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Policy Approval and Amendment Process
On this page you can learn how to:
Convert existing policies into the approved University Policies format and have them stored in TRIM for publishing on this siteA flowchart illustrating the following steps is also available. Step 1 Check whether a TRIM file exists for the policy. If not, complete a New General File Form to have one created. Use the policy function as the keyword. (Note: All policies must have a TRIM file where policy development and other relevant information is housed.) Step 2 Submit the existing policy to the University Secretary for confirmation that University Policy status is appropriate for the policy. (Note: University Policy statuts has been confirmed for all policies that are already linked to the University Policies site.) Step 3 Download the University Policies Template to the relevant folder on your network drive. Write the policy, and, if appropriate, procedures following the instructions. Note: Procedures, if any, can be written at this stage and approved by the relevant Director. Alternatively procedures may be written and/or approved after the policy has been approved by the appropriate person or body (Step 4). Step 4 Submit the policy, usually via the appropriate Director, to the relevant approving body or position chosen from those listed in the instructions for the University Policies Template with the request that the policy be returned to you once approved. Note: If the policy has been previously approved by one of the approving bodies or positions and you do not think it has been amended in any material way during the process of converting it to the new University Policies format, please submit the policy to the University Secretary who will provide advice on whether the policy must be approved again. Step 5 If there are procedures associated with the policy and these have not yet been written and/or approved this should be done now. Note: Procedures are approved by the relevant Director. Step 6 If the policy does not already have a University Policy number (UPyy/xxx), obtain one from University Records by completing the New University Policy Number form when the approved document is returned to you and insert the number in the appropriate box at the end of the University Policies Template. Step 7 Complete the relevant date and any other remaining empty boxes at the end of the University Policies Template. Step 8 Save two versions of the policy document - one version as a "Word" document and the other version as indicated in the instructions for the University Policies Template. Step 9 Director emails (records@uwa.edu.au) both the "Word" document and the html document to University Records for storage in TRIM and publishing on the University Policies site. Amend an existing University Policy document already stored in the approved format in TRIM and published on this siteA flowchart illustrating the following steps is also available. Step 1 Request stored "Word" document from TRIM. Email a request for the "Word" version of the policy to be amended to records@uwa.edu.au . Include the policy number in the subject line of your email. A copy of the "Word" version of the policy will be emailed to you. Step 2 Save the "Word" document to the appropriate folder in your network drive. Step 3 Switch on Track Changes in "Word". Step 4 Make the necessary changes to the document. Step 5 If the changes are to procedure or to aspects of the document that are not policy content, submit them to the appropriate Director for approval with the request that the document be returned to you once approved. Or If the changes are to policy, submit the policy, usually via the appropriate Director, to the relevant approving body or position with the request that the document be returned to you once approved. Step 6 Once the changes are approved, complete the appropriate part of the "Date this revision approved" box. Step 7 With Track Changes switched on in "Word" accept all changes to the document. Step 8 Save two versions of the policy document - one version as a "Word" document and the other version as indicated in the instructions for the University Policies Template. Step 9 Director emails (records@uwa.edu.au) both the "Word" document and the html document to University Records for storage in TRIM and publishing on the University Policies Template. Write new policies in the University Policies format and have them stored in TRIM for publishing on this siteA flowchart illustrating the following steps is also available. Step 1 If a TRIM file does not yet exist for the proposed policy complete a New General File Form to have one created. Use the policy function as the keyword.(Note: All policies must have a TRIM file where policy development and other relevant information is housed.) Step 2 Obtain email confirmation from the University Secretary that University Policy status is appropriate for the proposed policy and store the confirmation on the TRIM file. [It is strongly recommended that confirmation of University Policy status be sought at this point in the process. However it may be sought after the policy has been written using the University Policies Template (See Step 4).] Step 3 Download the University Policies Template to the preferred folder on your network drive. Step 4 Write the policy, and, if appropriate, procedures following the instructions for the University Policies Template. Note: Procedures, if any, can be written at this stage and approved by the relevant Director. Alternatively procedures may be written and/or approved after the policy has been approved by the appropriate person or body (Step 5).(If email confirmation of University Policy status has not previously been obtained from the University Secretary, seek such confirmation at this point and store it on the TRIM file.) Step 5 Submit the policy, usually via the appropriate Director, to the relevant approving body or position chosen from the list in the instructions for the University Policies Template with the request that the policy be returned to you once approved. Step 6 If there are procedures associated with the policy and these have not yet been written and/or approved this should be done now. Note: Procedures are approved by the relevant Director. Step 7 Following approval of the document, obtain a University Policy number (UPyy/xxx) from University Records by completing the New University Policy Number form and insert it in the appropriate box at the end of the University Policies Template. Step 8 Complete the relevant date and any other remaining empty boxes at the end of the University Policies Template. Step 9 Save two versions of the policy document - one version as a "Word" document and the other version as indicated in the instructions for the University Policies Template. Step 10 Director emails (records@uwa.edu.au) both the "Word" document and the html document to University Records for storage in TRIM and display on the University Policies site. |
