Policy development guidance information

This guidance information has been developed in reference to Policy without (much) pain: a guide to better practice in policy development and policy management in Australasian tertiary education institutions, Association of Tertiary Education Management, 2013 (2nd edition).

The University’s policy framework, including information regarding the hierarchy of policy related documents, is set out in the Policy Framework (PDF). Procedural requirements relating to policy development and review can be found in the Policy Development and Review Procedures (PDF).

1. Identifying the need

• Refer to 3.1 of the Procedures for the factors that might lead to the need for a new or revised policy/procedures.
• A new section in an existing document might be sufficient or the content might be better handled at the level of business practice or work instructions at the local level.
• Check with Policy and Secretariat to make sure there is not an existing policy/procedures that already covers the issue.
• Consider the needs of all Flinders’ campuses and offshore programs.
• Consider any synergies in developing/reviewing related policies and procedures at the same time.

2. Legal and governance issues

• Make sure you are aware of the requirements of any relevant national/state legislation and consult with staff who are familiar with those requirements.
• Get advice from Policy and Secretariat to make sure the policy/procedures is consistent with the University’s governing legislation and delegations framework and is sound in administrative law.

3.  Planning

• Refer to 3.2 of the Procedures for requirements relating to planning development work, including the need to submit a Policy/Procedures Development Plan for approval in the case of new or significantly revised policies/procedures.
• Clarify the objectives and scope with relevant senior staff early on.
• Set a realistic timeframe, planning backward from approval dates (consult with Policy and Secretariat about the approval pathway).
• Factor in time to redraft documents following consultation feedback.
• In some cases policy development work may require the establishment of a steering committee or stakeholder reference group. Policy and Secretariat can provide advice about this.
• Communication and implementation/training plans may need to be developed.

4. Research and benchmarking

• Gather information about issues/concerns raised by staff about the activity addressed by the policy/procedures.
• Undertake desktop research into promising models from other institutions.
• Keep a record of research and benchmarking data (eg in a spreadsheet containing hyperlinks) for ease of access and circulation to stakeholders if required.

5.  Consultation

• Ensure consultation occurs as set out in the Development Plan.
• Identify and consult with representatives from all stakeholder areas (don’t forget students and remote sites!).
• Present the consultation group with a summary covering: current status of policy in the area; why the new policy/procedures is necessary; issues on which consultation is sought, including suggested solutions/options for discussion and feedback.  This consultation can be achieved via email or through face to face meetings, or a combination of the two.
• Consult with relevant stakeholders regarding implementation issues in the consultation process.  Contact other institutions that have introduced a similar policy and ask them about the experience.
• Keep records of individuals and stakeholder groups that were consulted.

6. Drafting

Refer to 3.3 of the Procedures for requirements relating to drafting of University policies and procedures.

• Refer to the list of common definitions.
• Allocate authorities and responsibilities to committees or positions, in accordance with the University’s Delegations Policy.
• Ask colleagues with good writing skills, or policy writing experience to review drafts ahead of providing drafts to stakeholders for feedback.

7. Implementation

• Refer to 6. of the Procedures for requirements relating to implementation after the policy/procedures have been approved.
• Put into operation communication and implementation requirements outlined in the Development Plan.

8. Review

• All policies and procedures are to be reviewed at least every three years.
• Ensure the review processes provide an opportunity for users of the policy/procedures to give feedback on their effectiveness and operation.