Policy Framework

The Policy Framework has structured processes for developing, reviewing, approving and maintaining university policies to ensure they are clear, compliant, transparent, and responsive to the needs of the university community.

Policy Development and Review

Policies are developed and reviewed through a structured process coordinated by the Policy Office.  At a high level, the process includes the following stages (see the process flow map below for detailed steps):

  • Policy initiation – a request is submitted and responsibility for the policy is assigned.
  • Policy development or review – research, drafting, and internal review.
  • Assessment and consultation – risk, legal, and EDI assessments, where required.
  • Consultation – where appropriate shared for consultation publicly or with specific subject matter experts and members of the University community.
  • Finalization and approval – preparation of the final draft and submission to the appropriate Approval Authority.

This structured approach helps ensure policies are clear, compliant, and responsive to the needs of students, employees, and the broader University community.

Policy Approval

 Depending on the policy category and scope, policies and procedures are approved by:

Prior to approval, structured document preparation, review, feedback, and/or formal discussion is required. The Policy Office coordinates the process, ensures all documents are complete, tracks feedback, and supports the Policy Owner/Lead in addressing comments.

For Senior Leadership Team only, approval can be through a regular or expedited process. The expedited process is for urgent regulatory, operational or strategic needs only and must be confirmed by the Policy Office. 

Once approved, policies are posted, communicated, and, where needed, training is provided to ensure students, employees, and the University community can access and apply the policies effectively.

Maintaining Existing Policies

 In addition to policy development and review, the Policy Framework provides clear procedures for maintaining existing policies. Existing policies and procedures may be:

  • Modified – minor updates such as correcting errors, updating names or references, clarifying definitions, or standardizing terminology. These changes do not require full approval, as long as the policy intent remains unchanged.
  • Consolidated – multiple policies covering the same topic can be merged into a single document to reduce duplication, while preserving the original rules and intent. 
  • Retired – outdated or replaced policies can be formally discontinued to ensure the policy repository remains accurate and relevant. 

If you have questions about modifying, consolidating, or retiring a policy, contact the Policy Office.

Need Help 

If you have questions about University policies, need support with policy development or review, or would like guidance on interpreting a policy, the Policy Office is here to help. 

Email us at [email protected]  Or START A POLICY PROJECT