Policy development and management

The Policy Handbook (PDF, 319.19 KB) gives an overview of the policy landscape at UQ, and can assist staff in the review, development and approval of policies and procedures.

'Approval on a page' documents provide a summary of the relevant consultation, endorsement and approval processes.

Policy Approval on a Page (177KB) (staff login required)
Procedure Approval on a Page (56KB) (staff login required)
Guideline Approval on a Page (48KB) (staff login required)

Resources

Other resources are available below to assist staff working on policies, procedures and guidelines.

Templates and review tools

Policy, procedure and guideline templates

The following templates must be used for new Policy and Procedure Library (PPL) documents.

If you're proposing changes to an existing PPL document, please contact governance@uq.edu.au to request a Word document of the PPL document to mark up.

Templates for approval, communications and implementation plans

Tools for developing new policies, procedures and guidelines

Especially for 'desktop' reviews.

Tools for reviewing policies, procedures and guidelines

Especially for 'desktop' reviews.

Local standard operating procedure template

This template is optional, and can be used by individual areas as needed.

Local Standard Operating Procedure Template (DOCX, 49.43 KB)

Tips for policy development, consultation and review

Compatibility assessment for new or updated policies/procedures

New and amended policies and procedures must be assessed for compatibility with the principles of freedom of speech and academic freedom at UQ, and the Human Rights Act 2019 (Qld).

You must submit a Statement of Compatibility form (DOCX, 70.61 KB) to the Freedom of Speech Assessment Group along with the draft policy or procedure.

The Assessment Group meets monthly and can consider out-of-session reviews if there is an urgent request.

Information about the Freedom of Speech Assessment Group is available on the linked Compatibility Assessment page of the Governance and Risk website.

Policy, procedure and guideline categories

Different categories of policies and procedures have different endorsement and approval requirements, as detailed in the Governance and Management Framework Policy.

UQ's policies and procedures are categorised as Governance, Academic or Operational. Guidelines are also categorised in the Policy and Procedure Library.

Common terms

This lists terms commonly used across UQ policies and procedures. If your policy or procedure needs to refer to one of these terms, list it in the definitions section.

Contact the Governance and Policy team on governance@uq.edu.au if any changes or corrections need to be made to the list.

Enterprise Agreement

The University of Queensland Enterprise Agreement.

Staff

Continuing, fixed-term, and casual employees.

(All references within policies, procedures and guidelines to staff and their families include LGBTQIA+ staff and their families.)

Title holder

Visiting academics, emeritus professors, adjunct and honorary title holders, industry fellows, and conjoint appointments.

UQ Community

Current UQ students, staff (whether or not those staff are covered by the Enterprise Agreement), volunteers, title holders and anyone else contractually bound to comply with the policy.

UQ related conduct

Any conduct that is connected to UQ's functions or operations, including conduct that:

occurs during, or in connection with, any function, activity or event related to UQ (whether sanctioned by UQ or otherwise)
occurs when a person is representing UQ in any capacity
occurs during, or in connection with, the performance of duties for UQ
occurs using, or is facilitated by, UQ ICT resources or other UQ equipment
occurs on, or in connection with, any property owned, leased or occupied by UQ (or any entities it controls) or any lands or roads within any UQ campus.

UQ workers

For the purposes of the [policy/procedure] includes:

staff: continuing, fixed-term, research (contingent funding) and casual staff members
contractors, subcontractors and consultants
visiting academics and researchers
title holders: visiting academics, emeritus professors, adjunct and honorary title holders, industry fellows and conjoint appointments
higher degree by research students
volunteers and students undertaking work experience.

Note: The definition of UQ workers is broad and is used in the context of UQ's responsibilities under the Work Health and Safety Act 2011.

Volunteers

Members of the community who donate their services in a voluntary capacity to UQ without expectation of remuneration. Volunteers include those undertaking work on fundraising and community-oriented projects, tertiary students wishing to gain exposure to particular UQ functions, among others.