Develop a policy

All official University policies, procedures and guidelines (policy documents) should follow the approved format and be consistent with the definitions in Section 2 of the Policy Framework.

This step-by-step guide explains the process for development and approval of a new policy document as set out in the Policy Framework.

  • Step 1. Complete and submit a Policy Proposal

    Before developing a new or significantly revised University policy document (‘policy’), prior approval of a formal proposal should be set out using the Policy Proposal Form. This proposal sets out the rationale for a new policy document, any implications for existing policies, and includes a plan for consultation and development.

    Once the proposal is approved and signed by the Policy Owner, email the form to the University Secretary via policy@nd.edu.au to arrange approval.

    For more information about this step, refer to clause 10.1 of the Policy Framework. Staff from the University Secretary’s area can also provide advice and/or support throughout the policy development process.

    The steps for new policy development and approval as outlined below should proceed as documented in the plan for consultation and development.

  • Step 2. Complete initial research and benchmarking

    Research and benchmarking can occur prior to lodging a policy proposal or as part of the policy development and will help ensure policy developments are informed by good practice and relevant standards and legislative obligations. Typically, this will involve a desk-top scan of a sample of related policies and practices at other institutions and, as required reviewing relevant legislation, standards, codes, and relevant reports and guidance published regulatory agencies, government, industry, etc.

  • Step 3. Consult with key stakeholders

    Once you have received approval from the University Secretary you can arrange consultation with key stakeholders. This should involve relevant staff and, as required student representatives, with expertise and/or responsibilities relevant to the policy and focus on identifying and confirming:

    • issues that stakeholders are experiencing with the activity;
    • findings of research or benchmarking to identify leading practice in the activity across the tertiary education sector; and
    • how new or changed requirements will be implemented.

    Records of consultation activities and feedback received should be maintained, including who was consulted, issues raised and how they were responded to. This will inform policy drafting as well as the review and approval stages

    Please remember that it is good practice to provide a response to the issues and concerns raised by participants in consultation so that they can understand how these have been handled in drafting and the reasons why their suggestions may not have been included.

    An Issues Register template is available for use by policy reviewers (optional).

  • Step 4. Prepare an initial draft

    While you arrange and conduct consultation with relevant stakeholders, you can begin to prepare the content for an initial draft using the University approved template available on the Templates and Forms page.

    When selecting the template for your policy document, remember that:

    • Policies are rules or principles that explain statutory, regulatory or organisational requirements.
    • Procedures explain how and when to implement a policy.
    • Guidelines provide more detailed information about how to effectively implement aspects of a policy or procedure.

    When writing, please ensure that you:

    • use plain English and follow the language style and format set out in the template
    • use active voice to provide clear and direct guidance
    • use gender-neutral and inclusive language
    • aim for positive wording rather than punitive
    • prepare content using the correct headings and formatting required by the template
    • undertake benchmarking of your policy document with other institutions to ensure that key issues relevant to the policy topic are covered, and
    • address the necessary legislative and regulatory requirements.

  • Step 5. Develop the implementation plan

    A good implementation plan will ensure staff and students are informed of new policy requirements and identify specific actions with assigned responsibilities and timeframes for completion, including as required:

    • details of business process developments, including process instructions, webpages, templates and forms
    • providing resources, training or other activities to enable users to implement the policy
    • consequential amendments to other policy documents or the General Regulations, and
    • communication to inform users of changed requirements and how to comply with them.

    An Implementation and Communication Plan template is available for use by policy reviewers (optional).

  • Step 6. Prepare a final draft

    Revise the draft document using the feedback and comments from consultation.

    You may want to provide the final draft to a stakeholder to review (or a selected group) to ensure that their issues have been resolved.

  • Step 7. Send the draft to the University Secretary for review

    Once you have prepared the final draft, send it to the University Secretary via policy@nd.edu.au

    Staff in the University Secretary’s area will review the draft and arrange for legal review if this is required.

    At this point, if no revisions are required the draft policy will be uploaded to the policy website for comments. The period for comments will typically be one month. Subject to urgency and timing, a shorter response period for comments may apply (minimum two-weeks).

  • Step 8. Revise final draft

    Once you have received comments (from posting and/or the results of the legal review), the Policy Owner must consider them and may provide further instruction to revise the final draft.

  • Step 9. Arrange review and approval of the final draft

    The Policy Owner will forward the final draft to the relevant governance or management committee (as identified in the initial Policy Proposal) with an accompanying memo for review and endorsement, that:

    • outlines the need for the new policy development (based on the initial proposal)
    • provides a brief summary of the policy development process, including research and benchmarking findings, consultation and legal review (if required)
    • identifies any existing policy documents to be rescinded or requiring consequential changes following approval, and
    • notes key requirements for implementation, including timeframes, business process development, supporting documentation, training and communication.

    Following endorsement, the draft policy with covering memo is sent for approval by the authority indicated in Section 6 of the Policy Framework.

    When approval is received, a record of approval and the final version of the policy must be emailed to the University Secretary via policy@nd.edu.au. Staff in the University Secretary’s area will arrange publishing and notify the Policy Owner and Responsible Officer when it is published.

  • Step 10. Implement the policy

    Once you have been notified that the policy document(s) have been approved, implementation and communication of the new requirements can proceed as planned.

    The Policy Owner, with the support of the Responsible Officer, is required to monitor how well the changes or new processes are implemented and if there are any problems. If there are significant concerns about effectiveness or failure to implement, the Policy Owner may call for an early review. Generally, polices, procedures and guidelines are reviewed every 3 years.