• Section 1 -  Purpose 
• Section 2 - Application and Scope 
• Section 3 - Principles
• Section 4 - Policy Hierarchy
• Section 5 - Policy Document Categories
• Section 6 - Policy Approval Authority
• Section 7 - Interpretation of UOW Policy Documents
• Section 8 - Development, Review and Amendment 
• New Policy Development
• Policy Review
• Policy Amendments
• Urgent Amendments
• Section 9 - Consultation
• Section 10 - Roles and Responsibilities
• Section 11 - Definitions

Section 1 -  Purpose 

(1) The purpose of this Policy is to:

1. set out the principles for the management of the University’s Policy Framework;
2. define the roles, responsibilities and authorities associated with the development, amendment, implementation and monitoring of policy documents; and
3. ensure that UOW policies are:
   1. aligned with the University’s strategic goals;
   2. consistent with external standards and legislation;
   3. written in clear and concise language; and
   4. monitored and evaluated to ensure they are fit for purpose and effective.

(2) The University operates under a decentralised model of policy development whereby responsibility for the development, amendment, review, and monitoring of policy documents is undertaken by Responsible Officers within the relevant divisions and faculties. Responsible Officers are considered to be the subject matter experts for their policy area.

Section 2 - Application and Scope 

(3) This Policy applies to:

1. all University staff, students and affiliates;
2. any person engaged by the University to review or develop policy documents, including external consultants;
3. all University policy documents;
4. all UOW locations and functions, including controlled entities unless otherwise specified.

Section 3 - Principles

(4) UOW policy documents must:

1. be consistent with applicable legislation, regulations, by-laws or statutory rules, University regulations, and other higher order University policy documents;
2. be consistent with the Delegations of Authority Policy and other University policy documents;
3. support and be consistent with the University’s strategic goals;
4. assign responsibility and accountability to ensure due diligence in the operations of the University;
5. comply with the requirements set out in this Policy and the associated Policy Management Procedure;
6. be relevant and transparent in their intention and meaning;
7. be developed in consultation with appropriate University officers and stakeholders;
8. in accordance with the Government Information (Public Access) Act 2009 NSW, be publicly available unless (NSW) there is an overriding public interest consideration against disclosure; and
9. be written in plain English and consistent with the Inclusive Language Guidelines and the University Policy Style Guide.

(5) New policy documents should only be developed where a gap has been identified in the existing policy framework that cannot be addressed by updating an existing policy document, for example, where legislation requires a standalone policy document.

(6) Under the University of Wollongong Act 1989 (the Act), the University Council is responsible for establishing policies and procedural principals for the University consistent with legal requirements and community expectations.

(7) Academic Senate is responsible for making recommendations on proposals for new or amended, University-wide policies relating to research, education, the student experience and the administration of courses.

(8) Only policy documents listed in the University’s Policy Directory on the University of Wollongong website are authorised policies of the University.

Section 4 - Policy Hierarchy

(9) The University’s Policy Framework is organised into a hierarchy which includes:

1. legislation, such as Commonwealth, NSW and ACT laws with which the University must comply. This includes mandatory regulations, the University of Wollongong By-Law and the Act;
2. rules which are made by University Council and give effect to the University of Wollongong Act and the University of Wollongong By-Law;
3. codes and policies which are strategic statements of principles that govern decision making and guide the operation of the University. Codes and policies set mandatory requirements;
4. procedures which are statements of actions and responsibilities that must be taken to implement a policy. Procedures set mandatory requirements;
5. guidelines which are University wide advisory or explanatory statements that provide recommended instruction for completing a task.

(10) Local protocols must be consistent with approved policy documents but are not part of the policy framework and are not published on the University’s policy directory. These are documents that provide operational level instruction and apply within a specific division or faculty. Approval and management of local protocols is the responsibility of the local area in which they apply.

Section 5 - Policy Document Categories

(11) Policy documents are categorised as Academic or Operational.

(12) Academic policy documents include all those that govern the University's core academic activities, such as learning, teaching and curriculum, research, student administration, the student experience or student success.

(13) Operational policy documents include all those that govern operational and non-academic activities such as governance, people and culture, information technology, facilities management, finance, advancement and marketing.

(14) Where there is ambiguity in the categorisation of a policy document, staff should seek direction from the Governance and Policy Division (GPD).

Section 6 - Policy Approval Authority

(15) University Council may delegate its authority to approve, amend and rescind policy documents to University Committees or Officers. These provisions are set out in the Delegations of Authority Policy.

(16) Proposals to develop new policy documents must be approved by the relevant Senior Executive, in consultation with GPD prior to drafting.

(17) Any requests for approval of major or minor amendments to the Delegations of Authority Policy must include an Instrument of Authorisation of Deeds Form, which must be signed by the Vice-Chancellor and President. This does not apply to administrative amendments.

(18) All University policy documents are assigned to a Responsible Officer. The Responsible Officer will usually be the divisional head or the Faculty Executive Dean.

Section 7 - Interpretation of UOW Policy Documents

(19) In interpreting UOW policy documents, unless the contrary intention appears, the following will apply:

1. in the event of an inconsistency between two policy documents, the provisions in the document that has a higher position in the hierarchy takes precedence over the document that is lower in the hierarchy;
2. any reading down or severance of a particular part of a UOW policy document does not affect the other parts of that policy document;
3. an uncertainty or ambiguity in the meaning of a provision will not be interpreted against the University just because the University drafted the provision;
4. a defined term shall have the meaning ascribed to it in the policy document in which it is used;
5. if a policy document defines a word or expression, other grammatical forms of the word or expression have corresponding meanings;
6. Where an organisational unit, committee or position referred to in a policy document changes or is disestablished, the role, authority or responsibility stated in the document will escalate to the next line manager or transfer to the principal successor of the relevant function until the policy document is amended (except where this would be inconsistent with a higher ranked policy document). Any potential conflicts of interest must be flagged with GPD;
7. a word or expression that indicates only one gender shall be construed as reflecting all genders unless a specific gender is clearly intended;
8. a reference to a word or expression in the plural form includes a reference to the singular form and vice versa;
9. statements in rules, codes, policies and procedures that use the verbs ‘shall’, ‘must’ or ‘will’, indicate that the action or decision is mandatory;
10. the words ‘may’ and ‘should’ when used to bestow a duty or power indicate that the action or decision may be enacted or not, at discretion;
11. a reference to the word ‘including’ in any form is not to be construed or interpreted as a word of limitation;
12. a schedule or appendix to a University policy document constitutes part of the policy document;
13. the associated documents listed alongside University policy documents do not constitute part of the policy document;
14. headings are inserted for convenient reference only and have no effect in limiting or extending the language of provisions to which they refer;
15. reference to any statute or other legislation (whether primary or subordinate) is to a statute or other legislation as amended from time to time;
16. the University’s Enterprise Agreements (EA) are binding agreements which set out conditions of employment for employees. Policy documents that set requirements for staff must be consistent with the relevant EA. Where inconsistencies exist, the EA will prevail to the extent of the inconsistency;
17. A proposal to change, add or remove a delegation must be approved by the delegated authority before a policy document relying on the change to delegation can take effect;
18. policy documents must be consistent with the Delegations of Authority Policy and its schedules. The Delegations of Authority Policy and its schedules overrule any inconsistency in a policy document.

Section 8 - Development, Review and Amendment 

New Policy Development

(20) A new policy document should only be developed when a requirement for standardising practice in a particular area, not covered by an existing policy document (a “policy gap”)arises.

(21) New policy documents must be developed in accordance with the University’s Policy Cycle, this Policy and the Policy Management Procedure.

Policy Review

(22) All University policy documents are assigned a review date which is set at the date of publication.

(23) All policy documents should be reviewed at least once every five years or in response to changes in internal or external laws, legislation or regulations, including the University’s strategic goals.

(24) The Responsible Officer is required to initiate and undertake reviews in line with the assigned scheduled review date or if delayed consult with the Governance and Policy Division to discuss appropriate timelines.

(25) On completion of a review the scheduled review date will be updated. The scheduled review date will not be updated where changes to a policy document have been made without a full review.

(26) The process for review is set out in the Policy Management Procedure.

Policy Amendments

(27) Amendments to policy documents may be required as a result of a review or in response to changes outside of the scheduled review date. Amendments may be:

1. administrative;
2. minor; 
3. major; or
4. consequential.

(28) The Governance and Policy Division will determine whether a proposed change to a policy document is major, minor or administrative and will provide advice on the appropriate consultation and approval pathway.

(29) The process for amendment is detailed in the Policy Management Procedure.

Urgent Amendments

(30) Extraordinary circumstances may necessitate urgent amendment (either temporary or permanent)to University policy documents.

(31) Urgent amendments to University policy documents (excluding Rules) may bypass the usual development, consultation and approval pathway, and may be expedited for approval in accordance with the Delegations of Authority Policy and the Policy Management Procedure.

Section 9 - Consultation

(32) Consultation must be transparent, inclusive, and proportionate to the amendments being proposed.

(33) Consultation must be undertaken in accordance with the Policy Management Procedure.

Section 10 - Roles and Responsibilities

(34) The Governance and Policy Division will:

1. manage the University’a policy suite, policy management database and control mechanisms;
2. provide policy advice;
3. report policy document changes as required under this Policy;
4. manage policy processes, including templates;
5. classify policy document amendment types and relevant approval pathways;
6. manage policy document approvals; and
7. inform custodians of the policy document review schedule in advance of policy reviews falling due.

(35) Custodians/Responsible Officers will:

1. ensure policy documents are fit for purpose and consistent with legislative requirements (where appropriate);
2. maintain a record of policy document issues arising to inform reviews and keep records relating to policy reviews;
3. complete policy document reviews within the specified review period;
4. develop new policy documents as required in consultation with the Governance and Policy Division; and
5. provide subject matter expertise in relation to University policy documents.

(36) Local managers/divisional managers will manage and review any applicable Local Protocols.

Section 11 - Definitions