Minor amendments have been made to process documents regarding reviewing existing UC Policy Library (UCPL) documents and creating new UCPL documents.
These amendments are based on feedback from contact officers and stakeholders in recent months.
The amendments reflect what is commonly practiced but not explicitly stated in the previous process documentation.
The amendments include:
-Clarifying and stating when best to seek the Policy Unit’s drafting assistance and consultation guidance when reviewing existing UCPL documents (Policy Review Process PDF, 764KB).
– When best to consult the AVC Māori, Pacific and Equity where a new UCPL document is proposed (Developing New Document for UC Policy Library, PDF 405KB).
Adherence to these processes ensures a robust and comprehensive review occurs.
The updated processes are available via the UCPL here.
Disruption like COVID19 can shift you from doing what is the norm and written down, to doing what you need to do to get something done under time pressure.
It’s important to remember that while some temporary changes need to be made to how things are done, disruption can also result in permanent changes and compliance documentation (policy, process and procedure) may need to be updated to reflect this to ensure compliance obligations or requirements can be met.
The UC Policy Library webpage lists policies that are coming into their scheduled review period over the next few months. As part of reviewing policies over the coming months, the above should be kept in mind.
Reporting “serious wrong-doing” or “whistle-blowing”
UC has a policy on how to report ‘serious wrong-doing’ (as defined by the Protected Disclosures Act 2000) and how those handling a disclosure are to behave. Our policy on this is the Protected Disclosures Act -Internal Procedures and Code of Conduct, which is available via the UC Policy Library.
A protected disclosure offers employees some protection, in certain circumstances, from detrimental actions or consequences of reporting serious wrong-doing .
Enquiries on the policy can be directed to the Registrar, Jeff Field.
There are a number of UC Policy Library documents due for review at the end of March 2020. Please see the UCPL web pages for an up to date list of policies due for review.
Leaving these until April could mean long delays due to the Easter break.
For those that want to provide feedback to Contact Officers on any of these, please do so as soon as possible.
For Contact Officers, please advise the Policy Unit if more time is needed to review the document.
Did you know that not all University compliance documents (policies, frameworks, instructions etc) are held in the UCPL?
Not sure where else to look for compliance documents?
The UCPL webpages have information on where to find compliance documents when they aren’t in the UCPL. The UCPL also links to a number of other sources of policy information from its home page.
Please contact the Policy Unit if you want to know more.