Templates and guidance

UQ policies and procedures should enable, through their design and adoption:
  • Prudent and timely decisions to be made;
  • University operations to be performed effectively and efficiently;
  • Specific outputs and outcomes to be delivered in a competent manner;
  • A holistic and risk-based approach to the design and implementation of controls and for demonstrating compliance;
  • Automation and the innovative use of technology (when appropriate); and
  • Implementation of management assurance protocols to provide assurance on the effectiveness and efficiency of the documented controls and to ensure their currency and continuous improvement.

Tips for developing policies and procedures

  1. Identify if a similar policy or procedure exists
    • Is it appropriate to amend an existing document to include new information or is a new document required? The University is in the process of enhancing its policies and procedures and your effort in identifying if a new policy or procedure is required will assist us in achieving this outcome.

  2. Does the policy satisfy criteria?
    Policies are developed, adopted and managed to realise one or more of the following objectives:
    • Support the achievement of the University’s approved objectives and strategic priorities.
    • Give effect to directions or advice from the Senate, the Vice-Chancellor and President or the Academic Board (subject to approval from the Vice-Chancellor and President).
    • Manage risks of strategic significance.
    • Help facilitate compliance with applicable laws, regulations, mandatory government policies and standards, legal or contractual obligations and mandatory professional standards.
  1. Identify the key stakeholders
    • It is important to understand key stakeholders for consultation at the early stages of developing new policies and procedures or during the review of an existing document. If a policy or procedure relates to the academic functions of the University, advice from the Academic Board may be required. Consultation should commence early and be part of the policy development process. 
    • The Enterprise Governance team can assist you with suggestions on key stakeholders for the suite of UQ policies and procedures. 
  1. Consider the following before you start writing
    • Take your time to think about the outcome you need to achieve before launching straight into a draft document. What is the purpose of the policy or procedure and the desired outcomes? Drafting is usually best done later in the development process rather than sooner.
    • For a new policy/procedure or major review, it may be necessary to conduct an environment scan (what is happening in the sector) and gather information from a wide range of perspectives.
    • The 'Collating feedback on Policy Template' in the templates section of the PPL (UQ login required)  will assist with reviewing existing documents.
    • Understand the audience. For example, the audience of an academic procedure may be predominately students whereas a governance policy would be senior executive and Senate.
  1. Follow these writing tips
    • Use the current PPL templates for policies and procedures.
    • Make sure the wording is clear and easy to read. 
    • Use plain English and avoid ambiguity. 
    • Refer to the OMC Written Style Guide.
    • Make sure the document speaks with one voice and is consisent with conventions in the PPL. 
    • Write in the third person (“they”) rather than the second person (“you”).
    • Keep it simple wherever possible. 
    • Be prepared to enforce provisions that are mandatory.

All policies and procedures are documented using approved templates and written in plain, easy to understand language.

Templates