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Policy on Policy Making

Royal Roads University Policy

Policy Number: 
b1000
First implemented: 
September 18, 1998
Approved By: 
Board of Governors
Office of Oversight: 
President's Office

Policy Definition:

Rooted in the Royal Roads University mandate and mission, policies are intended to be directional guidelines for informed discretionary action.

1.0 Board of Governors Responsibility

The Board of Governors (Board), having the authority for establishing the broad goals of the University, assumes the responsibility for approving appropriate policies designed to realize those goals.

Regulations

2.0 Constituent Responsibility

The Board sees the promulgation of policy statements as providing effective parameters and guidelines for actions of all University constituents and expects University staff to be knowledgeable of those policies that are relevant to their duties and actions.

3.0 Structure

Policy statements shall contain, where appropriate, regulations and procedures governing the administration of the policy statement, and will normally fall into one of the following categories:

A)   Framework - These policies will cover the general philosophy, aims and goals of the University. Their numbering sequence will begin with the letter “A”.

B)   Governance and Organization - These policies will cover the general overall governance and organization of the University. Their numbering sequence will begin with the letter “B”. The

President is responsible for overseeing, drafting, implementation, administration, evaluation and review of these policies.

C)   Academic Affairs - These policies will cover the governance of the instructional process, research, and registrarial policies such as admissions and graduation requirements. Their numbering sequence will begin with the letter “C”. Working with the President, the Vice President Learning is responsible for overseeing, drafting, implementation, administration, evaluation and review of these policies.

D)   Administrative Affairs - These policies will cover the general administration of the University’s financial, physical and human resources. Their number sequence will begin with the letter “D”. Working with the President, the Vice President Operations and Learning Support isresponsible for overseeing, drafting, implementation, administration, evaluation and review of these policies.

E)   University and Student Services - These policies will cover the governance of non-instructional University and student services. Their numbering sequence will begin with the letter “E”. Working with the President, the Vice Presidents Operations and Learning Support/Learning are responsible for overseeing, drafting, implementation, administration, evaluation and review of these policies.

4.0  Policy Development

4.1 The need for the development of, or changes to, Board policies will be reviewed periodically, and, if necessary revised to meet changing needs.

4.2 Changes to, or establishment of, policy statements requires the approval of the Board. Changes to, or establishment of, regulations or procedures require the approval of the executive officers’ committee.

4.3 The (minimal) review date(s) for evaluation and review of each policy shall be recommended as part of the policy proposal.

4.3.1  On such date(s), or earlier, if required, the office of the appropriate executive officer shall be responsible to either:

(a)  advise the Board that evaluation and review indicates no change is presently recommended and only updating and setting of the next “review date” is required; or

(b)  draft the recommended amending policy statement.

4.4 Responsibility for the framing of regulations and procedures shall be delegated to the executive officers, unless specifically set forth to the contrary (for example in Personnel - employment policies) or as re-delegated in a specific policy or regulation.

4.4.1  The Board shall receive for information those regulations:

(a)  requiring approval of the executive officers’ committee; and

(b)  as otherwise required in specific policies.

4.5 At times, there must be concern for the legality of all proposed policies and, where thought advisable, steps must be taken to ensure that no municipal, provincial or federal statute or regulation; current Board policies, practices or agreements are contravened by proposed policies.

4.5.1  In all cases where legal opinion must be sought, the matter will be referred to the office of the Vice President Operations and Learning Support through whom contact with University solicitors will occur.

4.6 The University will seek input from Academic Council prior to making a change to, or the establishment of, a framework (“A”) or an academic (“C”) policy statement or regulation.

4.7  The organizational channel through which a proposed policy will pass for consideration and reaction will be procedurally defined as appropriate to the circumstances, and reasonable time will be given for response to input of affected constituents.

4.7.1 The opportunity for consideration and input does not imply delegation of authority for approval nor will absence of input, or undue delay or lateness of input be reason for the University to delay its necessary deliberation on, or approval of, policy.

4.8 All policies shall be written, clearly defined, and consistent with the University’s goals.

4.9 All policies shall be coded and annotated with the date of approval. Subsequent to their approval, the Office of the President shall be responsible for the circulation of approved policies for inclusion in all copies of the University policy manual.

4.10   The Office of the President shall be accountable for the development, maintenance, distribution and control of the University Board policy manual, and the development and administration of procedures in support of policy development.

4.11  Decision on policy statements which require Board approval shall be made in “public session” Board meetings.

4.12  The Office of the President shall be responsible for recording the final adoption of policies in the minutes of a Board meeting.

5.0  Procedures

5.1  Initial suggestions for policy development may emanate from:

(a)  members of the Board,

(b)  members of the Academic Council,

(c)  the administration, or

(d)  interested constituent groups, or individuals.

5.2  Policy suggestions must be addressed, in writing, to the Office of the President for “A” and “B” policy matters, and to the appropriate Vice President for “C”, “D” or “E” policy matters.

5.3 The appropriate executive officer shall acknowledge all policy suggestions and refer them to the appropriate University constituents including Academic Council, if required, for consideration and input.

5.4 The proposed policy shall be referred by the appropriate executive officer to the executive officers committee, comprised of the President and Vice Presidents, for consideration.

5.4.1  The executive officers committee shall:

(a)  approve the recommended policy statement for submission to the Board for final approval, or

(b)  approve the recommended regulation and/or procedure change(s) and authorize distribution and implementation of same, or

(c)  request additional information regarding the matter, or

(d)  reject the policy proposal and so advise the initiating parties.

5.5 Recommended policy statements approved by the executive officers committee shall be forwarded to the Board, through the Office of the President for Board approval. The Board may:

(a)  approve the policy proposal and direct administration to implement and distribute same,

(b)  refer the matter to an appropriate Board committee for recommendation,

(c)  request additional information from administration regarding the matter, or

(d)  reject the policy proposal and direct administration to so advise the initiating parties.