Guide for review of documents in Policy and Procedures Library

Document category definitions

Document category / Definition
Policy / A University policy establishes key principles and values that have University-wide and long-term application. Policies establish rules. Formal University policy is approved by Senate. Policies are long-term, rather than transient, in application. Policies are brief documents.
Procedure / A procedure details how one or more aspects of a policy are to be enacted or implemented. While a policy sets out a broad commitment to a topic, procedures provide the detail or 'working out' of that commitment. Procedures give effect to the policy. Procedures establish mandatory process. Procedures or guidelines may also stand alone, but will usually be developed with reference to the policy, statute, rule or government legislation which they are designed to effect.
Guideline / Guidelines are non-binding statements which suggest approaches to the implementation of a policy. The aim of guidelines is to establish a regulatory framework within which the policy may be applied consistently and in accordance with best practice e.g. Guidelines for the Provision of Alternative Academic Programs for Students with a Disability.
The term ‘guidelines’ is used to indicate a distinct statement on a particular aspect of University activity. Guidelines are sufficiently flexible to provide for a necessary diversity of practice including where a regulatory framework is intended to complement existing decision-making or resource allocation structures.

Points to consider during review

1. DOCUMENT BROAD CONTENT
Does the information contained in this document still broadly represent the University’s position on the subject?
Yes – but requires minor update
Yes – but needs substantial content update
No – document should be rescinded
2. DOCUMENT OVERLAP
Does the subject matter of the document overlap with another policy, procedure or guideline?
No
Yes – identify other document/s and determine if either document should be rescinded or combined with the other document/s
3. DOCUMENT CONSULTATION
Who should be consulted in the review of this document?
Should the Legal Office review the document?
4. DOCUMENT TOPIC IDENTIFICATION
Does the document title require rewording to reflect more accurately the contents of the document?
No
Yes – suggest new title
5. DOCUMENT DETAILED CONTENT
To what extent do the details in the document require updating?
Substantial – document requires full content rewrite
Minor/Stylistic – document requires updates to terminology or references and/or minor revision to content
Are there elements of content missing from the document?
Are there elements of content that require simplification or removal?
Has the spelling and grammar throughout the document been checked?
Has the numbering throughout the document been checked?
Have all references to the PPL been referenced correctly, incorporating the entire document number, e.g. 3.30.02b?
Are the definitions, terms and acronyms in Section 2 actually used within the text of the document?
Is the information on scope and coverage in Section 3 consistent and accurate?

Academic Policy and Programs - February 2013