Acadia’s Policy Framework sets out the steps to follow for policy or revision in accordance with the Policy on Policies. The policy development process is designed to ensure that all policies:
- Are properly researched and align with best practices;
- Are clear, accessible, and user-friendly;
- Consider the needs of the university community;
- Are available in a centralized location;
- Do not contradict or duplicate each other;
- Reflect Acadia’s vision, mission and values;
- Are legally compliant.
The policy development process is divided into three stages:
- Concept Approval
- Drafting and Consultation
- Implementation and Communication
Concept Approval
Any University Member may suggest that a new policy be created or that an existing policy be revised by completing the online form, Proposal for New or Revised Policy. This form requires proposers to:
- State the name of the policy
- List related policies (if applicable)
- Provide a rationale for the proposal
- Identify considerations for consultation
It is recommended at this stage to discuss the policy concept with the supervisor of the unit that would oversee the policy and its implementation.
The Policy Advisory Group will review the Proposal for New or Revised Policy within 30 working days of submission and consult with any individuals or groups it deems necessary. It will then forward the Proposal along with a recommendation to the Senior Leadership Team for approval. SLT will review the proposal and determine whether policy development or revision will proceed.
Concept approval is not needed for scheduled periodic revisions to a policy, which can begin at stage 2: Drafting and Consultation.
Drafting, Consultation and Public Review
Once a policy concept is approved for development, an individual or a group of people – the Policy Developer(s) – will be assigned to research and draft the policy text.
The Policy Developer(s) must use the Research and Drafting Guidelines to guide their work. In cases where a policy is being reviewed, the Policy Developer(s) should instead refer to the Policy Review Guidelines.
Policy Developers are expected to engage with key constituents across the University, particularly with people who can provide advice and with people who will be most directly affected by a policy or a policy revision.
The policy (and any procedures) must be drafted using the Policy and Procedures Template.
Once a draft is complete, the Policy Developer(s) will submit the draft policy to the Policy Advisory Group for review. The Policy Advisory Group may provide feedback and/or make revisions, as appropriate, before making the draft available for public consultation.
The draft policy will be posted to the policy website for a minimum of four weeks of public review, and an online feedback tool will be provided. No changes will be made to the draft policy during the consultation period.
At the end of the public consultation period, the Policy Advisory Group will review and share the feedback with the Policy Developer(s), and any necessary revisions will be made.
Feedback gathered during the public consultation process must be reviewed and taken into account. However, the final policy must remain consistent with existing University policies and collective agreements and comply with all applicable legislation. As such, the Policy Advisory Group has final authority over the version of the policy that is submitted to SLT for approval.
Implementation and Communication
Once the final version of the policy is complete, the Policy Developer(s) need to prepare an Implementation Plan and a Communication Plan. The policy developer(s) must also complete a Policy Development Report.
The Policy Advisory Group will submit the complete policy package (policy and procedures, Implementation Plan, Communication Plan, Policy Development Report) to the University Secretariat via policies@acadiau.ca. It will then be forwarded to SLT for approval.
Once the policy is approved, it will be added to the online policy repository, and the Implementation and Communication Plans will be launched.
Policy Reviews
For information on policy reviews please see the Policy Review page.