Institutional Policy Development and the Policy Oversight Committee

Institutional Policy Development / Policy Handbook

Administration of the University's Policy handbook is the responsibility of Corporate Administration. The Policy Handbook was developed to help the University accomplish its mission and to maintain accountability while providing faculty, staff, and students with clear, concise tools for operation. It is intended to reflect the University's academic and administrative structure, and provide a basis for consistent and appropriate decision-making. University-wide policies embody the University's governing principles that mandate and constrain actions, helping to ensure compliance with applicable laws and regulations, as well as promote operational efficiencies.  

Corporate Administration is responsible for the following policies in the Policy Handbook:

• Administration of Policies
• Use of Materials Protected by Copyright
• Signing Authority 

U of S Policy Handbook

Policy Oversight Committee

Corporate Administration serves as the Secretary to the Policy Oversight Committee and as a resource to colleges and units who are establishing or revising policies. This committee ensures that policies have been properly reviewed and meet/exceed industry standards and legislation.

Mandate

The mandate for the Policy Oversight Committee is as follows:

• Include representation from administrative, academic, research and student units to encompass those responsible for the overall mandate of the University of Saskatchewan;
• Determine the policies to be developed, direct their content and authorize submission to the appropriate body for approval;
• Determine policy development plans and priorities and recommend timing and need for review of existing policies;
• Resolve issues not covered by the University Policy on Policies (Administration of Policies #1.01); and
• Review requests for new policies and determine their acceptability for inclusion and submission to appropriate bodies for review.

Procedures to Create, Amend, or Implement a Policy

As stated in Policy #1.01, Administration of Policies, procedures to create, amend or implement a policy include:

• Drafting the purpose of the policy, the policy and the procedure summary in the prescribed format;
• Submission to Corporate Admniistration for inclusion on the agenda of the Policy Oversight Committee;
• Incorporation of comments provided by the Policy Oversight Committee;
• Forwarding to Administrative Council, Deans Council, and the President's Executive Committee for approval; and
• Forwarding to Council and/or the Board of Governors for final approval.

For a new draft policy or when significant change is required to an existing policy, submit to the Policy Oversight Committee the following:

• Fill out the Notice of Intent form, listing all departments/units that have reviewed the draft, including any comments received from them;
• The draft policy should follow the approved Policy Template;
• Send the form, draft policy and a cover letter/email briefly explaining the policy to: *Electronic submission is preferred*
  Corporate Administration,
  Attention: Secretary, Policy Oversight Committee
  or by email to Secretary, Policy Oversight Committee

For minor changes or reformatting an existing policy:

• Fill out the Notice of Intent form
• Send the form, policy and a cover letter/email briefly explaining the changes to: *Electronic submission is preferred*
  Corporate Administration,
  Attention: Secretary, Policy Oversight Committee
  or by email to Secretary, Policy Oversight Committee

To delete an existing policy:

• Fill out the Notice of Intent form
• Send the form, policy and a cover letter explaining why the policy should be deleted to: *Electronic submission is preferred*
  Corporate Administration,
  Attention: Secretary, Policy Oversight Committee
  or by email to Secretary, Policy Oversight Committee

For more information please visit the Univeristy of Saskatchewan Policies webpage or contact:

Amanda Storey
Operations Assistant and
Secretary, Policy Oversight Committee
Corporate Administration
Phone: (306) 966-8817
Fax: (306) 966-8676
E-mail: amanda.storey@usask.ca