What are governance documents

Federation University Australia is governed by its Council which is established by the Federation University Australia Act 2010. The Council oversees the statutes, regulations and standing resolutions which govern other aspects of the University's operations and through its governance documents, provide internal explanation of the regulatory requirements.

The Corporate Governance Policy provides an operational framework for developing, approving, implementing, reviewing and maintaining Federation University Australia's governance documents in a clear and consistent format. Adherence to the framework through its Policy Governance Framework Procedure, will ensure that all University governance documents are necessary, relevant, useful and current.

Policies

Policies are formal statements of principle that regulate, direct and control University operations. They underpin decision-making and/or the way members of the University community conduct the activities of the University, with the following characteristics:

  • a policy must have long-term application to the University as a whole or a broad cross-section of the University community;
  • policy statements are consistent with and ensure that the University complies with its statutes and regulations, relevant legislation, national standards and community expectations;
  • policies assist the University to:
    • attain its strategic goals and priorities
    • promote operational efficiencies; and
    • reduce risks.

Policies will be formally reviewed every five (5) years, or sooner as deemed necessary.

A typical policy will consist of the following:

Purpose : Why the policy exists

Scope: Who it applies to

Legislative Context: What legislation governs the policy

Definitions Table: A table of terms and their definitions as they relate to the policy and procedure/s

Policy Statement: Details of the actual policy

Supporting Documents: Other University and external documents that support the policy

Responsibility: Who is responsible for implementing and reviewing the policy

Promulgation: How the policy will be communicated throughout the University community

Implementation: How the policy will be implemented throughout the University community

All policies have University-wide application and can only be approved by the Council, Academic Board, Senior Executive, Directors or delegate. Faculties do not have the authority to write, approve or implement their own policies and should not refer to a Faculty rule, handbooks or local work instructions as a policy.

Procedures

All procedures:

  • relate to a policy and are consistent with the policy to which they refer;
  • mandate operational activities, assign responsibilities and step through the practical actions required to support the implementation of policy statements, or to assist the University's operations and compliance with external requirements;
  • have application across the University.

Procedures will be formally reviewed every three (3) years, or sooner as deemed necessary.

A typical procedure will consist of the following:

Purpose : Why the procedure exists

Scope: Who it applies to

Legislative Context: What legislation governs the procedure

Definitions Table: A table of additional terms and their definitions not found in the related policy and specifically referenced within the procedure

Actions: Step by step details of the actual procedure, including responsibilities

Supporting Documents: Other University or external documents that support the procedure

Responsibility: Who is responsible for implementing and reviewing the procedure

Promulgation: How the procedure will be communicated throughout the University community

Implementation: How the procedure will be implemented throughout the University community

All procedures have University-wide application and can only be approved by the Council, Academic Board, Senior Executive, Directors or delegate. Faculties do not have the authority to write, approve or implement their own procedures and should not refer to a Faculty rule, handbooks or local work instructions as a procedure.

Guidelines

A Guideline outlines a general principle of statement that are not procedural by nature. They must reflect the Universities commitment in the relevant areas and are mandated under the Policy Governance Framework Procedure. The Policy and Quality Assurance Services team will be the authority in approving Guidelines for all departments under the University organisational structure.

Guidelines will be formally reviewed every five (5) years, or sooner as deemed necessary.

A typical guideline document will consist of the following:

Purpose : Why the guideline exists

Scope: Who it applies to

Legislative Context: What legislation governs the guideline

Guideline Statement: Details of the actual guideline

Supporting Documents: Other University and external documents that support the guideline

Forms: Any relevant forms that are applicable to the guidelines purpose

Responsibility: Who is responsible for implementing and reviewing the guideline document

Promulgation: How the guideline will be communicated throughout the University community, if applicable

Implementation: How the guideline will be implemented throughout the University community

Glossary: A table of terms and their definitions as they relate to all governance documents

All guidelines have University-wide application and can only be approved by the Council, Academic Board, Senior Executive, Directors or delegate. Faculties do not have the authority to write, approve or implement their own procedures and should not refer to a Faculty rule, handbooks or local work instructions as a procedure.

Manuals

These are operational documents that may contain critical information and direct the reader to related procedures and work instructions. Manuals may apply across specific functional areas of the University and are approved by the relevant senior manager.

Manuals should be reviewed annually for currency of information and as required for other issues.

Work instructions

These describe specific tasks for a localised audience or team, often in support of a procedure or business process.  Work instructions are approved and managed within each organisational unit.

Work instructions should be reviewed annually for currency of information and as required for other issues.