Definitions

Institution-wide policies at the University include definitions specific to each policy. The definitions below apply generally and in particular to the development of new institution-wide policy.

Policy

At the University of Alberta, a policy is a statement outlining an expectation of behavior pertaining to certain activities or matters and approved at the University’s senior levels of governance.

Policies articulate particular institutional goals and reflect the organization’s mission and vision.

Other ways to define policy: a formal statement of principles to guide decision-making; an organization’s attitude and actions regarding a particular issue.

Procedure

A procedure operationalizes policy. It standardizes a required process and/or set of instructions to be followed for achieving a specified purpose/outcome.

Policy Development Sponsor

A member of the University’s senior administration or a governance unit who assumes responsibility for a specific policy development activity (i.e. development of a Policy and its associated Procedures).

The sponsor is accountable for ensuring a development timeline is in place, and for ensuring that stakeholder input is effected and appropriate, mitigating issues, concerns or complications as required, allocating resources, and ensuring timely completion of the activity.

Office of Accountability

An office in senior administration or a governance unit that is responsible for assessing the need for developing new policy or changing existing policy, ensuring an appropriate communication plan is in place to create awareness of the policy, and ensuring the policy is in compliance with the Policy Development Framework and is appropriately vetted and approved.

Office of Administrative Responsibility

This is the office responsible for operationalizing the policy: assisting with the development or redevelopment activities, and assisting with implementation and communication of the policy.

Policy Development Lead

Acts as an agent of the Policy Development Sponsor, playing a planning, coordinating and facilitating role. Works with the stakeholders and the sponsor to create a policy development plan, monitoring and facilitating the execution of that plan, including appropriate vetting, and shepherding documents through the appropriate approvals.

Stakeholders

All groups or units for whom this policy has an operational impact or whose activities will be impacted by the policy.

Approver

The governance body who has the authority to approve the current policy and through whom any future changes must be approved, responsible for ensuring due diligence in the development process. 

Under UAPPOL, the following are (or can be) approvers of Policy and/or Procedure: Board of Governors (or one of its committees), General Faculties Council (or one of its committees), the President, Vice-Presidents, President’s Executive Committee (PEC) or Executive Planning Committee (EPC).

Content Manager

The person designated by each portfolio to load documents into the UAPPOL site; responsible for receiving and archiving the Publication Request from the Development Lead, and monitoring to ensure that the standards for all published data are consistent.