UC Policy

UC Policy Library

General Information and FAQs

What is the scope of the UC Policy Library?

The UC Policy Library contains all organization-wide policies and procedures* of the University of Canterbury that have been approved by Council or its delegated authorities. The policy library does not house departmental policies and procedures; these may be found on individual websites (see Departments and Colleges) An enhancement for later in 2005 is planned, however, that will see College policies and procedures added to the UC Policy Library.

*Note: for simplicity, 'policies and procedures' refers to all documents in the UC Policy Library, be they regulations, statutes, protocols, policies, codes of practice, procedures or guidelines.

Who is responsible for the management of the UC Policy Library?

The UC Policy Library is being developed as part of the Planning, Information and Reporting Unit (PIRU's) Policy Development and Review function. The preparation, implementation, and maintenance phases are being managed by the Policy and Risk Manager. For advice on using the library or for assistance in developing new policies or procedures, please contact the Policy and Risk Manager or the Policy and Risk Officer

How are policies and procedures classified?

All the policies and procedures in the UC Policy Library have been classified according to their main functions. The functions relates to the approval authority identified in the introduction to each policy or procedure. The 11 categories for classification are: Academic, Facilities Management, Finance, Health & Safety, Human Resources, Information Services, International, Library, Research, Student Services and University Management.

In some instances, a policy or procedure could easily sit in more than one category. Where this is the case, the classification reflects the approval body but may be found under a search of both (or more) categories.

Who has access to the UC Policy Library?

Anyone who logs on to the University of Canterbury website may access the UC Policy Library. All policies and procedures within the library are in the public domain. In instances where it is appropriate for there to be restricted access to a particular policy or procedure, a case should be made to the Vice-Chancellor and, if successful, the document name will appear in the policy library but the policy or procedure itself will be password-protected.

Is there a printed version of the UC Policy Library available?

No. The UC Policy Library houses the official, most recent version of all university-wide policies and procedures in electronic form. However, all policies and procedures in the library are printable. Users are encouraged to print copies, as required, and note review dates for updates.

If you experience difficulty with printing a policy or procedure, please contact the Policy and Risk Manager or the Policy and Risk Officer.

Which policies and procedures are included in the UC Policy Library?

The UC Policy Library contains all organization-wide policies and procedures of the University of Canterbury that have been approved by Council or its delegated authorities. The policy library does not house departmental policies and procedures; these may be found on individual websites (see Departments and Colleges). An enhancement for later in 2005 is planned, however, that will see College policies and procedures added to the UC Policy Library.

How do I create a new policy or procedure?

The process has not changed. You are still required to consult widely and seek approval from the appropriate authority in the normal manner. Developers are required, however, to use the template to create the new policies and procedures. [The only exception to this is the development of new regulations which should follow the format displayed in the University of Canterbury Calendar.] Guidelines for the use of the template are available and the Policy and Risk Manager or the Policy and Risk Officer may also be contacted for assistance.

What is the process for reviewing a policy or procedure?

The Contact Person, identified for each policy or procedure will be asked to identify an on-going review date. Normally, this will be three years but in some instances, it will be appropriate to review annually or biennially. All reviews will be initiated by the Policy and Risk Officer in the Planning, Information and Reporting Unit (PIRU) three months before the review date with an email to the Contact Person. Follow-ups will be made as necessary to ensure the policy or procedure is reviewed by the anniversary date. The Policy and Risk Manager or the Policy and Risk Officer will provide any assistance required to facilitate the review (including comment on the format) and will undertake to place the reviewed policy or procedure in the policy library within one week of its' electronic receipt.

Will the UC Policy Library be kept up-to-date?

Yes, absolutely. The UC Policy Library will always contain the most up-to-date version of any university policy or procedure. Reviews will be initiated by the Policy and Risk Officer in the Planning, Information and Reporting Unit (PIRU) three months prior to the date the review is due. Follow-ups will be made as necessary to ensure that the policy or procedure is reviewed by the anniversary date.

The policy library does not display new policies or procedures that have yet to be approved, i.e. those with draft status. However, once approved the new policy or procedure will appear in the policy library and be available for viewing and printing.

Who do I contact to get more information about a particular policy or procedure?

Any queries about a policy or procedure should be referred to the Contact Person identified in the introduction to the document. The Contact Person is responsible for day-to-day administrative enquiries about each policy or procedure. This person will also be the first contact during the review process and will have task responsibility for the document's validity. Operational responsibility also sits with this person.