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Procedure

1.         Policy Development

a.         Policies shall be researched and drafted by the department that will be responsible for the administration and interpretation of the policy.  In some instances, cross-departmental committees may be established to develop a policy.  The responsible department must ensure that the policy reflects the mission, vision, goals and objectives of the University.

b.         The senior administrator responsible for the department shall review the draft policy, identify changes to be made and shall determine the appropriate consultation process, if any, required.  The senior administrator may present the policy to his/her respective vice president or associate vice president for feedback.

c.         Once the policy has been drafted in a form that is acceptable to the senior administrator, the policy will be submitted to an appropriate review body, e.g. senior directors, deans, or other standing committee for review, if appropriate.  Group members will provide comments and suggestion to the senior administrator responsible for the policy.

d.         The senior administrator responsible for the policy will ensure that, where appropriate, feedback received from appropriate consultation groups is incorporated into the policy.

e.         Upon review and feedback by the consultation groups, the senior administrator responsible for the policy ensures that the policy complies with the University’s template.

f.          The policy is then forwarded to the appropriate vice president who will submit the policy to the Executive Group for review and approval.

g.         The vice president will provide feedback received from the members of the Executive Group to the responsible senior administrator.

h.         The senior administrator responsible for the policy will ensure that, where appropriate, feedback received from members of the Executive Group is incorporated into the policy.

i.          Upon approval of the policy by the Executive Group, the vice president determines whether or not the policy requires review and approval by the Board of Governors or by a committee of the Board and, if appropriate, arranges for the review of the policy.

j.          Once final approval has been received, the senior administrator responsible for the policy provides an electronic copy to the Vice President, Administration and Finance for final review.

k.         In the event that revisions are required, the process for amendment shall be identical to the policy development procedures described above.

2.         Policy-Procedure Manual

a.         Maintenance and Administration: The Office of the Vice President, Administration and Finance shall be responsible for the maintenance and administration of the University policy-procedure manual.  The administration of the policy-procedure manual shall include:

i.          identification of appropriate stakeholders of the policy-procedure manual, including the regular up-dating of such lists;

ii.          distribution of all policies (including revised policies), both paper and electronic versions, and posting policy on the University’s web page;

iii.         ensuring that all policies are maintained and published in accordance with the approved policy format;

iv.         maintaining a standard for systematic review of policies.

b.         Communication and Distribution:  At present, all University policies are distributed to all University policy-procedure manual holders.  Manual holders are defined as employees who have management responsibility for a unit, department, school or faculty.  Typically, manual holders include supervisors, managers, chairs, directors, deans, associate deans, vice presidents, associate vice presidents and the president.

Employees other than those identified in the previous paragraph who request a University policy-procedure manual are normally provided with one and their names are added to the University policy-procedure manual circulation list maintained by the Office of the Vice President, Administration and Finance.

Jurisdiction

This procedure and its associated policy falls under the jurisdiction of the Vice President, Administration and Finance.