RMIT Quality Management System

Guidelines - Writing a Policy at RMIT

Background:

RMIT Council has adopted an improved framework for the development and documentation of policies and related material as integral parts of the RMIT Quality Management System (QMS).

This framework consists of three core components (Policies, Processes & Practices), which are supported by Guidelines (to provided guidance on interpretation and implementation).


This approach ensures that policy development results in a coherent “package”, the implementation and support for which has been thought through at the policy development stage.

Key Points about Policy Development in the Quality Management System

The QMS framework incorporates several important improvements in policy development:

  • Policies are intended to be concise and focus on what is intended, why the policy has been introduced (i.e. its intended effect) and who will be responsible for approval, implementation, monitoring and improvement.
  • The “how” (i.e. implementation) is contained in the associated Processes & Practices.
  • Policy approval (e.g. by Council, Boards etc.) is accompanied by the confidence that the attendant processes and practices arising from a policy have been thought through as a coherent “package”.

  • Policy approval will typically be associated with approval of delegated responsibility for implementation.
  • The framework of Policies, Processes, Practices & Guidelines is intended to be available and updated electronically.
  • Measurement of effectiveness and continuous improvement is integrated with policy development.

Note: Many older “policies” at RMIT are a mix of “what” and “how” and will need revision (many are in fact not policies at all as currently envisaged, rather they are mainly about “how”, i.e. practices).

Developing a Policy:

The following material provides a template for development of policy, which will address the revised requirements for policy development at RMIT.

Some key points to be borne in mind are:

  • The policy should be concise
  • Policy development requires thinking through to the implementation processes and practices as a coherent package
  • Clarity is required on why the policy is needed and what will be measured to see that it is working
  • Monitoring and improvement mechanisms are integral components of policy development
  • The resource implications for oversight, measurement and reporting on implementation of the policy need to be considered at the development stage.

Policy Template:RMIT Policies should include the following components –

1. Policy Statement:A short statement of WHAT is intended (no details of HOW here - “how” is addressed in the associated Processes/Practices/Guidelines - see System Design)

e.g. the RMIT Policy Statement on course quality assurance (TAB 035/97) reads:

Continuous improvement plans and processes, that are consistent with RMIT’s Philosophy and Principles of Teaching and Learning (and associated teaching and learning strategies) and are informed by advances in educational theory and practice, will be integral components of teaching and learning at RMIT.

RMIT will maintain an educational quality assurance (EQA) process that fosters and provides evidence of the integration of continuous improvement in teaching and learning.

2. Rationale: WHY the policy (and its associated linked processes etc. that are part of the same “package”) is being implemented. The policy rationale should state clearly what the major outcomes will be.

e.g. the policy on course quality assurance cited above includes in its rationale:

This policy (together with its associated Processes, Practices and Guidelines) is intended to:

  • Foster planned continuous improvement in teaching and learning
  • Communicate RMIT’s approach to quality assurance to all stakeholders
  • Identify delegated responsibilities for educational quality assurance
  • Provide direct evidence of:

- linkages between teaching and learning strategies, improvement plans and processes

- ………….

  • Provide a basis for certification of educational quality assurance processes to ISO 9000
  • Inform reviews of the effectiveness of teaching and learning strategies.

The rationale provides the basis for review of whether the policy worked.

3. Measures:The rationale should be accompanied by a list of the measures that will be used to determine if the policy has been effective in achieving its intent.

e.g. these might include direct measures of intent or outcomes, reductions in error rates, reductions in complaints, client satisfaction measures, costs, cycle times etc. as appropriate to the rationale for the policy.

4. Scope/Application:WHERE the policy applies, if not already clear in the statements above.

e.g. the draft policy statement on staff development indicates:

This policy applies to all staff of RMIT. Associates and affiliates (…) and staff of RMIT Companies may also have access to RMIT staff development opportunities

5. Responsibility:WHO(i.e. position/office) will be primarily responsible for:

- Approving (& amending/abolishing) the policye.g. Council, VCEM etc.

- Implementing the policy (via its linked processes)e.g. HODs etc.

- Monitoring its operational impacte.g. Teachers, EQRC etc.

- Implementing the measurement systems required e.g. via RAMA, SMS etc..

- Reporting e.g. to Council via Quality & Performance Committee against the Strategic Plan

6. Resources: How implementation of the policy will be resourced (not in detail)

e.g. the draft policy statement on staff development includes under Resources:

RMIT will provide resources to support staff development including:

a)Electronic access to relevant information for all staff

b)Documents, tools and training to assist supervisors and staff …..

This section should also address the resources required for measurement and reporting if existing systems are not in place.

7. ImprovementWHO (e.g. Office/Committee etc.)will review the content and effectiveness

Cycle: of the policy (i.e. against its Rationale),

WHEN and how frequently it will be reviewed (e.g. annually),

HOW measures will be used and reported (including their use in system monitoring, e.g. T&L System, or at university level, e.g. Strategic Plan Performance Indicators, as applicable)

HOW improvementswill be implemented (e.g. typically by those responsible for the operational implementation of the Policy, i.e. the “owners” of the Processes stemming from the Policy).

8. Cross References:Name the key document(s) that inform the Policy, e.g. T&L Strategy, and the associated Processes & Practices that flow from the Policy (these references allow useful search links to be established in the electronic cross referencing system).

9. Document Control: All RMIT policies must comply with RMIT’s standards for document control (see RMIT Practices: Document Control).

RMIT Guidelines - Writing a Policy at RMIT 2.1Page 1 of 3

Approved: Director Quality Development 22 March 1999Original: Planning and Quality Unit