General Information (FAQs) - UC Policy Library - University of Canterbury - New Zealand
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General Information and FAQs

What is the scope of the UC Policy Library?

The UC Policy Library contains all University-wide compliance documents that have been approved by Council or its delegated authorities. The UC Policy Library does not house departmental/school policies, procedures, process etc. These may be found on individual websites (see Departments and Colleges).

Where there is a conflict between a compliance document housed in the Policy Library and a departmental/school compliance document, the Policy Library document stands as the source of truth. This is line with the University's legislative responsibilities.

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

The UC Policy Library is managed by the Policy Unit who report to the University Registrar and are part of the Vice-Chancellor's Office. For advice on using the library or for assistance in developing new compliance documents, please contact the Policy Unit.

How are policies and procedures classified?

All the documents in the UC Policy Library have been classified according to their main functions. The functions relates to the approval authority identified in the header of each document. The 11 categories for classification are: Academic, Facilities Management, Finance, Health & Safety, Human Resources, Information and Communication Technology, International, Library, Research, Student Services and University Management.

In some instances, a document 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 documents within the library are in the public domain. In instances where it is appropriate for there to be restricted access to a particular document, only members of the University community with appropriate access rights will be able to access these documents (e.g. staff only)

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 compliance documents in electronic form. While all documents in the library are printable, users should be aware that the content of these documents can and does change often. Once printed or downloaded and saved outside of the UC Policy Library, a document is considered an uncontrolled version. Only the official electronic version of the document available from the UC Policy Library is considered to be the most current version.

Can I upload a UC Policy Library document onto my web page?

No, a copy of a UC Policy Library document should not be uploaded onto another web page, because once downloaded and saved or uploaded to a web page outside of the UC Policy Library, a document is considered an uncontrolled version. It is preferable to insert a hyperlink to the official electronic version of the document on the UC Policy Library.

Which documents are included in the UC Policy Library?

The UC Policy Library contains all organisation-wide compliance documents of the University of Canterbury that have been approved by Council or persons or bodies holding delegated authority from Council. The Policy Library does not house departmental documents; these may be found on individual websites (see Departments and Colleges).

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 documents. [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 Unit may also be contacted for assistance.

What is the process for reviewing a document?

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 Unit three months before the review date with an automated 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 Unit will provide any assistance required to facilitate the review and will undertake to publish the document including any new amendments as soon as practicable.

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 compliance document. Reviews will be initiated by the Policy Unit three months prior to the review date. Follow-ups will be made as necessary to ensure that the documents are reviewed by the anniversary date.

The UC Policy Library does not display new documents that have yet to be approved, i.e. those with draft status. However, once approved the new document will be checked by the Policy Unit for consistency and standardisation of language, formatting, grammar and spelling. The Policy Unit will then publish the document to the web and it will appear in the Policy Library and be available for viewing and printing.

Who do I contact to get more information about a particular document?

Any queries about a document should be referred to the Contact Person identified in the header of the document. The Contact Person is responsible for day-to-day administrative enquiries about each document. This person will also be the first contact during the review process and will have tasked responsibility for the document's validity.

Where can I find more information about the policy development and review process?

The Policy Unit, from time to time, will post helpful tips for those reveiwing and approving policies and notices about policy on the internal staff newsletter, Intercom. Topics will cover from how to address issues accessing and editing draft documents, to updates regarding UC Policy Library content and layout.