STEP-BY-STEP GUIDE VIU POLICY REVIEW PROCESS

STEP 1 SUBMISSION Scheduled Review  Every 5 years (at least) to Executive Responsible  Delegated to Admin Responsible to review and suggest revisions, rescission, or no action.  May be sent to Standing Committee for input  Submit Impact Statement ( reasons for changes or new policy). Revision submitted  Proponent (i.e. Dean, Dept. Head, Administrator, Committee) submits revised/new policy.  Impact Statement requested from proponent (reasons for changes or new policy). Revision submitted  Proponent (i.e. Dean, Dept. Head, Administrator, Committee) submits revised/new policy.  Impact Statement requested from proponent (reasons for changes or new policy). Suggestion submitted  Suggestion received from VIU Community member for revisions or for new policy.  If relevant, revised/ new policy created.  Impact Statement requested from proponent (reasons for changes or new policy). Policy review submitted via one of three avenues…. Draft documents revised and finalized through consultation with proponent and other stakeholders as identified on Impact Statement. Administrative Coordinator, Policies & Procedures

STEP 2 POLICY DEVELOPMENT WORKING GROUP (PDWG) Meets monthly Proponent invited Is policy relevant? Complies with University Act? Stakeholders? Procedure required? Categorize, format, wordsmith Liaise with Proponent re suggested changes Changes incorporated as directed by proponent Proponent may seek further input from Committees Administrative Coordinator, Policies & Procedures

STEP 3 ON THE REVIEW TRAIN PHASE 1 – ADMINISTRATIVE GROUPS Receive comments from Admin Groups. Liaise with proponent re suggested changes. Changes incorporated as directed by proponent. Proponent may seek further input information. Administrative Coordinator, Policies & Procedures Senior Management Group (SMG) Receive for notification only May have comments Provost’s Council Receive for Review or Information Council meets every 2 weeks Administration & Finance Committee (AFC) Receive for Review or Information Council meets 4 times per year – may review policy electronically

STEP 4 ON THE REVIEW TRAIN PHASE II – SENATE GOVERNANCE PRACTICES COMMITTEE (GPC) Review and recommend to Senate. May return to Proponent May refer to Standing Committee Administrative Coordinator, Senate SENATE “A” Policy – Review and Advise the Board “B” Policy – 1 st and 2 nd readings/Approval “C” Policy – Receive for Information

STEP 5 ON THE REVIEW TRAIN PHASE III – BOARD OF GOVERNORS POLICY DEVELOPMENT REVIEW COMMITTEE (PDRC) Review and recommend to the Board. Administrative Coordinator, Board BOARD of GOVERNORS “A” Policy – receive advice from Senate 1 st and 2 nd readings/Approval “B” Policy – Receive for Information “C” Policy – 1 st and 2 nd readings/Approval Finalize documents Post on web Advise Proponents and Stakeholders Archive file documents Notify VIU Community Administrative Coordinator, Policies & Procedures