Development
Guideline
Purpose / The purpose of this document is to ensure that all SIBT quality documents1 adhere to the organisation’s approved format. The guideline is to assist staff in the development and amendment of existing SIBT quality documents. All quality controlled documents issued as components of the SIBT Quality System3 are to appear in the format and style described in this guideline.
Scope / This guideline applies to all staff involved in the preparation of SIBT quality documents.
Table of Content
Quality Document development overview 2
Planning 2
Drafting 2
Circulation 3
Draft Approval & Final Approval 3
Quality Document Register Update 3
Information Dissemination & Review 3
Quality Document Format 3
Document Set Up 3
Version Control/Identifier 4
Footer 4
Acknowledgement Table 4
Reference Indicator 5
Further clarification 6
Definitions 6
Relevant Forms / Fax Template
Memorandum Template
SIBT Agenda Master Template
SIBT Minutes MasterTemplate
Quality Document Process Template
Quality Document Policy Template
PowerPoint Presentation Template
Version 0.1 Page 2 of 5
Quality Document Development Guideline
Once printed this document is no longer a controlled document
L:\General Administration\Policies and Processes\Quality Management Function\Quality Document Development Guidline.doc
Quality Document development overview
Any staff member may initiate the amendment of an existing or development of a new quality document. The Document Control Process describes steps for the creation, authorisation, implementation and review of a quality document. This guideline provides additional assistance when developing or amending a quality document and must be read in conjunction with the Document Control Process. The Document Control Process demonstrates a logical flow from the first step of establishing the need for a new document, or amendment/replacement of an existing document, to the last step which is review.
Planning
Following the steps below will help you to determine why a document may be needed and whether the Document Control Process should be initiated.
1. Understand why the issue has been identified and whether a Policy4, Process5, Guideline6 or other local document is required. Triggers for the new document may include:
§ Changes to legislation
§ New initiative to improve current practices
§ Review of the document
§ Changes to the direction of the strategic plan.
2. Discuss the issue with staff who will be affected by the change and confirm that the action is required.
3. Review current and under development SIBT quality documents which are relevant to the issue. This will ensure there is no overlap with other existing or under development documents. The Quality and Compliance Coordinator is responsible for maintaining a register of all current and under development SIBT quality documents.
If the development or amendment of a new quality document is required you must seek authorisation from the relevant manager or the Quality and Compliance Manager (QCM).
Use the System Improvement Request (SIR) form to request the development or amendment of a quality document
OR
The Non-conforming Product Form (NPF) to advise the Quality and Compliance Coordinator of any existing inconsistencies (non-compliances) that require amendment.
Drafting
A new document must be written as an initial draft using the appropriate quality document template. The template can be requested from the Quality and Compliance Coordinator or access from L:\Policy Library\Forms and Templates\Quality and Compliance\.
Quality Document Format paragraph provides information on formatting rules used in the SIBT quality document templates.
Additional drafting suggestions:
§ Follow the additional instructions included in the quality document template
§ Avoid repetition of the information
§ Use plain English
§ Use version control when developing the draft, particularly if working with a group
§ Do not use jargon
§ Use terms such as ‘must’ and ‘shall’ for mandatory requirements. Use ‘may’ and ‘should’ for non-mandatory requirements
§ Be concise and explicit
§ Ensure consistency with legislation and other relevant SIBT documents
Common drafting errors include:
§ Lack of communication with affected staff members
§ Inconsistency with agreed SIBT quality document format (e.g. page setup, font etc.).
Circulation
Discussion is a proactive way for the document developers to engage with staff to help test content, correctness and compliance of the document and identify any gaps. Circulate the draft among affected staff and use the Document Circulation List to record their amendments and suggestions.
Circulation considerations:
§ Identify staff to be included
§ Set the time and date and inform the staff
§ Final draft must be circulated to affected staff for comments prior to Draft Approval step.
Draft Approval & Final Approval
The Document Developer(s)7 must liaise with the Quality Management Team to obtain the appropriate approval of their final draft. If no amendments are required the Quality Management Team will approve the document or forward it for endorsement (Final Approval).
Quality Document Register Update
Once the document has received the relevant authority endorsement the Quality Compliance Coordinator makes the necessary amendments to the Quality Document Register8.
Information Dissemination & Review
A requirement of the Document Control Process is to ensure that when approved, the document is disseminated to staff and students (if applicable). The Quality and Compliance Coordinator circulates the new document to the designated staff for publication on the SIBT Policy Library website and Portal. Once published the Quality and Compliance Coordinator informs managers and students (if applicable) of the new updates. The managers are responsible for promptly communicating the changes to the affected staff members. Review of the document is conducted according to the Internal Audit Schedule or as required. The review acts as a link forward to the first step of the cycle, Planning.
Quality Document Format
Documents Set Up
Page Setup
Top margin of the first page containing logo Margins: 4cm
Top margin of the following pages without logo: 2cm
Bottom margin: 2cm
Left Margin: 2.5cm
Right Margin: 2.5cm
Header from edge: 1.25cm
Footer from edge: 0.7cm
Line Spacing is single
§ Bullets should be square and left aligned under text, as per this example.
Font Styles & Sizes:
Title: Verdana 20 (bold)
Subtitle: Verdana 16 (not bold)
Heading 1: Verdana 9 (bold)
Heading 2: Verdana 9 Underline (not bold)
Heading 3: Verdana 9 Italic (not bold)
Body Text: Verdana 9 (not bold)
Table Heading: Verdana 9 (bold)
Table Text: Verdana 9 (not bold)
Version Control/Identifier
Version identifier is located in the footer of a document.
§ Drafts
Version identifier should appear on each version of a draft document. Drafts should initially be identified as version 0.1. The identifier after decimal point should increase by 1 with each draft revision until the final draft is developed (e.g. 0.2, 0.3 and so on)
Version 0.1§ Approved Documents
When a document is first endorsed it is identified as version 1.0. Any minor amendment10 to a document will increase the identifier after decimal point by 1 (e.g. 1.1, 1.2 and so on). After a full revision and re-issue of a document the identifier before decimal point will increase by 1 and the identifier after decimal point is reset to 0 (e.g. 1.3 will become 2.0).
Version 1.0Footer
Formal Footer
Applies to Policies, Processes & Guidelines:
Formal Footer includes the Version Control, Page Number Identifier, Document Title and Quality Control Statement ‘Once printed this document is no longer a controlled document’.
Sample Formal Footer:
Version 1.0 Page 4 of 7Quality Document Development Guideline
Once printed this document is no longer a controlled document
Simplified Footer
Applies to local documents, Forms & Templates:
Simplified Footer includes the Version Control, Page Number Identifier, Document Title, Quality Control Statement ‘Once printed this document is no longer a controlled document’ and Document Location Path.
Sample of the Simplified Footer:
Version 1.0 Page 4 of 7
Quality Document Development Guideline QMFO015
Once printed this document is no longer a controlled document
L:\General Administration\Policies and Processes\Policy Documents\Draft documents\Document Format\Process Format Guidlines\Quality Document Development Guidline Draft 0.1.doc
NOTE: The Formal Footer can be added to any local document which is required for any official publication (e.g. Registration or accreditation applications etc.).
Acknowledgement Table
Applies to Policies, Processes & Guidelines:
NOTE: The Acknowledgement Table can be added to any local document which is required for any official publication (e.g. Registration or accreditation applications etc.).
Version: [ Verdana 9 bold] / [Version Control] [ Verdana 9]Department: / [Department responsible]
Original Issue Date: / [Original development date]
Approval Authority: / [EMG or Academic Board]
Date of Endorsement: / [Endorsement date]
Date for Next Review: / [Review commencement date]
Privilege level: / [Public or Internal]
Reference Number: / [Quality document control number]
Relevant Policies: / [Relevant policies]
Relevant Legislation: / [Relevant legislation]
Sample of the Acknowledgement Table:
Reference Indicator
Documents are assigned a Reference Indicator, by the Quality and Compliance Coordinator, as follows:
Q XY DD 000
Where:
Q indicates Quality Controlled Document;
XY indicates the Key Function (See Appendix);
DD indicates the type of document (See Appendix);
000 indicates the number of that document type in the Quality System
Documents are to be listed, by the Quality and Compliance Coordinator, in the Quality Document Register, located in the Quality Manual11.
Key to Reference Indicators (Pre-2009 June):
Component of Quality System / SIBT Key Function Indicator / Key Function NameQ / SP / Strategic Planning
BI / Business & Information Management
TD / Product development & Training Delivery
HR / Human Resource Management
MK / Marketing
QA / Quality Development & Improvement
AP / Appendices
Document Type Indicator / Document Type Description / Document Number
PO / Policy / 001
PR / Process/ Procedure
IN / Instruction
FO / Form
RE / Record
MA / Manual
TE / Template
Examples:
Reference Indicator / Document Description / SIBT Key Function / ISO 9001 Standard & Criterion / AQTF StandardQTDFO001 / Student Enrolment Form / Product Development & Training Delivery / 4.5 / 4.3
4.8
4.9
Key to Reference Indicators (2009 July onwards):
SIBT Key Function Indicator / Key Function NameGO / Governance
BS / Quality and Compliance
AC / Academic
SA / Student Administration
SS / Student Services
AD / Administration
MK / Marketing
AS / Admission
FI / Finance
Document Type Indicator / Document Type Description
PO / Policy
PR / Process/ Procedure
FO / Form
TE / Template
LO / Local Document
Document Number
001
Examples:
Reference Indicator / Document Description / SIBT Key Function / AQTF Standard / AUQA StandardGOLO001 / SIBT Strategic Plan / Governance / 3.1 / F1.1
F4.5
ACPO001 / Assessment Policy / Academic / 1.5
2.4 / F1.3
F3.3
F3.8
F3.10
BSPO001 / Quality Policy / Quality and Compliance / 3.3 / F4.1
F4.7
Further clarification
If unsure please seek advice with the Quality and Compliance Coordinator.
Definitions
1. QUALITY DOCUMENT
Comprise SIBT policies, processes, guidelines, forms, templates and other local documents.
2. LOCAL DOCUMENT
A document developed within a department which includes information essential to the department operations (e.g. structural charts, strategic or operational plans, and instructions).
3. QUALITY SYSTEM
The organisational structure, quality documents and resources needed to implement quality system.
4. POLICY
States basic principles and standards which guides actions and decision of those engaged with SIBT.
5. PROCESS
A regular series or system of activities/events that is carried out by organisation members, e.g. admissions, assessment. All forms, records, instructions, etc. generated by and/or related to a process are considered to be part of that process.
6. GUIDELINE
Provides detailed direction on how to apply particular aspects of a policy or procedure. It may provide recommendation on approach when performing a task.
7. DOCUMENT DEVELOPER
The person responsible for development/amendment of SIBT quality document/s.
8. QUALITY DOCUMENT REGISTER
Lists all current quality-controlled9 SIBT documents.
9. QUALITY-CONTROLLED DOCUMENTS
Means that documents:
§ Are to be held only at L: drive of the Management Information System
§ Can be read and, where necessary, printed by staff, in their original form only
§ Can only be amended and developed in the approved manner by the Quality and Compliance Coordinator, under advice from the Quality Management Team, and as described in the Quality Management System
§ Must be printed in their original form without change to content, except in cases where modifications are approved by the Quality Management Team, and carried out in a controlled manner by the Quality and Compliance Coordinator
§ Are assigned a reference indicator as described above.
10. MINOR AMENDMENT
Minor amendments will not change the purpose or meaning of the document. Significant amendments that result in a change in practice must go through the entire Quality Document Control process. Amendments minor in nature may include the following:
§ Changes to the format/design of the document
§ Changes to the footer
§ Grammar and/or spelling corrections
§ Modification of URL’s, or any documents hyperlinked from the document
§ Position title change.
11. QUALITY MANUAL
A hard-copy and/or electronic collection of the components of the Quality System: key policies, plans, organisational maps and overview processes that give the Institute direction and document its activities, and the Quality Management System.
Version: / 1.0Department: / Quality and Compliance
Original Issue Date: / 22/02/2010
Approval Authority: / QMT
Date of Endorsement: / 22/02/2010
Date for Next Review: / 22/02/2011
Privilege level: / Public
Reference Number: / BSLO001
Relevant Policies: / Document Control Process
Relevant Legislation: / AQTF 3.1, 3.3, QAF F.1.1
Version 1.0 Page 3 of 7
Quality Document Development Guideline
Once printed this document is no longer a controlled document