This process pertains to official non-academic policies, which are approved by UPEI’s Board of Governors. Academic policies are approved by Senate.
Identification of Need
Any member of the University community may propose that a new University policy, or a revision to an existing policy, is required. Such a proposal must contain a well-crafted rationale and must have the support of the appropriate Department Head.
The Department Head would need to prepare an initial draft based on the policy template (located at the Comptroller's website) and guided by the policy on Policy Writing. This draft would result from carrying out appropriate consultation/assessment; evaluating implications of the policy including risks and costs; seeking legal advice where appropriate; developing and carrying out the communications plan and the implementation plan; and writing any related Procedures.
Standard Operating Procedures describe the manner in which an organization translates its policy into action, and are the responsibility of the respective Department/Faculty/School. A Policy should not include procedures, by-laws, rules, or regulations, which are written so specifically as to require frequent modification. The relevant Procedures shall be developed and approved concurrent with the new Policy development, so that the Policy can be implemented once approved.
The Policy draft would then be sent to the Comptroller’s Office and, ultimately, the appropriate Vice-President for review purposes. This process may require some back and forth communication to ensure the policy is in the approved format, and that it meets the need of the Department/Faculty/School and the University.
If the policy has broad implications for the University, it would be taken to a Seniors Management Group meeting by the Vice-President for advice and input.
Once the review and consultation process is complete, the final draft, with an accompanying Policy Tracking Form (located at the Comptroller's website) is sent to the Comptroller’s Office. It will then be provided to the appropriate Vice-President.
The following are the steps which each Policy must take in its official approval process: