The Secretariat manages the library of policies, procedures and guidelines with application across the University. In connection with this responsibility, the Secretariat has undertaken the Policy Renewal Project, with the aim of reviewing and renewing the policy management framework and existing library of university policies.
This dedicated webpage provides the campus community with a window into the project, as well as access to resources and information to enable members of the community to contribute to the project. Please click on the relevant links below for further details.
Overview of the Policy Renewal Project
In early 2013, the president directed the Secretariat to undertake a thorough review of university policies and the framework within which university policies are managed. The Policy Renewal Project, which was formally approved in the summer of 2013, was designed to achieve these objectives. The project was originally intended to run from 1 September 2013 to 30 September 2018. However, the first two years of the project has demonstrated that more time is needed in order to enable careful consideration and meaningful consultation. So the project end date will be extended by two years to 30 September 2020.
The Policy Renewal Project has two overarching goals:
To review the framework within which university policies are managed and to make improvements where necessary; and
To review and update the existing policy library with the intention of improving the clarity, consistency and relevance of university policies.
The processes at the centre of the policy management framework are contained in Policy 1, which governs the initiation and review of university policies. The framework also includes the people and processes supporting policy initiation and review, communicating changes to university policies, providing policy interpretation, and managing the library of current and prior versions of policies. Each of these pieces of the framework will be examined in order to identify opportunities for improvement.
In addition to the policy management framework, the Secretariat will facilitate the review of the library of existing university policies. Changes which will be considered include:
- “housekeeping” updates, such as changes to formatting, position titles, names of units or legislative references;
- in-depth review and substantive revisions to content;
- addition of new policies;
- cancellation of policies which are no longer relevant; and
- amalgamation of policies with similar subject matter.
Please note, guidelines and procedures will also be reviewed to the extent necessary to maintain consistency with revised policies; however, a thorough review is not currently within the scope of this project.
For information on how to participate in this process, please see below.
Schedule for review
As of 1 September 2013, there were sixty-eight university policies in force. All are scheduled for review over the course of the project. The Secretariat will publish the list of policies under review or scheduled for review in a given year on this page, following an inventory of the previous year’s work and consultation with stakeholders on priorities for the coming year.
Policy reviews completed in 2013-14 (Year 1):
Policy 5 – Salary Administration, University Support Staff [S]
Policy 6 – Vacation – Staff [S]
Policy 7 (new) – Gift Acceptance [G]
Policy 18 – Staff Employment [S]
Policy 30 (new) – Employment of Graduate Student Teaching Assistants [Z]
Policy 39 – Leaves of Absences for Staff Members [S]
Policy 40 – The Chair [A]
Policy 59 – Reduced Workload to Retirement [FS]
The Secretariat consulted with the community and/or commenced work on several other policies in Year 1, including: Policy 10 – Naming Opportunities; Policy 11 (new) – University Risk Management; Policy 44 (new) – Research Centres and Institutes; Policy 68 – Vice-President, University Research.
Policy reviews completed in 2014-2015 (Year 2):
Policy 11 – University Risk Management [G]
Policy 17 - Quotations and Tenders [G]
Policy 20 - Lost and Found [G]
Policy 34 - Health, Safety and Environment [G]
Policy 44 - Centres and Institutes [G]
Policy 58 - Search and Nominating Committee for Director Guelph-Waterloo Centre for Graduate Work in Chemistry [A]
Policy 60 - University of Waterloo Emergency Response [G]
There are five policy drafting committees meeting at the moment: Policy 33 (Ethical Behaviour) Drafting Committee; Policy 76 (Faculty Appointments) Drafting Committee; Policy 54 (Definition of Staff) Drafting Committee; Travel Planning and Approval Policy Committee; and Sexual Violence Policy Subgroup. The terms of reference for Policy 14 (Pregnancy and Parental Leaves) Drafting Committee are in process.
In addition to the above, the Secretariat consulted with the community and/or commenced work on several other policies in Year 2, including: Policy 2 – Bulletin Boards, Temporary Signs, and Notices; Policy 22 - Regulations Governing the Installation of Equipment in University Buildings; Policy 29 – Smoking; Policy 32 – Pets on University Property; Use of Controlled Substances on University Property; and Commercial Activities on University Property.
Policies currently under review or scheduled to be reviewed in 2015-16 (Year 3):
Policy 2 – Bulletin Boards, Temporary Signs, and Notices
Policy 7 – Gift Acceptance
Policy 8 – Information Security
Policy 12 – Records Management
Policy 13 – Archives
Policy 14 - Pregnancy and Parental Leaves
Policy 19 – Access to and Release of Student Information
Policy 22 - Regulations Governing the Installation of Equipment in University Buildings
Policy 29 – Smoking
Policy 32 – Pets on University Property
Policy 33 - Ethical Behaviour (also impacts Policy 61 and Policy 65)
Policy 54 - Definition of Staff
Policy 73 – Intellectual Property
Policy 76 - Faculty Appointments
Use of Controlled Substances on University Property
Travel Planning and Approval Policy
Sexual Violence Policy
For the full list of existing university policies, please follow this link: Policies, procedures & guidelines.
How to participate
Changes to the policy library will be undertaken in accordance with Policy 1, which provides opportunities for stakeholder representatives to engage in the review and approval process based on the classification of the policy under review. See Policy 1 for more information.
Please contact your stakeholder representatives to comment on university policies under review or more generally. You are also welcome to submit suggestions, comments and questions to firstname.lastname@example.org. Everyone’s input is welcome and important to ensuring the success of this project.