Manages the development and maintenance of a robust and responsive policy framework that aligns with the RMIT Group’s practices and strategic objectives.
Who is it for?
1.1. The RMIT policy framework consists of policies, policy processes and guidelines.
1.2. Policies take precedence over policy processes and guidelines.
1.3. All RMIT policies, policy processes and guidelines will:
1.3.1. Support and be consistent with the RMIT strategy and values;
1.3.2. Assign responsibility and accountability;
1.3.3. Comply with the requirements set out in this policy;
1.3.4. Be consistent with all relevant legislation;
1.3.5. Be relevant, transparent in their intention and meaning ; and
1.3.6. Be equitable and fair.
1.4. The following rules apply for the interpretation of policy documents:
1.4.1. The words ‘shall’, ‘will’ and ‘must’ are non-discretionary.
1.4.2. The word ‘may’ allows for discretionary action.
1.4.3. The word ‘including’ is not limiting.
1.5. The Vice President, Strategy & Governance has the responsibility for developing, monitoring and reviewing the policy framework.
1.6. Any uncertainty or ambiguity in the meaning of a provision will not be interpreted against the University just because the University drafted the provision.
2.1. Policies lay out the business rules under which areas of the University will operate.
2.2. Policies explain their purpose in plain English, their intended effect on end users, who is responsible and accountable for the execution and enforcement of the policy, and why the policy is required.
2.3. A schedule or appendix to an RMIT policy document constitutes part of the policy document.
2.4. The information contained in the supporting documents, cross-referenced documents and operational details table at the end of a RMIT policy document does not constitute part of the policy document.
2.5. The Director, Compliance, Regulation & Reporting is responsible for ensuring all approved policies are stored on a publically accessible enterprise system.
3.1. Policy processes and guidelines support the implementation of policies.
3.2. Policy processes may take a range of forms, including but not limited to, a work instruction, a desktop procedure, a quick reference guide, a website or process map.
3.3. Policy processes explain in plain English who performs the process, what steps they are to perform, when they should perform these steps, and how they should complete the process.
3.4. A Policy process addresses only a single activity. This separation enables process components to be compiled into special process manuals for specific audiences, end users, and purposes.
3.5. Guidelines provide guidance on how to implement policies or policy processes effectively.
3.6. Guidelines provide advice in instances where a staff member is asked to make a professional/academic judgement.
3.7. Policy processes and guidelines are developed and approved by the responsible area as set out in the relevant policy.
3.8. Responsible areas must provide the Director, Compliance, Regulation & Reporting with a copy of all approved policy processes and guidelines.
3.9. The Director, Compliance, Regulation & Reporting is responsible for ensuring all approved policy processes are stored on a publically accessible enterprise system.
4.1. All policies must follow the approval process set out in Appendix 1.
4.2. Policies must be developed using the prescribed templates.
4.3. Policies will have numbered clauses.
4.4. All Education and Research policies are approved by Academic Board.
4.5. All Organisational policies are approved by VCE.
4.6. All People policies are approved by both Academic Board and VCE.
4.7. Policy documents come into effect from the date of publication unless otherwise stipulated in the approval documentation.
5.1. Policies are reviewed every three years and may be reviewed as needed.
5.2. The Director, Compliance, Regulation & Reporting is responsible for maintaining a register of policy review dates, coordinating the policy reviews and establishing the process for reviews.
6.1. There are two types of amendment: minor and major.
6.2. A minor amendment is any amendment to
6.2.1. the policy that does not change the intent of the policy, does not have a significant impact on other policies or does not have a significant impact on stakeholders or
6.2.2. the information contained in the supporting documents, cross-referenced documents or operational details table at the end of an RMIT policy document or
6.2.3. position titles subsequent to organisational re-structure or change in approved delegations.
6.3. A major amendment is any amendment that changes the intent of the policy, has a significant impact on other policies and/or a significant impact on stakeholders.
6.4. The Vice President, Strategy and Governance in consultation with the Chair of Academic Board (for academic policies) determines the type of policy amendment in instances where the type of policy amendment is unclear.
6.5. If a position is abolished or re-named, the authority should be taken to be a reference to the principal successor to the functions of that position.
6.6. The Chair of Academic Board approves minor amendments to academic policies.
6.7. The Vice President, Strategy & Governance approves minor amendments to all other policies.
6.8. The approving authority approves any subsequent major amendments.
6.9. Major and minor amendments follow the approval path set out in Appendix 1.
Status & details
Custodian: Vice-President Strategy & Governance
Operational responsibility: Director, Compliance Regulation & Reporting
Effective from: 17 December 2015
Last updated: 23 May 2017