Establishes the official policy governance framework at RMIT.
To establish the official policy governance framework (‘the Framework’) for describing, developing, approving, reviewing and maintaining policy documents at RMIT.
The Framework defines the hierarchy and types of policy documents that exist under the University legislation to support the good governance of the University.
The Framework applies to all policy documents developed for and on behalf of the University, its controlled entities and strategic investment vehicles (known as the RMIT Group).
4.1. The Framework is intended to fulfil the following objectives:
a) provide high quality, consistent and transparent policy documents for staff, students and affiliates of the RMIT Group
b) govern the control environment for effective compliance with legislation and other mandated requirements
c) enable the functioning of the University and its controlled entities to achieve enhanced efficiency in their operations
d) provide a structure for systematic development, communication, implementation and review of policy documents
e) provide a structure for incorporating reconciliation and Aboriginal and Torres Strait Islander self-determination as a core RMIT value.
4.2. To meet the objectives of the Framework, policy documents:
a) align to the Code of Conduct which provides the foundation for all policy documents and captures the vision and values of the University and its people
b) align to University legislation, strategic goals and operating plans
c) are produced when there is a clear need or justifiable benefit
d) conform to the policy hierarchy with policies that are principles-based
e) are clearly written and presented, transparent in their purpose and application, readily available, and provide supporting information for implementation
f) are developed in consultation with key stakeholders and have regard to resource needs to give them effect
g) are reviewed, and revised as appropriate, to ensure their ongoing relevance and currency.
5.1. Policy documents exist within a broader regulatory framework under the RMIT Act, University statutes and University regulations. The policy document hierarchy is:
a) Code of Conduct
• divisional (must be consistent with group policies)
d) resources (including standards, guidelines, manuals, instructions, detailed scenarios).
5.2. The hierarchy operates to:
a) resolve any inconsistencies arising in subordinate policy documents or operational rules that exist outside of the Framework
b) enable divisional policies to be linked to a headlining group policy and be distinguished by their scope of application
c) provide procedures to clarify how policies will be practically applied
d) enable procedures and resources to be binding where they are expressly referred to in a policy
e) provide for non-mandatory resources that are advisory in nature to support local application, academic or professional judgement.
6.1. Policy documents may be approved where they meet the objectives and principles of the Framework.
6.2. The approval authority for policy documents is determined in accordance with:
a) University legislation
b) delegations of authority
c) the policy hierarchy and category.
6.3. Policy documents are classified into categories and align to corporate and academic governance structures. These are:
a) Governance, approved by the University Council
b) Academic, approved by the Academic Board
c) Talent and Culture, approved by either University Council, the Vice-Chancellor’s Executive or Academic Board
d) Operational Effectiveness, approved by the Vice-Chancellor’s Executive.
6.4. The categories operate to:
a) ensure policy documents consistently apply across the RMIT Group
b) enable divisional policies to exist under the Academic, Talent and Culture, and Operational Effectiveness categories to meet the specific needs of the University and any of its controlled entities.
6.5. The relevant approval authority:
a) considers new policies or amendments for approval where they meet the objectives and principles of the Framework.
b) rescinds policies
c) delegates authority to review or amend approved policy documents.
6.6. Minor amendments may be approved by the policy owner who must consult with and notify the Chair of the approval authority of the changes, including impacts on Indigenous business at RMIT.
6.7. The roles and responsibilities for approval of policy documents across the hierarchy are set out in the Policy Governance Manual
7.1. Policy owners will be clearly identified within each policy and a register of policy owners will be maintained by the University Policy Manager.
7.2. Policy owners:
a) have overarching responsibility for policy documents, and are accountable for the development, promulgation and implementation of approved policies
b) may assign operational responsibility to a direct report in a divisional area or business unit with subject matter expertise to oversee development, articulation and effective application of policy documents
c) may delegate procedures and resources under a policy to custodians.
7.3. Where there is major organisational change such that the position or functions of the policy owner do not have a clear successor, the Vice-Chancellor determines the policy owner.
8.1. Communication and implementation of policy documents are effected through the policy owner following approval by the approval authority.
8.2. A communication and implementation plan must be executed prior to registration of policy documents.
9.1. Policy documents are periodically reviewed to ensure adherence to the principles and objective set out in this Framework.
9.2. Review is conducted in accordance with the following criteria:
a) Policy documents are subject to a major review at least every three years from the date of first approval or last major review, or where changes to legislative or other requirements necessitate a review.
b) The policy owner ensures that the review identifies and consults with key internal and external stakeholders.
c) The University Policy Manager monitors the review cycle and manages changes to the Policy Register.
d) The University Policy Manager reports annually to Council via the Audit and Risk Management Committee on Framework assurance and reviews.
10.1. The University maintains a Policy Register, in which all policy documents are recorded, and authorised versions of published policy documents are held.
10.2. The University Policy Manager has oversight of the Policy Register.
10.3. Registration must follow the process set out in the Policy Governance Manual.
11.1. Policies and policy processes that are effective at the commencement of this Framework continue to be effective and binding until they are replaced or rescinded.
11.2. Sunset clauses may be applied to policies to accommodate transition.
|Version||Approval date||Effective date||Sumary of changes||Approval authority|
|1.0||24 October 2018||1 November 2018||New policy||RMIT Council|