Policy Matters

Updates, news and tips from the ready to engage team in Service Improvement (Policy)!

Policy Library Updates - Q2 2020

"In many spheres of human endeavour, from science to business to education to economic policy, good decisions depend on good measurement." - Ben Bernanke

The Policy and Procedure Library houses all USQ policies and procedures. This also includes a Definitions Dictionary that contains all agreed terms and definitions relative to policy and procedure.

New or substantially revised policy instruments

The following policy instruments were approved and effective in the second quarter of 2020 and are listed by Accountable Officer.

Accountable Officer Instrument Title Policy Document Type Degree of Change
Chief Financial Officer Procurement Procedure Procedure Major
Chief Financial Officer Procurement Threshold and Authorisation Schedule Schedule New
Deputy Vice-Chancellor (Academic) Assessment Procedure Procedure Major
Deputy Vice-Chancellor (Academic) Medals and Awards with Distinction Schedule Schedule Major
Deputy Vice-Chancellor (Enterprise Services) Electronic Signature Policy Policy New
Deputy Vice-Chancellor (Enterprise Services) Electronic Signature Procedure Procedure New
Deputy Vice-Chancellor (Enterprise Services) Financial Delegations Schedule Schedule Major
Deputy Vice-Chancellor (Enterprise Services) Performance, Development and Recognition Policy Policy Major
Deputy Vice-Chancellor (Enterprise Services) Procurement Policy Policy Major
Deputy Vice-Chancellor (Research and Innovation) Human Research Ethics Procedure Procedure New
Director (Legal Services) Legal Services Policy Policy New
Director (Legal Services) Legal Services Procedure Procedure New
Director (Planning and Performance Support Services) Contract Management System Definition New
Director (Planning and Performance Support Services) Counterpart Definition New
Director (Planning and Performance Support Services) Electronic Signature Definition New
Director (Planning and Performance Support Services) Electronic Signing Platform Definition New
Director (Planning and Performance Support Services) Employee Authorised to Purchase Definition New
Director (Planning and Performance Support Services) External Lawyer Definition New
Director (Planning and Performance Support Services) Internal Document Definition New
Director (Planning and Performance Support Services) Qualified Witness Definition New
Director (Planning and Performance Support Services) University Contract Template Definition New
Director (Planning and Performance Support Services) Wet Signature Definition New
Executive Director (Human Resources) Determining Equivalent Standing for Academic Promotion Schedule Schedule New
Executive Director (Human Resources) Promotion to Levels C, D and E for Academic Employees Procedure Procedure Major
Executive Director (Human Resources) Workplace Adjustments Procedure Procedure New
Executive Director (ICT Services) Right to Information Procedure Procedure Major
Pro Vice-Chancellor (Students) Award Eligibility and Graduation Policy Policy Major

Consultation and deployment

Your input will continue to be sought through the gazettal process. This provides an opportunity for direct input into or comment on applicable new or substantially revised policies.

Deployment plans

Comprehensive deployment plans also continue to be developed for all new or substantially revised policies and procedures and these are progressively implemented by the relevant Accountable Officer. Separate and targeted communications occur at divisional level to ensure they are appropriately deployed.

Enquiries and feedback

Enquiries and feedback relative to the deployment of policy and procedure can be directed to the office of the relevant Accountable Officer. All other enquiries and feedback may be directed to policy@usq.edu.au.

Tips & Tricks

"Wishful thinking is not sound policy." - Bjorn Lomborg

Track Change Views

Drowning in a sea of track changes? Did you know that Word has several track change view options to help you see proposed changes clearly? Under the Review > Tracking tab there is a dropdown box that provides different views to suit your reviewing needs. For example, the No Markup option will display the document as if all changes have been accepted. These views can also be saved as a PDF file for any distribution purposes.

Compared Versions

Need a clearly defined compared version of track changes? then simply send an email stating which two policy instruments you’d like compared to policy@usq.edu.au.

Did You Know?

We have customised, policy specific briefing templates for VCE and Academic Board? They're shorter, to the point and easy to use. Find them here under "Tools".

Content vs. Style

Spending time worrying about how your policy document looks? Head done in by trying to match the Style Guide? To misquote Taylor Swift "Drafters gotta draft, draft, draft, draft, draft!" Your job is to focus on content. Let Service Improvement (Policy) worry about making sure the style is right.

Case Study: Workshop It!

We often work with business areas to identify improvement ideas for policies, procedures and even the way we create and change our policies.

For example, we’ve been having some great talks with John Heever, the Manager (Risk & Compliance).

John is digging deep into how we manage compliance at USQ and we’re working with him (and a variety of stakeholders) to identify opportunities to the policy/compliance connection easier to manage.

Case Study: That was Minor

Recently, we assisted HR to progress some minor amendments to a suite of HR Procedures.

These changes were minor since they were all about updating and clarifying, with the scope, purpose and overall content remaining the same.

We set up review versions, confirmed that the key stakeholders had been consulted and reviewed the changes. Now it’s been published – no fuss, no muss.

Case Study: Easy Editorial

Athol Kerridge, CFO, dropped by Service Improvement (Policy) the other day and demonstrated just how simple it is to make an editorial change!

As Accountable Officer of the procedure, he just had to show us the change he wanted. We gave it a quick once over and since it didn't alter the scope or purpose of the procedure and wasn't significant enough to warrant even a "Minor" change, we processed it straight away. No other approvals needed - easy peasy!