Policy Framework Procedures
Application
All members of the University (University members).
Purpose
These procedures and the document templates support the Policy Framework Policy (Policy) by specifying how policy documents are to be developed.
Procedures
Drafting documents
1. The following templates are to be used in the development of policy documents:
Note - The Portfolio Policy Coordinator is available to support policy owners and content managers before and during the development of policy documents and by checking documentation before this is submitted for endorsement and approval.
2. The word ‘draft’ must be included on policy documents prior to their approval.
3. Policy documents are not to be made available externally when in draft form.
Content development and review
4. When developing, reviewing or proposing substantive changes to policy documents, policy owners or content managers will:
- identify key relevant parties and request and consider any feedback from those parties; and
- engage with and seek advice from subject matter experts and specialist advisors as required
Notes:
- Content development and review should include identifying and assessing any potential and/or expected effects on Māori and Pacific staff members and students, and diversity, equity and inclusion.
- Changes to a policy document may be proposed during a review of the policy document or at any other time as required.
5. Any engagement with students will be conducted in accordance with the Student Voice Policy.
6. Policy owners must work with Portfolio Policy Coordinators to ensure they consult with any relevant University boards, committees or other bodies in accordance with the Policy prior to the submission for approval of a new policy document or substantive changes to an existing policy document.
Approval
7. Policy owners must submit to the relevant approval authority for approval all new policy documents and substantive changes to existing policy documents.
8. The Registrar or their delegate has authority to approve non-substantive changes to policy documents. If substantive changes are needed, the policy document must be returned to the policy owner to progress the changes in accordance with these procedures.
9. The approval authority may grant approval conditional on specified changes being made to the policy document.
10. After the approval authority has approved the policy document, the document is to be sent to the University Committee Executive to be uploaded onto the Policy Hub.
11. The University Committee Executive is to upload the document promptly onto the Policy Hub and notify the policy owner, content manager, and Portfolio Policy Coordinator when this is done.
Managing the Policy Hub
12. The University Committee Executive will ensure that policy documents uploaded onto the Policy Hub align with the relevant document templates and the Policy.
13. The process for management of the policy documents must comply with all record management obligations.
Definitions
The following definitions apply to this document:
Approval authority is the name of the position or committee that is responsible for approving a policy document and subsequent compliance.
Policy document refers to policies, procedures, and standards.
Policy Hub is the University’s policy website.
Staff member means an individual employed by the University on a full time or part time basis. This includes permanent, fixed-term or casual staff members and adjunct appointees.
Student means a student enrolled in a course of study at the University.
University means Waipapa Taumata Rau | University of Auckland and includes all subsidiaries.
University members include members of Council, committee members, students, staff members, committee appointees, contractors, subcontractors, and the board and staff of Auckland UniServices Limited.
Key relevant documents
Include the following:
Document management and control
Owner: Deputy-Vice Chancellor Operations & Registrar
Content manager: Deputy-Vice Chancellor Operations & Registrar
Approved by: Vice-Chancellor
Date approved: 22 April 2022
Date last reviewed or amended: 21 October 2024
Next review date: 21 October 2029