Policy Group(s) Related Documents: POLICY STATEMENT. Preamble:

Transcription

1 Policy Group(s) Related Documents: POLICY: Policy Management Framework Group A: Governance (Ref: A/ ) Policy Groups Policy Register Commencement Date: January 2007 Review Date: July 2018 POLICY STATEMENT Preamble: Christian Heritage College (CHC) is committed to enabling and empowering staff to perform the duties which are designated to them and recognises that the smooth running of the day to day operations of CHC is dependent in part on clear and concise policies and procedures. As the governing body, Christian Heritage College Council has responsibility for the oversight of the Policy Management System. Council has ultimate responsibility for CHC s governance, organisational and operational policies and procedures. Council has delegated to the Chief Executive Officer authority to develop, approve, implement and review operational policies and procedures. Council has delegated to Academic Board the authority to develop, approve, implement and review all policies as they relate to the academic activities of CHC. Policies relating to governance have been retained by Council. CHC is committed to an inclusive atmosphere where a sense of mission is shared by staff and students. In order to empower CHC staff in as many ways as possible and to ensure the wholehearted adoption of the policies, Council has developed a framework through which widespread consultation is sought and, as appropriate, integrated into the development and review of policy. In this way staff at all levels within CHC can bring suggestions regarding areas where policy is required and engage in the review process of existing policy. This policy will outline: the historical background of policy development at CHC; policy groups ; the process for developing and reviewing policy; the strategy for the documentation of policy policy template; the policy approval processes; the publication and dissemination of policy; and the responsibility and accountability processes for policy. Policy Management Framework Page 1 of 9 Author: CHC

2 Intent: This policy establishes the framework for the management of policies, procedures and supporting documents of CHC. A policy is a high level strategic directive that establishes a principle-based approach to a subject. A policy should be adopted for any area of CHC s operation where direction or purpose needs to be set in order to conduct CHC business. A policy is operationalised through procedures which give instructions and set out processes to implement a policy. In order to effectively and efficiently manage policies and procedures at CHC, this Framework establishes groups and categories of policies. All policies must be developed, monitored and reviewed in accordance with this policy. Scope: All policies and procedures of CHC. Restrictions: Nil Exclusions: Nil Background: Christian Heritage College was established in 1986 to provide teacher education in response to the growing need in the Christian schools sector in Queensland. Over the past twenty-seven years it has developed four schools with a total of 27 courses. The early years saw the development of a number of policies which related to the academic life of students and the associated processes. As a small institution with a small number of students and staff much of this was embedded in CHC culture. A distinct shared understanding and involvement in day to day activities did not necessitate documentation of a wide range of policies. As enrolment numbers increased and new staff were appointed in greater numbers it became clear that CHC needed to document its policies and procedures, and approach policy development and revision, in more deliberate and systematic ways. This framework provides the systematic approach to the development, documentation and revision processes of policy at CHC. At a management level, the task of maintaining and facilitating the development, approval, implementation and revision of policy is delegated to the Registrar. Policy Provisions: 1. General 1.1 Policies are concise formal statements of principles that indicate how CHC will act in a particular aspect of its operation. In this way, policies regulate and direct actions and conduct. 1.2 A policy or procedure will remain in force unless formally rescinded by the relevant Approval Authority or superseded by another policy or procedure. Policy Management Framework Page 2 of 9 Author: CHC

3 2. Policy groups 2.1 In order to maintain simplicity the number of policy groups has been kept to a minimum. These overarching groups contain domains (as indicated) and subdomains as required. Group A Group B Group C Group D Group E Group F Group G Group H Governance Academic: 1. Students; 2. Staff; 3. Library. Administration: 1. Academic; 2. Library; 3. Students; 4. Staff. Business Management: 1. Business Functions; 2. Marketing. Information Technology: 1. Students; 2. Staff; 3. Administration; 4. Library; 5. Business. Pastoral Care: 1. Students; 2. Staff. Human Resource Management: 1. General; 2. Well-being. Quality and Risk Management: 1. Quality; 2. Risk. Policy Management Framework Page 3 of 9 Author: CHC

4 3. Policy development 3.1 Policy needs are identified through a range of mechanisms and include opportunity for input from Council, staff, students and stakeholders. This may arise through introduction or revision to legislation, strategic direction, and/or observed need or practice. 3.2 Following the identification of a policy need, ideas are presented either through the policy template (see Provision 4 below), or the submission of policy ideas in bullet point format where the issues the policy should address are noted. In instances where the policy is not presented in the policy template, it is the responsibility of the Registrar s Office to format the policy. 3.3 The Registrar facilitates a consultation process and develops a draft policy statement that is circulated for comment to relevant stakeholders. 3.4 Appropriate amendments are incorporated into the policy statement prior to it being submitted to the relevant approving authority. Further comment is received and revisions included in the production of a final version, which bears the approval date and Minutes Item from the relevant meeting of the approval authority. 3.5 Approved policies are added to the Policy Register according to their Policy Group and are incorporated into the policy review cycle. The Policy Register indicates the reference which includes the commencement date and the version number, the next scheduled review date and the approving authority of each policy. 4. Policy review 4.1 Each new policy is reviewed 12 months after its initial approval and is tested against the performance indicator(s) identified within the policy. Other evidence is gathered through various means which may include a questionnaire, focus group, and/or random sample of end users. 4.2 Existing policies are systematically reviewed every five years; however, any Council member, staff member or student, through student representation, may seek a review of policy at any time and/or as needs demand. 4.3 The reviewing of existing policy mirrors the development of new policy with regard to its processes of consultation, circulation and documentation. 4.4 Details of policies that are approved following a revision process are amended within the Policy Register and policy reference to indicate the date of revision and subsequent scheduled review date. 5. Policy template 5.1 Header Policy name Policy group(s) Related policy(ies) Commencement date Review date. Policy Management Framework Page 4 of 9 Author: CHC

5 5.2 Policy Statement Intent Scope, including restrictions and exclusions Objectives Policy Provisions, broken into topics or relevant areas 5.3 Supporting Procedures and Guidelines This includes any supporting information required to implement or interpret the policy statement. 5.4 Policy Further Information Relevant Commonwealth/State Legislation 5.5 Accountabilities Implementation Compliance Monitoring and evaluation Development and review Approval authority Interpretation and advice 5.6 Who Should Know This Policy 5.7 Effectiveness of This Policy Performance Indicators Other Definitions and Acronyms 5.8 Approval section maintained by the Registrar Reference Number Approved Date Committee/Board Resolution number/minute reference 5.9 Revision History section maintained by the Registrar. Revision reference number Approved/Rescinded Date Committee/Board Resolution number/minute reference 6. Policy approval process 6.1 As discussed in Provision 3, new and existing policies alike are subject to a rigorous approval process subsequent to a consultation period. Policy Management Framework Page 5 of 9 Author: CHC

6 6.2 The timeframe for approval is a period of four weeks. This allows for appropriate dialogue and consideration of the issues involved and also brings closure to the process. It is acknowledged that at times this may need to be extended to facilitate an appropriate consideration of the policy or its revisions. 7. Policy publication, dissemination and implementation 7.1 CHC recognises that new policies and revisions to existing policies impact the environment in which CHC operates. To this end, all policies are implemented at the commencement of a year The purpose of policy is to inform and assist practice and this cannot occur unless publication and dissemination are effective. 7.3 Staff have access to all policies on the staff intranet and policies that are relevant to or impact upon students are made available to them via the CHC website. 7.4 References to specific student policies are made in the relevant sections of the Student Handbook and School handbooks. 7.5 Where legislation requires public access to specific policies and in order to comply with this legislation, CHC will publish these on CHC s website in a clear and easily accessible manner. 8. Policy Responsibility and Accountability 8.1 The Council is responsible for ensuring the quality and effectiveness of the Policy Framework. 8.2 The Registrar reports to Council on an annual basis with specific regard to the development, approval, revision and implementation of policy. 1 Where a policy revision is required for legislative purposes such changes can be introduced as required by the legislation or if possible at the commencement of an academic semester. Policy Management Framework Page 6 of 9 Author: CHC

7 Supporting Procedures and Guidelines: 1. Style guide The Registrar s Office develops and maintains the Style for completing the template. 2. Policy Template Policy Group(s): Related Policy or Groups: POLICY: Commencement Date: Review Date: POLICY STATEMENT Intent: Scope: Restrictions: Exclusions: Objectives: 1. Policy Provisions: 1. General 1.1. Supporting Procedures and Guidelines: POLICY FURTHER INFORMATION Relevant Policy Management Framework Page 7 of 9 Author: CHC

8 Commonwealth/State Legislation ACCOUNTABILITIES Implementation: Compliance: Monitoring and Evaluation: Development/Review: Approval Authority: Interpretation and Advice: WHO SHOULD KNOW THIS POLICY? EFFECTIVENESS OF THIS POLICY Performance Indicators: Other Definitions and Acronyms: APPROVAL section maintained by the Registrar Reference No. Approved Date Committee/Board Resolution No. / Minute Ref. REVISION HISTORY section maintained by the Registrar Revision Reference No. Approved/Rescinded Date Committee/Board Resolution No. / Minute Ref. Policy Management Framework Page 8 of 9 Author: CHC

9 POLICY FURTHER INFORMATION Relevant Commonwealth/State Legislation Nil ACCOUNTABILITIES Implementation: Monitoring and Evaluation: Development/Review: Approval Authority: Interpretation and Advice: Registrar CEO, Registrar CEO, Registrar, Executive CHC Council Registrar WHO SHOULD KNOW THESE GUIDELINES? Council members Chief Executive Officer All staff EFFECTIVENESS OF THESE GUIDELINES? Performance Indicators: Other: Definitions and Acronyms: Effectiveness of the template Nil CHC Christian Heritage College CEO Chief Executive Office Principal is the CEO APPROVAL section maintained by the Registrar Reference No. Approved Date Committee Resolution No. / Minute Ref. G/ Approved 05/12/2005 CHC Council 4 REVISION HISTORY section maintained by the Registrar Revision Reference No. Approved / Rescinded Date Committee 1206 Approved 16/12/2006 CHC Council Approved 19/03/2013 CHC Council 3.1 Resolution No. / Minute Ref. Policy Management Framework Page 9 of 9 Author: CHC