Developing and Revising Policies


Process Summary

  • The Policy Sponsor and Responsible Office determines the need for policy development, revision or rescission and submits the appropriate initiating document to the Policy Advisory Group (PAG).

  • Once the policy document has been drafted and has undergone all required consultation, the policy document is reviewed by the PAG for adherence to Framework guidelines and standards.

  • Finalized policy documents are sent to the President’s Policy Committee (PPC) or the Academic Governance Council (AGC) Executive Committee, as appropriate, for consideration and recommendation, then on to either the Board of Governors or AGC for final approval.

  • Following final approval by the appropriate person or body, policy documents proceed to promulgation to the University community.

Official Procedure Template

Official Policy Template


New Policy or Procedure

If a need for a new policy or procedure has been identified, follow these steps.

These steps are also accessible in a .pdf document:

New Policy and/or New Procedure

 

Advise Policy Advisory Group

  • The need for a new policy or procedure revision will be brought forward either to or by the Policy Sponsor.

  • The Policy Sponsor appoints a Responsible Office.

  • Responsible Office brings plan forward to the Policy Advisory Group via the Policy Document Comprehensive Change Request Form

Access the New Policy Document Proposal

The Policy Advisory Group will review the submitted plan and provide recommendations regarding the plan, consultation, communication, and whether or not to proceed with policy revisions.

Bring finalized draft to Policy Advisory Group

Once the PAG's initial recommendations are received, the Responsible Office then:

  1. drafts policy and/or procedure and takes the policy document through required consultation, making revisions to the draft(s) as necessary.

  2. brings the finalized policy document (showing suggested changes) back to Policy Advisory Group with the Request to Proceed to Policy Document Approval and/or Rescission Form

Access the Request to Proceed to Policy Document Approval and/or Recission Form

Send the policy or procedure to the appropriate governing body

Once recommendation to proceed for approval is received from the Policy Advisory Group, the Responsible Office sends the document to the appropriate governing body:

If an Academic Policy

The Responsible office sends the Policy (with a copy of the Policy Advisory Group's recommendation) to AGC Executive Committee for a recommendation for approval. Once AGC Executive Committee recommends for approval, Responsible Office ensures policy is submitted to AGC for final approval.

If an Administrative Policy

The Responsible Office sends the Policy (with a copy of the Policy Advisory Group’s recommendation) to the PPC for a recommendation for approval. Once PPC recommends for approval, Responsible Office submits policy to appropriate Board Committee for recommendation for approval to the Board and, once that recommendation is received, to the Board for final approval.

If a Procedure

The Responsible Office sends the Procedure (with a copy of the Policy Advisory Group’s recommendation) to either AGC Executive Committee or PPC (as appropriate) for approval.


Responsible Offices are requested to submit policy documents to PPC, AGC Executive Committee, Board Committees, Board of Governors and/or AGC following the standard procedures and templates used with any other document being submitted to those groups.

Submit to Board of Governors or AGC

Once all required recommendations for approval have been received, Responsible Office submits the Policy to Board and/or AGC for approval of the Policy itself and the proposed effective date.

Provide final version to Office of General Counsel

  • Once final approvals are received from either Board or AGC (for a Policy) and from AGC Executive Committee or PPC (for a Procedure), Responsible Office provides the Office of General Counsel with confirmation of approval and final version of policy document(s) for posting.

  • Office of General Counsel sets the date of next review of the policy document(s) based on the effective date and posts the policy document(s) on the online policy repository.

 

Comprehensive Revision to Policy Document

Comprehensive Revision - Any change to a policy document that is not a Minor Revision.

If a comprehensive revision to a policy or procedure has been identified, follow these steps.

These steps are also accessible in a .pdf document:

Comprehensive Revision to Policy Document

 

Advise Policy Advisory Group

  • The need for a comprehensive revision will be brought forward either to or by the Policy Sponsor.

  • The Policy Sponsor appoints a Responsible Office.

  • Responsible Office brings plan forward to the Policy Advisory Group via the Policy Document Comprehensive Change Request Form

Access the Policy Document Comprehensive Change Request Form

The Policy Advisory Group will review the submitted plan and provide recommendations regarding the plan, consultation, communication, and whether or not to proceed with policy revisions.

Submit revised policy document to Policy Advisory Group

Once the PAG's initial recommendations are received, the Responsible Office then:

  1. converts the old policy document into the new policy document template, makes proposed revisions to the policy document, and then takes the policy document through required consultation, making revisions to the draft as necessary.

  2. brings a tracked version of the finalized policy document (showing suggested changes) back to Policy Advisory Group with the Request to Proceed to Policy Document Approval and/or Rescission Form

Access the Request to Proceed to Policy Document Approval and/or Recission Form

Send the policy to the appropriate governing body

Once recommendation to proceed for approval is received from the Policy Advisory Group, the Responsible Office sends the document to the appropriate governing body:

If a Policy

the Responsible Office sends the Policy (with a copy of the Policy Advisory Group’s recommendation) to either AGC Executive Committee or PPC (as appropriate) for recommendation for approval.

If a Procedure

the Responsible Office sends the Procedure (with a copy of the Policy Advisory Group’s recommendation) to either AGC Executive Committee or PPC (as appropriate) for approval.

Submit to Board of Governors or AGC

Once all required recommendations for approval have been received, Responsible Office submits the Policy to Board and/or AGC for approval of the Policy itself and the proposed effective date.

Provide final version to Office of General Counsel

Once final approval of revisions received from either Board or AGC (if a Policy) or AGC Executive Committee or PPC (if a Procedure), Responsible Office provides the Office of General Counsel with confirmation of approval and final revised version of policy document for posting.

Office of General Counsel adjusts the date of next review of policy document based on the date of approval of the comprehensive revision and posts the revised policy document on the online policy repository.

Revised policy document is posted

Office of General Counsel adjusts the date of next review of policy document based on the date of approval of the comprehensive revision and posts the revised policy document on the online policy repository.

 

Minor Revision to Policy Document

Minor Revision – An inconsequential change to a policy document which does not affect the policy’s rules, principles or intent (e.g., position or department title changes, change to University name, typographical errors such as punctuation or spelling, adding references to new procedures or supporting documents, etc.)

If a minor revision to a policy has been identified, follow these steps.

These steps are also available in a .pdf document:

Minor Revisions to Policy Document

 

Make revisions and obtain approval

Responsible Office:

  1. makes minor revision(s) as needed to existing Policy or Procedure

  2. obtains email approval of the revision(s) from Policy Sponsor

Submit revised document to Policy Advisory Group

Responsible Office brings a tracked version of the policy document (showing suggested changes) forward to Policy Advisory Group with the Policy Document Minor Change Request Form with a copy of Policy Sponsor’s emailed approval attached.

Access the Policy Document Minor Change Request Form

If Policy Advisory Group agrees the revision(s) is/are minor and recommends policy document goes forward for approval, no further approval is needed. The original emailed approval of the Policy Sponsor stands as the official approval.

Provide Office of General Counsel with final version

  • Responsible Office provides the Office of General Counsel with final version of policy document for posting.

  • Office of General Counsel posts the revised policy document on the online policy repository, but does not adjust the date of next review of that policy document based on the date of approval of the minor change – the policy document is still fully reviewed when next scheduled.

 

Rescinding a Policy Document

If the need to rescind an existing policy has been identified, follow these steps.

These steps are also available in a .pdf document:

Rescinding a Policy

 

If the policy document is not being replaced:

Obtain approval and identify affected policy documents

  • Responsible Office obtains approval of the rescission from the policy sponsor and goes through consultation process with any identified stakeholders.

  • Responsible Office identifies other policy documents that refer to the Policy in question and that will require review and revision as a result of the rescission.

Policy document is brought to Policy Advisory Group

Responsible Office brings the policy document forward to the Policy Advisory Group with the Request to Proceed to Policy Document Approval and/or Rescission Form, ensuring that all policy documents which refer to the Policy or Procedure proposed for rescission are identified on the form.

Access the Request to Proceed to Policy Document Approval and/or Recission Form

Send the policy to the appropriate governing body

Once recommendation to proceed for approval is received from the Policy Advisory Group, the Responsible Office sends the document to the appropriate governing body:

If a Policy

the Responsible Office sends the Policy (with a copy of the Policy Advisory Group’s recommendation) to either AGC Executive Committee or PPC (as appropriate) for recommendation for approval.

If a Procedure

the Responsible Office sends the Procedure (with a copy of the Policy Advisory Group’s recommendation) to either AGC Executive Committee or PPC (as appropriate) for approval.

If an Administrative Policy

Once PPC recommends for approval, Responsible Office submits the Policy to appropriate Board Committee for recommendation for approval to the Board.

Submit to Board of Governors or AGC

Once all required recommendations for approval have been received, Responsible Office submits the Policy to Board and/or AGC for approval of rescission.

 

If the policy document is being replaced:

Identify related policy documents

Responsible Office identifies other policy documents that refer to the Policy in question and that will require review and revision as a result of the rescission.

Policy documents are brought to Policy Advisory Group

Responsible Office brings the existing policy document forward to the Policy Advisory Group, at the same time as the new policy or procedure that is replacing it, with the New Policy Document Proposal  Form.

Access the New Policy Document Proposal

Follow the appropriate process

The appropriate new policy document approval process (depending on whether the policy document is a policy or procedure) is then followed.

 

Conducting a Review of a Policy Document

If the need to conduct an ad hoc or periodic review of an existing policy has been identified, follow these steps.

These steps are also available in a .pdf document:

Conducting a Review of a Policy

Notification of Review

  • Policy Advisory Group advises a Policy Sponsor that a periodic review of a policy document is upcoming, or

  • A Policy Sponsor or Responsible Office advises the Policy Advisory Group by email that an ad hoc review is being initiated

Policy or Procedure is brought to Policy Advisory Group

Depending on what action is determined necessary following the review–minor or comprehensive revisions, or whether a policy needs to be rescinded–the Responsible Office brings the Policy or Procedure forward to the Policy Advisory Group with the Policy Document Comprehensive Change Request Form, the Policy Document Minor Change Request Form or the Request to Proceed to Policy Document Approval and/or Rescission Form.

Access the Policy Document Comprehensive Change Request Form

Access the Policy Document Minor Change Request Form

Access the Request to Proceed to Policy Document Approval and/or Recission Form

Follow the appropriate process

  • The policy document follows the appropriate process (minor revision, comprehensive revision, or rescission) depending on the changes needed.

  • Refer to related process for details.

After the review

Whether periodic or ad hoc

If a review is conducted (whether periodic or ad hoc) and no changes are determined necessary, the Responsible Office sends an email to the Policy Advisory Group confirming no changes are forthcoming.

If a scheduled periodic review

If a review is the result of a scheduled Periodic review and no changes are determined necessary, the Office of General Counsel adjusts the date of next review of that policy document based on the date that the emailed confirmation is received by the Policy Advisory Group.