Policies and Procedures Frequently Asked Questions

Is there a Policy on how to develop and revise policies and procedures?

• Yes, there is a Policy and Procedure that outlines how policies and procedures must be developed or revised.  
• The Policy on Establishing Policies and Procedures can be found at: https://www.ucalgary.ca/legal-services/university-policies-procedures/establishing-policies-and-procedures-policy.
• The Procedure for Developing Policies and Procedures can be found at: https://www.ucalgary.ca/legal-services/university-policies-procedures/developing-policies-and-procedures-procedure.

What is the difference between a Policy or Procedure and an Operating Standard?

• A Policy or Procedure is a broadly applicable document that outlines expectations for members of the University Community.  Policies and Procedures must be developed and revised in accordance with a Policy Development Plan, in consultation with University Legal Services.
• Policies provide high level statements of principle to guide the institution’s operations. 
• Procedures clearly outline required elements in implementing high level principles articulated in a Policy.
• Operating Standards are focused and detailed documents that are intended to be dynamic.  They are maintained and published by a specific branch of the University.  These operational documents may also be called guidelines, processes, protocols, or similar names if better suited to the discipline or operational unit.

How do I propose changes to an existing UCalgary Policy or Procedure?

• The Implementation Authority identified in the Policy or Procedure is responsible for identifying when revisions are necessary.  If you are not the Implementation Authority and wish to propose changes, the first step is to contact the Implementation Authority.
• If you are the Implementation Authority, the first step is to draft the proposed revised policy and a Policy Development Plan in consultation with University Legal Services.  Please contact policy@ucalgary.ca for templates, word versions of existing policies, and additional information to assist in navigating the process.
• There are times where changes in legislation require revisions to a policy or procedure.  In those cases, Legal Services will reach out to the Implementation Authority to offer guidance and support in the making the necessary changes.
• The Implementation Authority is identified at the top of each Policy or Procedure.

How do I propose a new Policy?

• If you will be the Implementation Authority for the new Policy or Procedure, the first step is to draft the proposed revised policy and a Policy Development Plan in consultation with University Legal Services.  Please contact policy@ucalgary.ca for templates, word versions of existing policies, and additional information to assist in navigating the process.
• If you will not be the Implementation Authority, the first step is to engage the proposed Implementation Authority. 

How long does it take for a new or revised Policy to be approved?

• This varies considerably.
• An important part of every Policy Development Plan is to identify the Approval Authority, and the consultation steps that will be required before final approval.  The anticipated timelines for approval will be built into the Policy Development Plan, informed by the Approval Authority and steps required prior to approval.
• Legal Services can assist in determining if there are ways to expedite the process.

Who approves a new Policy/Procedure or changes to existing Policies/Procedures?

• The approval authority is listed on all Policies and Procedures above the Implementation Authority.
• Approval Authorities are typically the Board of Governors, the General Faculties Counsel, or a member of the Executive Leadership Team.

What if my changes are minor updates?

• University Legal Services is empowered to make editorial changes to policies without a full consultation and Policy Development Plan.  Editorial changes include updates to titles, names of departments, or spelling errors.  Please contact policy@ucalgary.ca if you identify an editorial change.
• For changes that do not fall within the definition of editorial change, a policy development plan and review will generally be required.  The policy team will work with proponents to expedite changes and propose a modified consultation process if the changes are substantive and not believed to require the time and resource investment of a full consultation process.

Where can I find information on Policy or Procedures that are in development?

Please contact policy@ucalgary.ca.