Policy Process - UC Policy Library - University of Canterbury - New Zealand
Cannot #EXEC file due to lack of EXECUTE permission

Policy Proposal, Approval, Dissemination and Review Process

Note: The diagram depicts the life cycle of all UC statutes, regulations, policies, procedures, guidelines and protocols. For simplicity, only the term 'policy' is used below to describe the process.

Step 1

A new policy may be initiated after identifying that a need exists to address a gap or meet compliance standards. The Senior Policy Advisor should be consulted at this point. All new policies must be created using the approved template (this is available under the 'Templates, Examples and "How to..." documents tab to the left). An existing policy review will be initiated by the scheduled review date, but may also undergo a review prior to that date.

Step 2

This step has several components:

  1. The new or existing policy is developed by an individual or committee using the official UC template and guidelines and supported by the Policy Unit;
  2. A draft is widely promulgated amongst relevant persons for comment/input;
  3. A quality control checklist should be applied to a new policy draft (see Appendix A of the Metapolicy). The Senior Policy Advisor will assist with this check. For an existing policy, the Policy Unit will undertake a review.

Step 3

Following a rigorous development and consultation stage (Step 2), the appropriate Approval Authority must take the policy to the Senior Management Team (SMT) for information, unless the Policy Unit direct otherwise. The Approval Authority must formally approve a new policy, or a policy that has undergone a major review, in writing, prior to moving to Step 4. Delegations for approval are identified in Appendix B of the Metapolicy.

Step 4

The approved policy is then lodged with the Senior Policy Advisor, who is responsible for its deposit in the UC Policy Library and notification of its existence on this website. The copy of the policy that exists in the UC Policy Library is the official University version and may be accessed on a read only basis by anyone viewing the site.

Step 5

As per the policy template, a review date will be determined and documented; generally triennially but annually or biennially where appropriate. All reviews will be initiated by the Policy Unit three months (90 days) before the review date with an email to the Contact Officer and follow ups as necessary. Ad hoc reviews and amendments may also occur. It is the responsibility of the Contact Officer to ensure these are forwarded to the Senior Policy Advisor.