Version Information
Fri, 05 Apr 2024
Approved by: Academic Board
Current Version: V1.0
Replaces Version: V0.0
Next Review: Tue, 06 Mar 2029
Domain:
Institute
Policy Framework Policy
Policy
Section 1 - Purpose of Policy
The purpose of this Policy is to:
a) establish a policy framework that directs consistent, suitable, and accountable decisions, actions, and processes throughout the Institute (MI);
b) establish a uniform and enforceable system for developing, approving, implementing, and reviewing policy documents at the Institute; and
c) create a mechanism to ensure that policy documents align with the Institute's strategic direction and comply with relevant legislation.
Section 2 - Application and Scope - Exclusions or Special Conditions
2) This Policy is relevant to individuals, units, divisions, faculties, or committees tasked with creating, maintaining, and disseminating MI policy documents within the Institute.
3) The Institute's policy framework is implemented universally, encompassing all MI locations and functions.
4) The regulations outlined in this Policy are applicable to all MI policy documents, except for:
a) Students are obligated to adhere to the provisions concerning course content and structure outlined in the version of the Coursework that was effective at the commencement of their studies.
Section 3 - Policy Requirements
5) All MI policy documents must:
a) align with applicable legislation, encompassing regulations, by-laws, or statutory rules, and are deemed invalid to the extent of any inconsistency.
b) uphold and conform to the vision, mission, and values of MI.
c) allocate responsibility and accountability to ensure diligent operations within the Institute.
d) adhere to the stipulations outlined in this Policy.
e) remain pertinent and transparent in their intention and meaning.
f) be developed in collaboration with relevant MI officers and stakeholders.
g) be categorize as either suitable for public or staff-only publication.
h) drafted in plain English.
i) tailored to the audience (i.e., the policy custodian should not presume prior knowledge of the subject area by the reader)
j) be inclusive.
6) All policy documents shall be written in the approved template. In exceptional circumstances modifications to the template may be required to meet requirements of the specific policy document.
7) Policy and the related procedure and guideline documents will be separate documents.
8) Amendments to policy documents shall be summarised in the review and change history of the policy document.
9) Policy documents will make reference to relevant internal and external documents.
10) A Policy Document will cease to be valid if superseded by another Policy Document or Rule.
11) Policy custodians will be shown on each policy.
12) An email feedback mechanism such as policy@metavision.edu.au will be shown at the bottom of each policy.
Section 5 - MI Policy Hierarchy
13) MI policy documents are part of a structured hierarchy of documents that govern activities at the Institute.
Table 1 MI Policy Hierarchy
Section 6 - Approval and Authority
14) All MI policy documents are categorised as either Academic or Operational.
15) If it is not clear whether a policy is academic or operational, advice regarding consultation and approval pathways should be sought from the COO.
16) The relevant approvers for the making and amendment of policy document types are outlined in Table 2.
17) Recommendations for ‘No Change’ to Rules, policies and codes resulting from a policy review must be approved by the Governing Board (Operational) or the Academic Board (Academic).
Table 2: Approval Authorities
Section 7 - Reporting
18) The approval of all new academic codes and policies shall be reported to Executive Board per the Delegations Framework.
19) Urgent amendments to MI policy documents (excluding Rules) of this Policy shall be reported to the next Governing Board meeting and, in the case of academic policies, to the next meeting of the Academic Board.
20) Minor amendments to operational codes, policies shall be reported twice yearly to the Executive Board. Minor amendments to academic codes, and policies shall be reported to the next Academic Board meeting.
21) No Change Review for an operational policy document shall be reported to the next Finance and Infrastructure Committee meeting occurring after the approval of the No Change Memorandum.
22) A No Change Review for an academic policy document shall be reported at the next Academic Senate meeting occurring after the approval of the No Change Memorandum.
23) The rescission of academic Codes, standards or policies must be approved by the Governing Board.
Section 8 - Development of New Policy Documents
24) A new policy document should be developed when a requirement for standardising practice in a particular area, not covered by an existing policy document (a “policy gap”) arises.
25) It is generally preferred to incorporate policy gaps into existing policy documents, rather than create a new policy document.
26) Policy development at MI shall follow a staged approach as set out below and includes:
a) executive Sponsorship;
b) research, development, consultation and drafting;
c) seeking feedback;
d) approval; and
e) communication, implementation and monitoring.
Section 9 - Review of Policy Documents
27) Reviews are required to ensure that policy documents remain current and fit for purpose.
28) When a Policy Document is reviewed, the date for the next review is included on the document. The standard review period is three years, although the date can be set earlier if appropriate.
29) Policy custodians are responsible for undertaking reviews.
30) The date for the next review will only be revised if the full review is completed. Any amendments that result from a review must be approved by the delegated authority.
Section 10 - Amendments
31) Any amendments must be approved by the delegated authority, with reference to:
a) document type (according to the policy hierarchy);
b) amendment type (see definitions).
Section 11 - Urgent Amendment
32) The CEO may approve a new (or a major change to an existing) policy or procedure where there has been a change in funding requirements, regulatory requirements, legislation or other circumstances where urgent action is needed to mitigate significant risk to MI. This clause may also apply to rules that are approved under the CEO’s delegated authority to approve rules.
33) The Dean may approve urgent amendments to procedures and guidelines where urgent action is needed to mitigate significant risk to MI.
34) Following such approvals, the policy custodian will conduct a full review of the new/amended rule, policy or procedure as soon as practicable, and at the latest within one year of the urgent approval.
35) Upon approval by the nominated delegate, all urgent amendments to MI policy documents shall become operational.
36) All urgent amendments shall be documented in the Review and Change History of the policy document.
37) The latest version of the policy document shall be placed in the Policy Directory
38) An Urgent Amendment does not constitute a review.
Section 12 - Feedback
39) Feedback provides MI staff and students with the opportunity to have input into Policy development and review, and to provide transparency in policy management.
40) Feedback should be used for:
a) any new policy documents;
b) any review of a policy document (excluding guidelines), regardless of the outcome of the review;
c) any major amendments to Rules, Codes, Policies and Procedures;
d) any rescinded Codes or Policies.
41) Feedback is not required for:
a) in-cycle administrative or minor amendments to any policy document;
b) rescinded Guidelines or Procedures;
c) amendments to Guidelines.
42) Feedback should occur prior to approval.
43) The period of feedback should be at least 10 business days.
44) The mechanism for feedback should include as a minimum:
a) publicly available policy documents will be published on the MI Website; and
b) staff only policy documents will be published on the Staff Intranet.
Section 13 - Implementation and Communication
45) Any new or amended policy documents must be communicated and implemented effectively so that relevant stakeholders are aware of policy principles and requirements.
Section 14 - Monitoring
46) All policy documents must be monitored by the Policy Custodian for currency, issues and fit for purpose.
47) The Policy Custodian is responsible for regularly assessing the currency, addressing issues, and ensuring the fitness for purpose of all policy documents.
Section 15 - Records Management
48) MI policy documents will be stored in the MI Policy Directory, which is accessible through the MI Website. Policies on the Directory shall be considered the authoritative source.
49) All policy documents' records will be maintained and appropriately discarded following the guidelines set forth in the State Records Act of 1998, pertinent General Authorities outlined by the NSW State Archives and Records Authority, and the MI Records Management Policy.
Section 16 - Roles and Responsibilities
50) The Chief Operating Officer will:
a) establish and maintain a MI ‘Glossary’, and assure alignment with the glossary on all MI documents;
b) manage the MI policy suite, policy management database and control mechanisms;
c) provide policy advice;
d) report policy document changes as required under this Policy;
e) manage policy processes, including templates etc;
f) classify policy document amendment types and relevant approval pathways;
g) manage policy document approvals; and
h) inform custodians of the policy document review schedule in advance of policy reviews falling due.
51) Custodians must:
a) ensure policy documents are fit for purpose and consistent with legislative requirements (where appropriate);
b) maintain a record of policy document issues arising to inform reviews and keep records relating to policy reviews;
c) complete policy document reviews within the specified review period;
d) develop new policy documents as required in consultation with the Governance and Policy Division; and
e) provide subject matter expertise in relation to MI policy documents.
52) Local managers (Program Director, Course Coordinators) shall manage and review any applicable Local Protocols such as guidelines.
Section 17 - Definitions
Policy Custodian: Chief Executive Officer
Date of Approval: 6th March 2024
Due for Revision: 6th March 2029
Publication: Public
History of Policy: New policy