Frequently Asked Questions

To view the Delegations or Policies page, click the blue boxes.  To access the FAQs for either Delegations or Policies, click the relevant tab below.

Delegations Policies

Part A: general

  • What is the role of the Council Secretariat with respect to policies?

    The Council Secretariat is the “librarian” of the policies database. For example, we:

    • provide some general guidance on the policy process (eg via these FAQs);
    • publish draft policies for consultation, and forward any feedback to the policy working group;
    • submit finalised policies to the relevant authorising person (eg the Vice-Chancellor) for approval; and
    • upload new and updated policies to the database after they have received final approval.

    Similar to a “librarian”, we do not provide advice on the content of policies, either in the policy development stage or in regard to policy implementation. The Policy Custodian or author is responsible for the policy content.

Part B: for users of policies

  • How do I find a policy on a particular matter?

    Go to the Policy Directory and enter your search terms in the search textbox and click the “Search” button.

    Alternatively, you may browse policies by type by clicking on one of the links below the search textbox.

    Click the image to view a larger version. 

    Screenshot: Policies directory search and browse

  • In browsing by “type”, what is the difference between an academic, management and governance policies?

    Academic policies relate to the academic business of the University, such as course development and planning or research management and compliance. Academic policies are normally endorsed by Academic Board before being formally approved by the Vice-Chancellor.

    Management policies are those that underpin the University’s administrative and operational functions. Management policies are normally endorsed by the Vice-Chancellor’s Executive before being formally approved by the Vice-Chancellor.

    Governance policies are those that underpin the framework of rules, relationships, systems and processes by which the University is directed, controlled and held to account and whereby authority is exercised and maintained. Governance policies are approved by Council unless otherwise delegated.

  • I’ve done a search and cannot find a relevant policy on a particular subject matter. What do I do?

    It may be that there is simply no policy on that subject matter.  Depending on the subject matter, you may wish to contact the relevant University area.  For example:

    • if the query relates to a research matter, you may wish to contact the DVC (Research) area;
    • if it relates to a human resources matter, you may wish to contact the Human Resources area.

  • I’ve read the policy and had a question on the content. Who do I contact?

    Each policy will have contact details for queries at the end of the policy. Also, you may contact the responsible officer listed there.

    For minor administrative queries, please contact the Council Secretariat at: policies@adelaide.edu.au.

  • I think we have too many policies and/or they are too complex – what can I do?

    Each policy is regularly reviewed (at least every 3 years, and sometimes more frequently) by the Policy Custodian and the Responsible Policy Officer. You are welcome to provide feedback on any policy both during the consultation stage, and also after a policy has been introduced. For example, you may have a suggestion on how part of a particular policy can be simplified. Each policy will have contact details for queries and feedback at the end of the policy. Also, you may contact the responsible officer listed there. 

  • How do I find any applicable procedures or forms that are prescribed by a policy?

    Most policies are “stand alone” and do not require further procedures or forms.  However, some are more complex and may need supporting procedures or forms.

    After you’ve searched for a policy, and click on it, the relevant webpage for that policy will open.  On that policy’s webpage, you can easily find any applicable procedures or forms by clicking the “Related Procedures, Forms” tab. in that policy’s webpage. For example, on the webpage for Financial Management Policy and Procedures, you can find the Corporate Credit Card Procedure.  

  • Where do I find previous versions of a current policy?

    After you’ve searched for a policy, and click on it, the relevant webpage for that policy will open.  On that policy’s webpage, you can easily find any previous versions by clicking the “Related Procedures, Forms” tab, and the link to “Show previous versions”. For example, on the webpage for Financial Management Policy and Procedures, you can find the previous versions of the policy going back to 2014. 

Part C: for authors of policies

  • How do I draft a new policy or significantly amend an existing policy?

    In broad terms, the development of a policy goes through the following stages:

    • Development of a Stage One Proposal
    • Approval of a Stage One Proposal
    • Policy Development
    • Consultation
    • Approval of a Policy
    • Communication and Implementation

    The Adelaide Policy Framework provides detailed guidance on the process of policy development and the drafting of policies.

  • Why is it called a Stage One Proposal? Is there a Stage Two?

    Sorry for any potential confusion.  There is only a Stage One, and the subsequent stages are simply the stages listed in FAQ above, "How do I draft a new policy or significantly amend an existing policy?".

  • Where can I find the templates to use?

    Section 4.3.3 Policy Development of the Adelaide Policy Framework has a link to the templates or they can be found on the Policies webpage.

  • How do I review/amend a policy or extend the expiry date?

    Section 4.4 of the Adelaide Policy Framework explains how to review an existing policy.  In short, significant changes will require development of a new Stage One Proposal, whereas minor edits can be dealt with by the Policy Custodian directly. 

    If there are no changes required, or additional time is required to undertake a review, the Policy Custodian should advise Council Secretarial accordingly. See example memo one. 

    If following policy review the Policy Custodian and/or the Policy Development working group find that only minor edits are required (ie, changes in titles, names, references, or other minor amendments and which do not otherwise affect the policy content and/or intent), the Policy Custodian should advise Council Secretarial accordingly. See example memo two.

     

  • How do I complete the authorities table?

    For examples of an authorities table, please see any of the policies on the policies database.

    Authority Category Enter one of the categories listed at the top level on the “Browse by category” webpage.
    Authority Sub-category Enter one of the sub-categories listed under one of the authority categories. If there is no appropriate sub-category please contact the Council Secretariat. New sub-categories can be created if necessary.
    Authority Describe the decision to be made (what authority/delegation is being given).
    Delegation Holder Enter the position authorised to make the decision described under “Authority” (must be a title, eg “Executive Dean” or “Branch Head” etc. and not a person).  This will form part of the search criteria when looking for a specific delegation on the data base.
    Limits Specify the limits, if any, on the authority. Limits may be the level of expenditure (eg a particular Delegation Holder may be only empowered to approve things that involve expenditure up to a certain amount) or require that the authority be exercised subject to consultation with some other officer or body. Limits may specify the scope of the authority for a particular Delegation Holder (eg “For academic staff” or “For professional staff”).

    See policy template.  

  • What about consultation?

    Once a policy is drafted it needs to be made available for comment by stakeholders.  Section 4.3.4 of Adelaide Policy Framework lists who should be consulted, including the process to publish draft new policies or policy revisions via Staff News and how comments/feedback is collated and forwarded to the policy development working group by the Council Secretariat.

  • What is the difference between a procedure (or a form) and a policy?

    A University policy consists of principles, procedures or both.

    Policies contain Principles, are the standards or essential features which underpin decision-making and/or the way members of the University community conduct the activities of the University.  Policies may also contain delegated authorities.

    Procedures mandate operational activities and assign responsibilities. Procedures step through the practical actions required to support the implementation of Policy Principles, or to assist the University's operations and compliance with external requirements. Procedures may apply to a specific activity of the University or be of more general application.

    Some policies combine the principles and procedures in one document, whereas others may contain an overarching policy document, setting out the principles and authorities, with numerous separate procedures.  They key determinant is the length of the document and its “user friendliness”.  For example, the Financial Management Policy contains some 14 specific procedural documents that underpin the principles of that policy.  By having these as separate documents allows reads to quickly locate the procedure that they are looking for.

  • How do I add a procedure or form?

    Procedures and forms are normally developed at the time that the policy is first drafted.  However, procedures and forms may also be drafted or updated independently of the policy and only require the approval of the policy custodian. 

    Note:  If the intent of the policy needs to be amended (i.e. a change to the policy principles) to accommodate a new procedure, then this will usually necessitate a full review of the policy, commencing with a Stage One Proposal.  It may be prudent to contact the Council Secretariat for further advice.

  • What format should the policy be in for uploading to the Policy Directory?

    Once all amendments have been made and the policy approved, a Word version should be provided to the Council Secretariat.  It’s easiest if the policy Word documents are updated in Content Manager and the CM references are provided to Council Secretariat (to ensure the right version is used).  Council Secretariat will convert the file to PDF and update to the website.

  • We need to amend the membership of the Working Group for a policy currently under development or review. Do I need to do anything officially to confirm the new membership?

    The membership of the policy development working group is specified in section 4.1 of the Stage One proposal. The Stage One proposal is approved by the Vice-Chancellor and, consequently, any changes must be approved by the Policy Custodian and by the Vice-Chancellor.

    To avoid having to seek approval for every change to the membership of the policy development working group, you should:

    • Not use officers’ names
    • If a specific person must be included in the membership, use their title and not their name
    • Wherever possible, use generic terms such as “A nominee of the Deputy Vice-Chancellor and Vice-President (Academic)” or “A representative of Information Technology and Digital Services”.