Policy Committee Induction Handbook Information for Committee members

Transcription

1 Policy Committee Induction Handbook Information for Committee members Page 1

2 Terms of Reference The Policy Committee is responsible for overseeing the development, review, amendment, approval and endorsement of Federation University Australia policies and procedures. The Committee, by endorsing the annual Policy Management Plan, has responsibility for: overseeing the implementation of a consistent policy process across the University; monitoring the status of University policies and procedures to ensure they are developed, implemented and reviewed in a timely manner and, in particular, that any policy gaps, overlaps and inconsistencies are identified and rectified; ensuring that University policies and procedures are necessary, current, relevant and useful; willing and available to speak to Agenda items as required, or provide an alternative speaker endorsing new or amended University policies and procedures for publishing in the University s approved Policy Library; referring final drafts of policies and procedures back to Policy Sponsors for further amendment if required; and approving rescission of superseded or obsolete documents. Role and function of Policy Committee Policy Committee operates transparently within its Terms of Reference to ensure that all University policies and procedures are consistently developed, reviewed, amended, approved and endorsed in accordance with the operational framework outlined in Federation University Australia s Policy Governance Policy, Procedure and Process Flowchart. The Committee has oversight of the University s approved policy library through endorsement of the annual Policy Management Plan and quarterly review schedule reports. In cases where an urgent decision is required, a meeting of the Executive can be called outside of the normal meeting schedule. Day to day responsibilities: Members will actively contribute by: observing meeting protocols as outlined in Statute 1.3 Meetings; attending meetings punctually; reading and considering papers presented to the Committee; providing expert advice and knowledge on policies and procedures relevant to their area/s of expertise; actively participating in discussion; and expressing opinions while respecting those of others. Page 2

3 Policy Committee membership Committee: Chair (or nominee) appropriate representation from Corporate Governance Chair of Academic Board (or nominee) University Registrar (or nominee) Representatives from: Finance Human Resources ITS CLIPP Facilities Research Quality Services Student Connect Ex-officio members: Executive Officer Policy Systems Administrator Policy Writer Executive May meet under the direction of the Chair to expedite specific matters if required, on an exceptional basis Chair (or nominee) appropriate representation from Corporate Governance Chair of Academic Board (or nominee) University Registrar (or nominee) Quality Services representative Appropriate representative/s for the matter under consideration Meeting attendance and apologies Attendance Policy Committee currently meets approximately every six weeks between February and November each year and conducts ad hoc circulatory resolution for items requiring urgent approval. It is anticipated that members will attend in person or, if necessary, nominate a delegate to attend in their absence. Members should be prepared to speak to policies in their domain or arrange through the Chair for a subject-matter expert to attend the meeting and speak to the item as appropriate. Page 3

4 Apologies Members who are unable to attend a meeting are required to convey their apologies, as a matter of courtesy, to the Executive Officer prior to the commencement of the meeting. Recorded apologies will be announced at the commencement of the meeting and noted in the minutes. Nomination of a delegate In the event of being unable to attend a meeting, members are encouraged to have representation at the meeting through nominating a delegate to attend. The Executive Officer must be notified by at least seven working days prior to the meeting. Quorum A question or resolution cannot be actioned or resolved at a meeting attended by less than 50% of the total membership. Meeting Agenda The Executive Officer compiles the agenda subject to the approval of the Chair. All items for inclusion on the agenda must be forwarded through the Policy Systems Administrator to the Executive Officer by the agenda deadline dates. Meeting and agenda deadline dates are published on FedUni s Policy Committee The Executive Officer will ensure that all members receive an agenda via one week prior to the scheduled meeting. Each agenda item will include reference to an ECM ID where applicable. Electronic Content Management (ECM) ECM is the University s approved records management system and each agenda item will include a unique ECM identifier. In the interim until ECM is fully utilised by the University, members will continue to receive papers as a single pdf file via and may choose to print their own hard copies of the agenda and other documents or access these via an electronic device. Agenda Items Welcome apologies, membership updates Procedural matters minutes, matters arising from the minutes Action items from previous minutes report from person/s responsible Policy Management Report Policy Systems Administrator will present the current policy management plan reporting on policy progression and anticipated activity Procedural matters requiring resolution including Policy Proposals for Revision, Development and Rescinding and Policy Documents for Publishing Other business current or upcoming activity relevant to policy Date of next meeting next scheduled meeting, location and agenda deadline details Page 4

5 Minutes A draft of a meeting s proceedings, including all actions taken by notation or resolution of the Policy Committee, are recorded by the Executive Officer and forwarded to the Chair for approval. Confirmed minutes, identified by the meeting number (eg PC04/15) are ed to each member soon after the meeting is held. The minutes of a meeting are submitted for confirmation to the next meeting. Amendments may be requested and approved by Committee members. Once a resolution to confirm the minutes has been recorded, the Executive Officer will publish the minutes on FedUni s Policy Committee webpage. A Strategic Summary of all Policy Committee Minutes are submitted to the next meeting of Audit and Risk Management for noting. Resolution and Action Items All resolutions requiring action are documented in the action/recommended action column with the person/s responsible required to report at the next meeting. Approval and endorsement of Policy Document Approval Forms are communicated to the Policy Systems Administrator who will take the appropriate action in PAMS and advise the Policy Sponsor. Page 5