Policy on University Policies and Procedures – April 15, 2019

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POLICY ON UNIVERSITY POLICIES AND

PROCEDURES

Policy Type:

Management

Initially

Approved:

December 12,

2016

Policy

Sponsor:

General Counsel

and University

Secretariat

Last

Revised:

January 14,

2020

Primary

Contact:

General Counsel

and University

Secretariat

Review

Scheduled:

April 15, 2025

Approver:

Board of Governors

OVERVIEW

Policies are created to advance the University’s mission, core values, pillars and strategic

directions, promote operational efficiency and effectiveness, mitigate or manage institutional risk,

comply with University legal, regulatory and other requirements, set behavioral expectations

across the University community and communicate roles and responsibilities.

PURPOSE

The purpose of this Policy is to ensure consistency, efficiency, transparency, compliance and

accountability in relation to Policy and any related Procedure development, review, approval,

communication and administration.

SCOPE

This Policy applies to all University Policies and related Procedures with the exception of Board

Policies.

POLICY STATEMENT

GENERAL

1.1

Policies exist to ensure that the University’s processes and practices align with the

University’s strategic directions, core principles, regulatory and governance

environment and need for change. They describe the University’s position on a

particular issue.

1.2

Policies should:

a. State the University’s position on issues which have broad application;

b. Reflect and uphold the University’s governing principles;

c. Identify and prescribe compliance with applicable laws, regulations and other

policies;

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d. Promote operational efficiencies and effectiveness;

e. Enhance the University’s mission and strategic plan and/or reduce institutional

risk; and

f. Provide decision makers with limits, alternatives and guidance.

1.3

Procedures exist to provide standards on the implementation of Policies. All

Procedures require a Parent Policy.

APPROVAL AUTHORITY

Academic and Management Policies and any related Procedures are subject to the following

approval process.

2.1

Prior to the development of any new, or Comprehensive Revision to existing

Academic or Management Policies or Procedures, individuals are required to

complete a policy proposal outlining rationale, consultative requirements, and

development timelines using the University’s approved Policy Proposal Template.

Approval of policy proposals resides with the Executive Leadership Team. As part of

the President’s Report to the Board, the President will provide a list of policy

proposals that were considered but not approved by the Executive Leadership Team.

2.2

Approval Authority for new, or Comprehensive Revisions to, or rescinding of:

a. Academic Policies and their related Procedures resides with the General

Faculties Council;

b. Management Policies resides with the Board of Governors;

c. Procedures associated with Management Policies resides with the Executive

Leadership Team, except in the case of a new Management Policy in which case

the Procedure(s) will be included with the Policy for approval by the Board of

Governors;

2.3

Approval Authority for Minor Revisions to:

a. Academic Policies and their related Procedures resides with General Faculties

Council;

b. Management Policies and their related Procedures resides with Executive

Leadership Team.

2.4

Approval Authority for Editorial Revisions resides with the University Secretary, in

consultation with the Policy Sponsor as necessary.

ADMINISTRATION OF MANAGEMENT AND ACADEMIC POLICIES

3.1

Upon approval of an Academic or Management Policy, the University Secretariat will:

a. Maintain a record of the initial approval of the Academic or Management Policy

and any related Procedures, and all subsequent revisions;

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b. Publish the most recently approved version of an Academic or Management

Policy and related Procedures on the University policy website in a common

format specified by the University Secretary;

c. Communicate Policy activity related to Academic or Management Policies and

any related Procedures, where appropriate.

3.2

Policy Sponsors are responsible for understanding the University’s Policy

Framework for developing, communicating, reviewing and monitoring their Policies

and Procedures for compliance and effectiveness, in accordance with this Policy and

the Policy Framework.

3.3

All Academic and Management Policies have offices of primary contact for questions

relating to the content of a policy. It is their responsibility to escalate concerns that

arise from Policy discussions, for which they are the primary contact, to the

applicable Policy Sponsor.

DEVELOPMENT OF MANAGEMENT AND ACADEMIC POLICIES

4.1

Individuals, bodies or groups who perceive the need to develop a new Academic or

Management Policy or Procedure, or revise an existing Academic or Management

Policy or Procedure, will consult with the proposed, or named in the case of an

existing Policy, Policy Sponsor. If the Policy Sponsor agrees with the proposal, the

proposal will be received by ELT for approval.

4.2

When ELT agrees to the drafting or revision of an Academic or Management Policy

or Procedure, the Policy Sponsor, or delegate, will follow the University’s Policy

Framework.

4.3

All Comprehensive Revisions to, or new development of, Academic or Management

Policies or Procedures will be made available for institutional feedback prior to

approval.

REVIEW AND RESCINDMENT

5.1

All Academic and Management Policies will be reviewed by their Policy Sponsor at

least every five (5) years, unless otherwise stated in the Policy.

5.2

A Policy or Procedure may be rescinded at any time, subject to approval by the

Approval Authority.

EXPEDITED POLICIES

6.1

In extraordinary circumstances calling for urgent action, such as a change in federal

or provincial law, a significant and immediate financial opportunity, or a major

institutional risk, the President may revise or put into effect a Policy without prior

presentation to or consultation with the University’s Board of Governors which would

otherwise be required.

6.2

If a Policy is revised or put into effect by the President in extraordinary

circumstances, the University Secretariat will notify Employees in a timely manner.

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6.3

Any Academic or Management Policy put into, or taken out of, effect in such a

manner must immediately enter a normal development process in accordance with

the Policy Framework.

DEPARTMENTAL POLICIES

7.1

Departmental Policies may be developed autonomously within specific departments

or by designated faculties that have applicability within their respective units.

7.2

Departmental Policies must be consistent with and not contravene any language of

Academic or Management Policies or relevant collective agreements.

7.3

The Approval Authority for Departmental Policies resides with the Major Unit Head.

7.4

To ensure clarity between Academic and Management Policies and Departmental

Policies, departments may not use the same Policy template as Academic or

Management Policies.

EFFECTIVE DATE

8.1

A Policy or Procedure is considered to be in effect immediately upon approval, or at

a later date specified by the Approval Authority.

DEFINITIONS

(1)

Academic Policy:

describes a Policy of a nature that is delegated to the

University’s General Faculties Council through powers

conferred by the PSLA

(2)

Approval Authority:

means the individual or entity with the authority to approve a

Policy or Procedure, as described in this Policy

(3)

Board Policies:

are Policies that relate directly to the operation of the Board of

Governors of Mount Royal University

(4)

Comprehensive

Revision:

any change to a Policy Document that affects the rules,

principles, intent or accountability of the Policy Document

(5)

Departmental

Policies:

are Policies that are autonomously created within individual

faculties and departments. Unlike Academic or Management

Policies, Departmental Policies have a much more limited

scope in their application and used within a specific group,

faculty or department, and more operational in nature

(6)

Editorial Revision:

an inconsequential change to a Policy Document to correct

grammatical or formatting errors

(7)

Employee:

means individuals who are engaged to work for the University

under an employment contract, including but not limited to

faculty, staff, exempt, casual and management employees

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(8)

Minor Revision:

Is a revision to a Policy that does not alter the meaning of the

Policy, such as adding definitions for clarity or consistency, and

making secondary changes resulting from other related policies

and governance decisions being adopted

(9)

Management Policy: describes a Policy of a nature that deals with administrative

bodies, personnel and/or standards and protocol and is within

the authority of the University’s Board of Governors or as is

delegated through powers conferred by the PSLA

(10)

Management

Employees:

Includes the President, Vice-Presidents, Associate Vice-

Presidents, Deans, Directors, Managers and all Employees

classified as management by Human Resources at the

University

(11)

Parent Policy:

the overarching Policy governing specific Policy Documents

(12)

ELT:

Executive Leadership Team

(13)

Policy:

a written statement of intent or principle which governs, directs

and regulates the actions of all Employees and Management

Employees. Individual Policies may also govern, direct, and

regulate the actions of Students, contractors and volunteers

while they are present on University property or are

participating in University programs or activities.

(14)

Policy Document:

any document associated with a Policy at the University

including Policies or Procedures

(15)

Policy Framework:

the University’s Policy Document for the development, revision

and approval process, as approved by the Executive

Leadership Team

(16)

Policy Sponsor:

a President or Vice-President who initially approves of a policy

idea to be drafted. The Policy Sponsor may delegate the

responsibility for drafting a Policy as well as a communication

plan and implementation plan.

(17)

Procedure:

a Policy Document that outlines a series of actions related to a

Policy that specifies how a particular process will be completed

and includes information on the who, what, when and where

with respect to the implementation of the Policy

(18)

PSLA:

the Post-Secondary Learning Act of Alberta, as amended from

time to time

(19

Major Unit Head:

the individual reporting directly to a Vice-President or to the

President and who is responsible for all activities of a Faculty,

Department and/or other organizational units relative to the

position

(20)

University:

means Mount Royal University

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RELATED POLICIES

•

All University Policies and Procedures

RELATED LEGISLATION

•

Post-Secondary Learning Act, SA 2003, c.P-19.5

RELATED DOCUMENTS

•

Policy Development Report

•

Policy Framework

•

Proposal for a New or Revised Policy Template

•

University Policy Template

•

University Procedures Template

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized Revision

(Position Title)

12/12/2016

NEW POLICY

All

Director, University

Secretariat

President

04/15/12019

Comprehensive

Revision

All

Policy Specialist

President

01/14/2020

Minor Revision

D.3 & E

Policy Specialist

President’s Executive

Committee

02/04/2020

Editorial - Office

Title Update

3.1, 6.2

Policy Specialist

University Secretary

01/26/2022

Editorial

Policy Sponsor

Policy Advisor

General Counsel and

University Secretary

04/20/2023

Editorial

Definitions

Policy Advisor

General Counsel and

University Secretary