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Policies Drafting and Development Policy
Name of Policy
Policies Drafting and Development Policy
Policy Number
XII. 7
Owners
Governance
Original Policy Date
03/11/2021
Cosigners
Last Revised Date
_______________________
Other Related Regulatory Rules Laws & Policies Next Scheduled review Date
_______________________
Associated Procedures & Forms (Attachments)
Versioning
Cycle of Reviews

Purpose

The purpose of this policy is to set a standard and procedure for policy creation and implementation across all PMU departments.  


Statement

The following statements will assist departments in introducing and drafting new policies, and reviewing currently in-place policies as well. These statements will help make policy development in PMU uniform and adherent to internal and external related regulations.

1-        Definitions

1.1    Policy and Policy Category /Procedures/Manual

 

1.1.1.      Policies set parameters for decision-making but leave room for flexibility. They show the “why” behind an action.

1.1.2.      Procedures, on the other hand, explain the “how.” They provide systematic, step by step instructions for specific routine tasks. They may include a checklist, forms, templates or process steps to follow.

1.1.3.       A manual or handbook provides detailed instructions or information.

1.1.4.      Policies drafted should fall under the set guidelines of a policy rather than a manual or procedure.

1.1.5.      Policy Categories:

1.1.5.1      Internal Policies: accessible within PMU employees only and is hence not available of the public  website for public view. This should be determined upon drafting and reviewing the policy

1.1.5.2      Public Access Policy: is a policy that is not restricted to public view and does not carry business confidentiality risks

2-       General Verifications:

Before suggesting and drafting a policy:

2.1-        Check for existing policies and responsible individuals:

2.1-1.      Check policies and procedures manuals

2.1-2.      Check delegations of authority

2.1-3.      Check with Policy and Procedures Committee (PPC) if you cannot locate policy and/or responsible department.

2.2-        Identify administrative office/officer and policy gap:

2.2.1        Consult with the PPC to research policy context and to identify related policies and procedures.

2.2.2        If the policy affects specific groups for which explicit consultations are required, check with the appropriate principal representative for additional verification

3-       Drafting the Policy:

3.1-           General Drafting Considerations:

3.1.1           Every policy should carry a policy number, with version control and review cycle

3.1.2           All mentioned or related documents, policies, forms or laws should be hyperlinked.

3.1.3           Financial information that could change should be removed from the policy and may be referred to on the website.

3.1.4           Policies should not mention names of persons

3.1.5           Policies should not mention positions, and rather refer to the "Highest Authority" of relevant department

3.1.6           Policy formatting should be unified and consistent. Numbering formats are: 1, 1.1, 1.2 (no bullets etc..)

 

3.2-           Developing new or revised policy.

3.2.1           Work closely with PPC to identify affected parties.

3.2.2           In the early policy development stages, consult with/consider the views of those who will be directly affected by the new or revised policy.

3.2.3           Draft new or revised policy.

3.2.4           Review final draft of policy with the concerned departments (for clarity, readability, and consistency with other policies and procedures).

3.2.5           Review final draft of new or revised policy with cosigners

3.2.6           Ensure that appropriate procedures corresponding to relevant policy are developed or revised

3.2.7           Attach all forms and related documents

3.2.8           Identify and include all related regulatory rules and laws

4-       Policy Approval:

4.1-           Work closely with the PPC, conduct additional review/consultation as appropriate.

4.2-           Forward draft policy to PPC.

4.3-           Make any necessary changes, adaptation, reformulations, etc until the PPC signs off on the policy request form

4.4-           All policies will then signed by owners, cosigners and the University President

4.5-           The PPC shall stamp a date on any signed policies, and request and ensure they are posted on the website when they are public, and sent to the affected parties when they are internal policies.

4.6-           Signed policy is added to the PMU Policy Manual by the PPC

4.7-           The PPC shall ensure that all policies are reviewed and updated as per the review cycle.