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. All new policies must be created using the approved template, available from the UC Policy Library at http://www.canterbury.ac.nz/ucpolicy

Step 2

This step has several components:

1. The new policy is developed by an individual or committee using the official UC template and guidelines;
2. A draft is widely promulgated amongst relevant persons for comment/input;
3. A quality control checklist should be applied to the draft (see Appendix C of the Policies and Procedures Development and Review Policy). The Policy and Risk Manager, Planning and Institutional Research Unit (PIRU), can assist with this check.

Step 3

Following a rigorous development and consultation stage (Step 2), the policy is put to the appropriate approval authority for endorsement. Delegations for approval are identified in Appendix A of the Policies and Procedures Development and Review Policy .

Step 4

The new approved policy is then lodged with the Policy and Risk Manager (PIRU) who is responsible for its deposit in the UC Policy Library and notification of its existence. The copy 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 and Risk Officer (PIRU) three months before the review date with an email to the Contact Person and follow ups as necessary. Ad hoc reviews and amendments may also occur. It is the responsibility of the Contact Person to ensure these are forwarded to the Policy and Risk Officer.

Policy and Risk Officer
Planning, Information and Reporting Unit (PIRU)
Extn 6204
ucpolicy@canterbury.ac.nz