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.