1.7 | Governance Document Management

1.7.1 | Hierarchy of Governance Document

University governance documents are classified according to the document hierarchy below

1.7.1.1 | Statute and Bylaws

By-Laws are rules established by organisations or communities of interest to regulate themselves consistent with University policies. All by-laws must be approved by the University Executive .

1.7.1.2 | Policies

A policy is a formal statement that defines governing values and objectives to manage University practice. The University Executive approves SU policies upon recommendation by the University Senate Standing Committee. The University Council will approve those policies that fall within its scope of governance.  Policies requiring the approval of the University Council will be forwarded by the President for review and action.

The Standing Committees will develop and formulate the policies for their respective area. Policies should be reviewed at least every three years.

1. Purpose
   Policies are critical to maintaining an environment that fosters excellence, integrity, and accountability.  The purpose of this policy is to establish governing principles for the development, approval, maintenance, management, and publication of policies at SU.
2. Scope
   Every member of the SU community is expected to follow all institutional policies.  Every member of the SU community charged with the development, approval, maintenance, management, or publication of policies on behalf of the University is expected to follow the governing principles described in this policy.
3. Policy Statement
   Policies must be developed, reviewed, and approved in a manner that ensures their consistency with the University mission and with applicable laws, regulations, and external policies.  Reviews and approval must be appropriate to the scope and impact of each policy.
4. Approval, Administration, and Oversight of University Policies
   University policies are generally subject to the approval by the President or University Council, as determined by the scope and area of the policy; University policies will generally require development, review, and recommendation by the appropriate administrator, task forces, standing committees and University Executive.  Some clerical or non-substantive revisions to existing University Policies may be approved by the University Executive.
5. Standards and Administration of Policies
   Policies are expected to be clear, accurate, up-to-date, and published in a central location accessible to individuals or entities who must adhere to them.  All policies must be consistent with laws, regulations, and other applicable University policies.
6. Policy Publication and Dissemination
   All University policies must be published on the SU Policy Manual website that is maintained by a Policy Administrator.  Faculties or other University Divisions wishing to include University Policies on their websites must do so by linking to the official SU Policy Manual website to ensure that the current, official version is referenced.

1.7.1.3 | Procedures

Procedures provide a step-by-step approach, the University’s requirements for a particular action. This document clearly outlines how a policy will be implemented and by whom. They are updated more often than by-laws, or policies – reviewed every two years – as operational systems change according to the University’s requirements.

Compliance with procedures is mandatory, and non-compliance may be actionable through appropriate conduct policy documents. Procedures need approval by Vice-Rector for their respective area and acknowledged by University Governance Administration.

1.7.1.4 | Work Instructions

Work Instructions are an internal document developed and implemented by a particular department or unit to standardize and optimize the process within certain area. Work Instructions are developed and amended as needed by relevant department or unit, approved by relevant head/manager, and acknowledged by University Governance Administration. A Work Instruction cannot contradict or conflict with any University Governance documents.

1.7.2 | Process Overview

The Process of Governance Document Management are:

Further details information about the process of Governance Document Management, please see the Procedure on Policies and Procedures

1.7.3 | Web Pages & Governance Document Library

Governance documents are available on the Governance web pages of the University website. The website offers authorized users the ability to:

1. Search and access all stored Governance documents.
2. Access only the most up-to-date and accurate Governance documents.
3. Find information about Governance documentation, including document templates.

The Governance Document Library maintains the University’s official, authoritative Governance documentation. The objective of providing a repository for Governance documentation is to provide a location for reliable, consolidated, authorized and up-to-date versions of current documents. The Governance Document Library is accessible on the Governance web pages or by contacting University Governance Administration directly.