Originator: Corporate Legal and Insurance Services
Approver: President’s Council
Effective: February 14, 2007
Replaces: January 2004
A policy is a written expression of a predetermined course of action to ensure decision making is consistent with the values and strategies of the organization.
Procedures describe the chronological steps to be followed to implement and adhere to a policy. They provide direction to management and employees about how to carry out the policy in a way that avoids unnecessary ambiguity, conflict, inconsistency or inefficiency.
Policy will be informed by and be consistent with applicable legislation, the policies of the Board of Governors and the MGEU Collective Agreement. They will include well-formulated policy statements and clear implementation procedures that promote consistent and fair business practices, improve organizational communication, minimize organizational risk and exposure and contribute generally to satisfying the overall internal control requirements of the College. Specific areas of responsibility will be identified so that key performance indicators are measurable and quantifiable to provide for monitoring of policy adherence.
College policy will encompass the following areas and others as deemed appropriate:
- General Administration
- Academic Matters
- Student Matters
- Financial Matters
- Facilities – Utilization, Purchase and Control
- Staff Matters
- Human Resource Development
- Information Technology
Anyone in the College can identify issues that may require a policy. All requests for new or revised policies and procedures will be directed to the President’s Council representative of the originating department.
The President’s Council member will confirm the requirement with their Executive Committee member.
The President’s Council member will alert the department of Corporate Legal and Insurance Services of the need for a new policy or the need for the review and revision of an existing policy. They will also identify an appropriate Department Designate to act as the subject matter expert for policy development.
Corporate Legal and Insurance Services will work with the Department Designate and/or a committee will be established to research the subject matter that forms the basis of the policy and its accompanying procedures. This may include soliciting appropriate input from staff, students, advisory committees and/or authority outside the College community.
Corporate Legal and Insurance Services will produce a draft policy that ensures the integrity of the subject matter as well as legislative compliance and content and format consistency. All policies will be written in the following standardized format:
- Preamble – a short summary of the reasons leading to the development of the policy;
- Policy – a concise statement describing the policy. This statement may contain principles which set standards or determine a course of action;
- Definitions – of terms as required;
- Procedures – The sequence of chronological steps to be followed to implement and adhere to a policy;
- Responsibilities – outline required actions of various stakeholders including a framework for measuring and reporting compliance where appropriate;
- Related policies – number and name of other related College Policies;
- Related legislation – with specific references;
- Appendices – contain pertinent information as required.
Corporate Legal and Insurance Services will provide this document to the department of origin for their review.
When a final draft policy is complete, it will follow one of two routes:
- Academic Policy – will be submitted through the respective Senior Academic Committee member to the Senior Academic Committee for review and approval. It will then be provided to President’s Council for information;
- Non Academic Policy – will be submitted through the respective Executive Committee member to Executive Committee. It will then be provided to President’s Council for review and approval.
Corporate Legal and Insurance Services will receive one of the following recommendations from the appropriate decision-making body:
- Draft approved as submitted with no further revisions;
- Draft approved with noted revisions;
- Draft unacceptable and requires changes.
When a Draft Policy has been approved and no further revisions are required, it will become a Policy.
The Policy will be added to the Policies and Procedures Manual.
Corporate Legal and Insurance Services in cooperation with President’s Council will ensure all Policies and Procedures are reviewed and revised as required on a minimum 5 year rotation or more frequently as needed.
All College Policies and Procedures are available electronically on the College website. Information regarding the existence, content and update of policies will be distributed regularly to the College community by email from Corporate Legal and Insurance Services as well as dissemination through normal divisional communication channels.
Department Managers have the responsibility to ensure their staff is familiar with all Policies and Procedures which apply to their duties and that they act in compliance with them.
All staff have the responsibility to be familiar with, and abide by, all Policies and Procedures relevant to their duties.