G1 – Policies Development Framework Procedures

1.0 Preamble

1.1

This Policies Development Framework Procedure establishes the procedures by which policies are reviewed, updated, approved, and retired.

2.0 Definitions

2.1

The terms used in this Procedure are to be read consistently with the definitions set out in Policy G1 and the RRC Polytech Glossary.

3.0 Policy Approver

3.1 Administrative Policies

The President and CEO of RRC Polytech shall be the Policy Approver for all Administrative Policies.

3.2 Academic Policies

The Vice President, Academic, shall be the Policy Approver for all Academic and Student Matters Policies.

4.0 Policy Development and Review Process

Phase 1: Pre-Drafting

Phase 1.1 Notification:

1. The Policy Owner will determine that a new policy is required or, as it relates to an existing Policy, the Legal and Compliance team will notify the Policy Owner that a policy under the Policy Owner’s area of responsibility is scheduled for review.
2. The Policy Owner will name a Designate.

Phase 1.2 Planning:

1. The Designate will prepare a plan for appropriate consultations with the College community stakeholders. They may use the template attached at Appendix “A” to assist with planning and may recommend to the Policy Owner that a Policy Working Group be formed.
2. In the event that a Policy Working Group is required, the Policy owner will establish the group and may request Senior Leaders to facilitate participation by diverse and relevant group members within the given Senior Leader’s portfolio where appropriate, or support appropriately broad consultations within their portfolio.

Phase 1.3 Issue Identification:

1. The Designate will collaborate with College community stakeholders as appropriate to gather input concerning gaps, issues or needs to inform the drafting process.

Phase 2: Creating the Draft Policy

Phase 2.1

The Designate will draft or revise the policy using the Policy Template attached as Appendix “B”. The Designate will take into consideration the drafting guidance in Appendix “C” in creating a working draft policy and the Glossary of Terms.

Phase 3: Consultations

Phase 3.1

The Designate:

1. May request policy drafting support from the Legal and Compliance Department;
2. will consult with Legal and Compliance to ensure legislative compliance or other legal issues are surfaced.

Phase 3.2

The Designate will seek feedback and review of the working draft policy from RRC Polytech Community stakeholders in accordance with the consultation plan. Where a Policy Working Group has been created, the Policy Working Group is responsible for reviewing the initial draft and providing feedback to the Designate, including, without limitation, concerning the practical implications of the Policy content.

Phase 3.3

The Designate will revise the Policy as may be appropriate on the basis of the feedback received during the consultative process.

Phase 3.4

The Designate will submit the draft policy to the Owner for review.

Phase 3.5

The Owner will review the draft policy. The Owner has the discretion to bring the policy and substance of any relevant community stakeholder consultations to any Senior Leader for additional consultation, particularly where there are significant changes to the policy under review or there are significant interdepartmental impacts.

Phase 3.6

In the event that there are additional issues, needs or gaps identified, the Owner will provide this feedback to the Designate.

Phase 3.7

The Designate, following the receipt of feedback from the Owner:

1. shall revise the policy in accordance with the Owner’s feedback;
2. may undertake additional consultations with relevant community stakeholders, including any Policy Working Group, regarding the feedback from the Owner; and
3. shall re-submit the policy to the Owner.

Phase 3.8

The Policy Owner and Designate shall repeat the steps set out in paragraph 7 until the Policy Owner is satisfied with the Policy.

Phase Four: Approval and Communications

Phase 4.1

Approval Process – Academic Policies

1. Once the Policy Owner is satisfied with the form and content of the Policy, they shall circulate the draft policy to members of the Senior Academic Committee for review in accordance with the Senior Academic Committee’s submission timelines, as may be amended from time to time. The Senior Academic Committee will consider the policy at its meeting and may request changes to the policy and/or vote to recommend the policy for approval.
2. If the Senior Academic Committee votes in favour of recommending the policy for approval, the Policy Owner shall circulate the final version of the policy to RRC Polytech’s Senior Leaders to provide them with an opportunity to review and provide feedback.
3. Following review by the Senior Leaders, the Policy Owner shall submit the policy to the Approver along with the recommendations of the Student Academic Committee. The Approver shall consider the policy and may request changes, and/or grant approval or reject the recommended policy.

Approval Process – Administrative Policies

1. Once the Owner is satisfied with the form and content of the Policy, they shall circulate the final draft to RRC Polytech’s Senior Leaders for consultation no less than two weeks prior to the Executive Team meeting at which the policy will be presented and recommended for approval.
2. The Policy Owner shall present the Policy to the Approver with a recommendation for approval at a meeting of the Executive Team.
3. The Approver shall consider the policy and may request changes,/grant approval or reject the recommended policy.

Phase 4.2

Once the Approver has approved the policy:

1. The Policy Owner shall send the approved policy and written confirmation of the Approver’s approval to the Legal and Compliance Department; and
2. The Legal and Compliance Department shall post the approved Policy to RRC Polytech’s Policies website.
3. The Policy Owner will undertake any additional notifications or communication strategy as may be appropriate in circumstances.

5.0 Policy Review Period

5.1

The Owner is responsible to review each policy within their area of responsibility every five years:

1. unless otherwise required by legislation; or
2. at the Owner’s discretion to review more frequently than every five years.

5.2

In circumstances when a review period exceeds five years, the Owner is responsible for providing the rationale in writing to the Approver.

5.3

The Legal and Compliance Department shall notify the Owner one year prior to the scheduled policy review.

6.0 Associated Procedures

6.1

The Owner is authorized to create and establish procedures as required to implement a policy approved in accordance with this Procedure Guide and may delegate this process to the Designate. The Owner may request the assistance of the Legal and Compliance Department to assist in the drafting of Procedures.

6.2

Procedures may be amended from time to time without the requirement of a full policy review and as needed in order to facilitate the adoption of best practices or respond to changes or evolution in College operations.

6.3

Procedures must be provided to the Legal and Compliance Department. The Legal and Compliance Department will be responsible for posting amendments to Procedures on RRC Polytech Policies Website.

7.0 Policy Retirement

7.1

Policies that are no longer required or in use may be retired. This means that they are no longer in effect and shall be removed from RRC Polytech’s website.

Phase 1: Planning

Phase 1.1

When the Owner determines a policy is no longer required due to operational, statutory, regulatory, or other types of changes, the Owner shall:

1. consult with the Legal and Compliance department, identify and address any legislative or compliance-related concerns around retiring the Policy; and
2. provide notice to the Approver in writing and will:
   1. include rationale for retiring the policy;
   2. address relevant community stakeholder concerns around the policy retirement; and
   3. bring any unresolved concerns to the Approver’s attention.

Phase 2: Approval

Phase 2.1

A policy is retired when the Approver approves the retirement of a Policy in writing.

Phase 2.2

The Owner is responsible for confirming the Approver’s acceptance to the Legal and Compliance department to ensure that a record of the retirement is retained. The Legal and Compliance Department is responsible for removing the policy from RRC Polytech’s Policies Website.

Phase 3: Communication

Phase 3.1

The Owner will undertake appropriate steps to communicate the retirement of the Policy to the College Community.

8.0 Acknowledgement

8.1

This Policy and Procedure drew significantly, with permission, on the excellent resources and work done by Ryerson University in its Administrative Policy Framework and associated Procedures.

Appendices

• Appendix A – Consultation Planning (Word doc)
• Appendix B – Policy Template (Word doc)
• Appendix C – Drafting Guidelines
• Appendix D – Policy Framework