The Monash Policy Framework sets out the principles, scope and lifecycle of all of the University’s policies, procedures and schedules.
The Framework is designed to:
- ensure a clear and consistent governance and management approach is adopted in the development of all University policy;
- facilitate compliance with relevant legislative and regulatory requirements;
- enable efficient and effective decision making, incorporating quality assurance and risk management practices; and
- establish clear roles and responsibilities for individuals and groups in the development, review, amendment and approval of policy.
Policy Framework Hierarchy
The Policy Framework fits within Monash's broader governance structure under the Monash University Act.
A policy is a concise statement of principles and rules that outline the University’s approach or position on governance, academic or operational matters. Policies set out the University’s expectations of staff and students in undertaking University activities, as well as what staff and students can expect from the University. Policies help to guide decision-making and communicate roles and responsibilities.
Policies must be consistent with, and will often aim to facilitate, compliance with legislative or regulatory obligations. Where this is the case, policies should explain rules arising from these instruments within the Monash context i.e. how a piece of legislation is applied at the University, but should not repeat sections of that legislation.
Each policy must have at least one procedure, providing guidance to staff and students on how to comply with the overarching rules and requirements. Policies should be written clearly, using plain english and explaining acronyms.
- the University’s Corporate Credit Card and Reimbursements Policy outlines the principles for purchases that staff may make on behalf of the University, i.e. staff are expected to exercise honesty and reasonable judgement when making expenditure.
- the University's Student Academic Progress Policy sets out the principles that guide the University in monitoring students who are at risk of making unsatisfactory progress in their studies and the circumstances when students can appeal or seek review of decisions made in the academic progress process.
A procedure sets out the mandatory, University-wide processes, practices or actions required to implement and comply with a policy. They instruct staff and students on how to meet the requirements of the policy, i.e. how the rule is applied across a certain activity.
Procedures can include links to useful information, such as forms or templates, and may include contacts, such as role accounts or links to web or intranet pages.
While each policy must have at least one procedure, multiple procedures under a single policy can be useful to cover different, detailed subject matter.
- the University’s Corporate Credit Card and Reimbursements Procedure outlines the ongoing obligations of the cardholder, detailing purchases that can and can’t be made with a Monash credit card.
- the University’s Student Academic Progress Procedure explains the processes involved in supporting students at risk of unsatisfactory academic progress, including responsibilities of faculties and students.
A schedule may be developed to support unique activities or requirements and/or to meet an external requirement, such as legislative obligations that apply only to a location outside Australia.
Schedules will only be developed where the activities or requirements being addressed cannot be easily or clearly set out in a broader procedure or procedures.
- The Data Protection and Privacy Schedule Monash Indonesia outlines the specific ways that Monash handles personal data in carrying out the University’s operations and complies with all applicable privacy laws in Indonesia.
Business processes are optional instructions that a faculty or portfolio may introduce to document how a policy is applied in its day-to-day operations.
Local business processes provide guidance to staff and students on ‘back-of-house’ information relating to how a business area conducts their work.
Business processes must not duplicate policy and are subordinate to, consistent with and subject to policy and the relevant legislation and University regulations. If a conflict arises, the policy, legislation or regulation applies and overrules the business process.
Business processes are not a part of the Policy Framework and the University Policy Team does not advise on these matters.
All policies, procedures and schedules are categorised as Governance, Academic or Operational, with category definitions for each indicated below:
|Category type||Category definition|
|Governance||Policies that Council reserves for its own approval and for those that underpin the University’s compliance with certain legislative obligations, such as audit and risk.|
|Academic||Policies that support the integrity and delivery of quality for education, graduate research and research.|
|Operational||Policies that support the management and administration of the University.|