Definitions

Implementation document - supports the policy statement and help staff comply with the policy by outlining the process they need to follow to implement the policy.

Examples may include procedures, guidelines, plans, checklists, flowcharts, diagrams, templates, information/fact sheets or forms. The Excursions Policy Implementation Procedures describe the processes and procedures that schools need to observe when participating in an excursion.

Iteration - version of a policy document that has been refined from a previous version, such as in response to stakeholder feedback.

Metadata - data fields that provide information about a policy-related document. May include approval date, reference number and key words that enhance search capability.

Mobilisation - bringing together people and resources to initiate the policy development or review process. For example, the policy manager invites stakeholder and policy user representatives to contribute to the policy review or development process.

Policy - a course of action that determines the way a staff member is required to deal with a particular issue as part of their work-related duties. It is also expected that all parts of the school community adhere to the department’s policy advice. A policy may be documented with a policy statement and corresponding implementation documents.

For example, the Excursions policy provides advice to staff about the course of action that must be followed to manage the risks associated with a school excursion.

Policy framework - a structure that provides guidelines and advice on how policies are developed, reviewed and published. The department’s policy framework describes the process of policy review and development, the delegations and approval levels that apply during the policy cycle and how departmental policies are published, evaluated and supported.

Policy manager - the officer responsible for ensuring that the policy is implemented, reviewed and supported. For example, the Director, School Policy and Information Management is the manager responsible for the Excursions policy.

Policy statement - a clear and concise statement of the organisation’s position on an issue or risk, and which clearly identifies staff roles and responsibilities.

Policy user - a department employee whose activities at work need to comply with a relevant departmental policy. For example, a teacher responsible for organising a school excursion is required to comply with the Excursions policy.

Prototype - a sample of a proposed policy or policy-related document. The sample would be subject to various revisions (iterations) in response to stakeholder feedback.

Related document - additional resources to support the policy statement and implementation documents.

Scope - the range of what is included in the development or review of a policy document. For example, the scope of a policy review may be to focus only on how well the policy is communicated.

Stakeholder - those in the department that a policy is likely to have an impact on. For example, the Excursions policy will have an impact on schools planning an excursion. It may also have an impact on other areas of the department, including:

  • those that approve excursions at a corporate level

  • EDConnect for advice on processing parent contributions towards an excursion

  • Legal Services

  • Work Health and Safety directorate

  • staff responsible for providing advice regarding the policy.

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