revised signed document by email to the Sub-Committee of the Board of Governors for comment. Once final approval is obtained from the appropriate Board of Governors' Sub-Committee, the Policy Holder will present it to the Board of Governors.Modifications will be made as requested by the Board of Governors.

4. Implementation

a)  Final Copy

Once final approval is obtained from the Executive Tearn and the Board of Governors, (where applicable), the approved document(s) will be returned to the Administrative Services Analyst to the Associate Vice President Administration. The Administrative Services Analyst will produce a final copy of the policy and procedure (where applicable) with an effective date and will forward the final hard copy to the Policy Holder for signing. Final copies of policy and procedures (where applicable) will be retained by the Administrative Services Analyst with the Policy and Procedure Checklist and Approval Cover Sheet (Appendix C) notating date approved by the Executive Team and Board of Governors, if applicable.

b)  Implementation

The Policy Holder and Administrator will implement the communications and implementation plan to ensure students, faculty, support staff and administrators impacted by the policy understand the content. This may involve consultation with the Communications Department and staff and/or student training. Humber staff may be informed through a Communique announcement and through the Academic and Administrative Leaders' Forum (AALF).

c)   Posting

Once the implementation plan is completed and employees are informed of the policy and procedure (where applicable) the Policy Holder or Administrator will request that the Administrative Services Analyst to the Associate Vice President Administration post the documents(s). All approved policies and related procedure(s) (where applicable) will be posted on the Humber website on the Policy and Procedure page, including a PDF version of the signed copy of the approved document(s).

5. Review

a)  Monitor

The Administrator will monitor the implementation of the policy and related procedure (where applicable) for compliance and to ensure that it is understood. Further training, clarification or communications may be required if any issues are identified in the monitoring.

b)  Policy Review

The Policy Holder and Administrator will initiate a review of the policy and procedure (where applicable) based on the specified timeframe established in the development process and noted on the policy or earlier, if there is a change in legislation or requirements. Policies and procedures must be reviewed at least once every five years.

c)  Update

The same procedure will be followed as outlined in Steps 2-4 to update the policy and procedure.

Note: Where minor changes are required only to a procedure, modifications will be completed by the Policy Holder and may not require the application of this formal review and approval process. All revised procedures with marked changes will be sent to the Chair of the AFC, if academic, or P&PC, if non-academic, with the Policy and Procedure Checklist and Approval Cover Sheet (Appendix C) to determine next steps.

References:

Nancy JCampbell, Writing Effective Policies and Procedures, AMACON American Management Association, 1998

Acknowledgements:

St. Lawrence College Policy Development and Review

Appendices:

Appendix A - Instructions to Complete Policy Template - see PDF version

Appendix B- Instructions to Complete Procedure Template - see PDF version

Appendix C - Policy & Procedure Checklist and Approval Cover Sheet - see PDF version

Appendix D - Policy & Procedure Development Flowchart - see PDF version