Policy Toolkit

The first step in any policy development should be identifying whether a University policy is the best mechanism to address the issue at hand. You can assess the need for a new policy with the help of some key questions outlined in Step 1 of the Policy Development Guide. Once you have identified that a new policy is needed, you can read more about the steps related to developing a new policy. The Guide provides step by step direction from planning through to policy approval and implementation.

Develop a new policy flowchart (pdf)

Move to Policy Development Guide

All approved policies are subject to periodic review. Reviews normally take place following 3-5 years of operation. It is essential that, once approved, policies remain relevant, fit for purpose and consistent with the University’s mission and objectives. Policy review follows the same formal steps as any new policy development.

Propose a policy review by submitting a Policy Proposal. The details for submitting a Policy Proposal and other steps are outlined in the Policy Development Guide.

Review policy - flowchart (pdf)

Move to Policy Development Guide

An amendment that substantially alters the substance or principles of the policy always requires a comprehensive policy review process that involves consultation and feedback from appropriate stakeholders and review and approval by the relevant approval body. Such a review should follow the procedures and guidelines outlined in the Policy Management Framework and the Policy Development Guide. Some editorial amendments can be implemented outside formal review and approval.

Note: The Policy Owner may not assume that any amendment to the substance or principles of a policy is not significant enough to require formal consultation and approval.

Before proposing a formal policy review:

• Identify the reason(s) for proposed amendments
• If relevant, consult key stakeholders, such as individuals, units or committees involved in implementing the policy, to understand how the policy currently works and identify any operational issues.

Propose a formal policy review by submitting a Policy Proposal and follow the steps outlined in the Policy Development Guide.

Review policy - flowchart (pdf)

Move to Policy Development Guide

Editorial amendments are revisions that do not change the substance of a policy. Editorial amendments that can be approved by the Policy Owner include amendments to:

• Correct or update a title (excluding policy title), name, contact, numbering or web link
• Cross reference to another policy document or other relevant document
• Correct document formatting or spelling (excluding policy title)

Consider when the amendments should take effect and communicate changes when appropriate. Submit an updated version of the policy to the Online Document Library. Email (opens in a new window)univsec@ucd.ie with a summary of editorial amendments to notify University Secretariat of the reason for new version of policy and to speed up publishing of policy.

Editorial amendments to policy - flowchart (pdf)

A policy title may be cross-referenced, for example, in other University policies, policy guides, websites, student guides and terms & conditions. Consequently, changing the title of a policy is always a major amendment and should follow the procedures and guidelines outlined in the Policy Development Guide.

Submit a Policy Proposal and follow the steps outlined in the Policy Development Guide.

Re-title policy - flowchart (pdf)

Move to Policy Development Guide

The decision to discontinue a policy is taken by the same committee that approved the policy in the first place. Possible reasons for discontinuing a policy:

• Policy is superseded by other policies
• Policy in the given area is no longer needed
• Policy is covered by other governance documents such as statutes, regulations or procedures

Submit a request to discontinue a policy to the appropriate approval body (include a committee submission form) with a rationale for discontinuing the policy. Include the policy in the submission.

Discontinue or replace policy - flowchart (pdf)

Replacing a policy is just another form of discontinuing a policy. The decision to replace a policy normally arises in the context of developing a new policy.

Bring any policies to be replaced to the attention of the approval body when proposing the development of the new policy (Policy Proposal) and again when seeking approval for the final policy. Communicate to all stakeholders which policies the new policy will replace.

Discontinue or replace policy - flowchart (pdf)