Policy Management System

Transcription

1 HIGHER COLLEGE OF TECHNOLOGY QUALITY ASSURANCE COMMITTEE Policy Management System Policy No. 001 Unit of Origin QAC Date Effective 26/11/2012 Policy Owner HCT Approval Authorities HCT CAB Policy Author(s) PMS Committee Contact PMS Chairperson: Samira Said Al Esry, Room CE109, Engineering Department This work is copyrighted. All rights are reserved, whether the whole or part of the material is concerned. Duplication of this work or parts of it is only permitted under the written permission of the Higher College of Technology. Violations fall under the Prosecution Act of the Oman Copyright Law.

2 Version Control Table Version Author Date Summary of Changes (dd/mm/yyyy) 0.1 QAC-PMS 20/09/2012 First draft 0.2 QAC-PMS 06/10/2012 Inserted a table of contents, version control table and incorporated feedback received Approval Authorities Signature/Date: Disclaimer: In the case of discrepancies between the College Bylaws and this policy, the College Bylaws will be abided by and will supersede the conflicting policy statement. PMS Policy Management System_10/2012_V1.2 Page 2 of 11

3 Table of Contents 1. Overview Policy Development Framework Development and Publication Application Policy Development Process General Guidelines in Policy Writing... 8 References:... 8 Appendix... 9 Policy Cover Page and Layout... 9 PMS Policy Management System_10/2012_V1.2 Page 3 of 11

4 1. Overview The Higher College of Technology (HCT) is engaged in policy development and management in compliance with the Ministry of Manpower (MOM) mandates. This Policy Development Framework (PDF) and national academic accreditation requirements govern the development, implementation and review of college policies and related documents. Its purpose is to ensure that the policies of the college are developed, applied, monitored, and reviewed on a regular and consistent basis. The PDF and national academic accreditation requirements assist and guide the college to achieve its vision, mission, strategic goals and objectives, and also serves to achieve operational efficiency whilst reducing risk. In doing so, the Quality Assurance Committee (QAC) consults the affirmations and recommendations of the OAAA, the Higher College of Technology Strategic Plan, and the emerging regulatory needs and requirements of the College Units to devise a set of generic policy categories required for the college. Policy statements and procedures may originate from the QAC Office or individuals/groups from the units in the college. A policy and procedure is submitted to the designated authority for processing (See procedures below), for approval and endorsement by the College Council. They are disseminated for awareness and implementation. The QAC conducts periodic college and unit audits to monitor and evaluate the implementation and effectiveness of the policies and procedures and adherence to the Policy Management System (Refer to Internal Audit Policy and Procedures). The MOM QA Department is the college s official external auditors. 2. Policy Development Framework HCT policies consist of statements and procedures which are of long term application to the college. They help ensure that the college complies with the Ministry mandate, accrediting body requirements and community expectations. Policy Statements set the standards for what ought to be done that guide the decision making process in carrying-out college activities. A policy statement is an essential tool for academic and management practice. It sets expectations for the performance of individuals and groups, and may be enhanced by the development of specific procedures and/or practices that should be followed to enact the policy. Procedures are the steps for successful application and implementation of a policy or process. They may also exist independently to direct operational activities, with regards to what ought to be done, and assign responsibilities. Procedures detail the implementation of policies, providing step-by-step instructions on how to deploy a process thus aiding the college s operation. PMS Policy Management System_10/2012_V1.2 Page 4 of 11

5 Supporting documents and References provide additional details on HCT policies and are used to recommend standardized practices and processes so as to ensure consistency and completeness in performing tasks. Templates and Forms in a consistent format and style are used to present document decisions, aid and regulate workflow and speed up approval processes. 3. Development and Publication HCT Policies must: 3.1. Represent and support the college mission, vision, objectives, values and strategies 3.2. Be relevant and lead to transparency in their intention and meaning 3.3. Be developed in consultation with the QAC office and endorsed by the college council 3.4. Comply with the by-laws and government legislations 3.5. Assign authority for decision making 3.6. Assign responsibility for actions required under the policy 3.7. Assign an accountable policy coordinator to review the operation and effectiveness of the policy and its proper implementation 3.8. Be in accordance with the policy development framework, using the policy template approved by the QAC Be disseminated for awareness and implementation Provide definitions of important and re-occurring terms Be reviewed every two years or when the need arises Policies are written standards that provide guidance and assistance to all college staff to ensure systematic administration of college affairs. The QAC identifies and defines generic policy categories required for the college by referring to the affirmations and recommendations of the OAAA and the HCT Strategic Plan. The QAC initiates the preparation of policies according to the level of priority. Policy statements and procedures may originate from individuals, groups, units, or departments and serve to expand the scope of already existing generic policy categories (as predefined by the QAC). 4. Application The following principles apply with respect to all HCT policies; PMS Policy Management System_10/2012_V1.2 Page 5 of 11

6 4.1. All staff, students, and administrators must comply with college policies when carrying out their activities Some policies may only be applicable to specific departments or units Policies must be applied equitably and consistently Periodic college and unit audits are conducted to monitor compliance with policies Policies are revised and updated with reference to unit proposals, the findings of audits and feedback from stakeholders. 5. Policy Development Process 5.1. Policy statements and procedures are proposed and prepared by the originators These should be discussed with the members of the policy development team, concerned bodies and stakeholders A draft is prepared and disseminated to all stakeholders for final feedback and the approval of the concerned Head of Department and/or Head of Section, if applicable These are then forwarded to the College Academic Board (CAB) to review and issue approvals QAC distributes approved policies to all units and departments QAC requests ETC to publish new and revised policies on the college website QAC updates the Quality Assurance Manual (QAM). PMS Policy Management System_10/2012_V1.2 Page 6 of 11

7 HCT Policy Development Process PMS Policy Management System_10/2012_V1.2 Page 7 of 11

8 6. General Guidelines in Policy Writing 1) Use simple language for clarity of policy statement and avoid long chunks of text 2) The same words for the same concept should be used consistently throughout the policy 3) The policy should be composed of short paragraphs that make use of appropriate active or passive voices 4) The use of must or will is recommended rather than should 5) Avoid acronyms and abbreviations except when necessary 6) Use third person in preference to the second person. (e.g.: they rather than you ) 7) Be as concise as possible to state a case e.g. All staff and students should The word all is redundant. Staff and students imply all. References: Carroll, M., 2006, Good Documentation: Policies, Procedures and Guidelines, Workshop Handout, Training Module 05B v2, Ministry of Higher Education & Oman Accreditation Council PMS Policy Management System_10/2012_V1.2 Page 8 of 11

9 Appendix Policy Cover Page and Layout HIGHER COLLEGE OF TECHNOLOGY QUALITY ASSURANCE COMMITTEE Policy Name Policy No. Date Effective Approval Authorities Contact Unit of Origin Policy Owner Policy Author(s) This work is copyrighted. All rights are reserved, whether the whole or part of the material is concerned. Duplication of this work or parts of it is only permitted under the written permission of the Higher College of Technology. Violations fall under the Prosecution Act of the Oman Copyright Law. Approval Authorities PMS Policy Management System_10/2012_V1.2 Page 9 of 11

10 Name the approval authorities, (e.g. CAB) Date Effective Unless determined otherwise by the approving body, the policy becomes effective once it has been approved. Approval and Revision Details (located in the Version control table) Indicates the approval and revision history including any important dates and/or decision and findings concerning the policy. Policy Owner Must refer to a position title and not the name of the individual Policy Author Must refer to a position title and not the name of the individual Unit of Origin Unit or department which initiated the proposal of new policy statement and procedures Contact Position of the person responsible for answering any queries regarding this policy. Version Control Table Version Author Date Summary of Changes (dd/mm/yyyy) 0.1 QAC-PMS 06/10/2012 First Draft Approval Authorities Signature/Date: TABLE OF CONTENTS Footer: Author_policy name_date_version pagexofy PMS Policy Management System_10/2012_V1.2 Page 10 of 11

11 1. Purpose 2. Scope Discuss why the policy is needed in a few sentences [Cambria 12] Refers to the subjects and affairs of which the policy applies [Cambria 12] 3. Definitions Provides definitions to unique and important terms used in the policy (E.g. Credit hours is the unit of measurement specifying the weight age of courses during one academic semester). [Cambria 12] 4. Policy Statement The policy statement must be able to guide the decision-maker in areas within the scope of the policy. It sets expectations for the performance of individuals and groups, and it leads to the development of specific procedures and/or practices that should be followed to enact the policy. The policy statement is often short and brief. [Cambria 12] 5. Responsibilities and Stakeholders a. The specific responsibilities of persons and/or bodies to enact the policy. b. Stakeholders identify positions or bodies in the college who have been consulted in the development or revision of the policy. This may also include external community members. Stakeholders also refer to the individuals or bodies who are affected by the policy. Use positions and not names of people. [Cambria 12] 6. Related Policies and References a. Related policies [Cambria 12] b. Other references (e.g. By-Laws or documents) 7. Supporting Procedures Outline the procedures that support the policy. Note it is necessary to prepare procedures for each policy. PMS Policy Management System_10/2012_V1.2 Page 11 of 11