Previous Policy Updates

Administrative Updates to policies

The majority of policy references have now been updated to reflect the new organisational structure. The Policies team is working through all policies to ensure all changes resulting from the new structure have been captured, including divisions, positions and delegations.

If you find a policy that appears to be incorrect please let us know by email policies@une.edu.au including a link to the policy and noting the relevant clause/s.

Please check you are accessing the policies website when using polices so that you can be assured you are using the latest version.

Division updates

The majority of changes to division names and acronyms have now been made, but if you do see a division reference that needs updating please let us know.

Position updates

Responsibilities for positions no longer in the new structure have been reassigned. This includes reassigning roles previously held by Provost & Deputy Vice-Chancellor (PDVC), Pro Vice-Chancellors and Chief Legal and Governance Officer.

Delegations

Changes to the delegations register are in progress and a further notice will be issued when the new delegations schedules are updated on the website.

Support

If you have questions about policies, specific or general, or about the Policy Reform Project, please email policies@une.edu.au or call Lisa McMahon (x1641) or Alicia Zikan (x5190)

Alicia Zikan, Head of Records Policy and Governance (Acting)

Have your say on policies currently out for consultation.

12 April 2021

Dear Colleagues [Consultation now closed]

New Position Description Naming Convention Guidelines- Professional and Common Law Contract staff are available for staff feedback via the UNE Policy Library Bulletin Board.

These guidelines aim to rationalise the inconsistent application of position descriptors across the professional and manager staff cohort at UNE, support equity in naming protocols, and simplify policy and delegation frameworks through use of common language for similar level roles. The guidelines will help staff more easily understand the level of responsibilities and delegations attached to a specific role or title.

Please provide your feedback by 26 April 2021 through the UNE Policy Library Bulletin Board.

Regards

Alicia Zikan, Head of Records Policy and Governance (Acting)

8 April 2021 [Consultation now closed]

Dear Colleagues,

New Project Management Guidelines are available for staff feedback via the UNE Policy Library Bulletin Board.

These guidelines and the associated Program and Project Management Framework (PPM) aim to support University Representatives to achieve desired project outcomes. Projects represent an investment by the University in future capacity and capability and as such are both critical to UNE’s success and are required to be conducted with due diligence to ensure accountability in the allocation of resources, realisation of benefits and management of risk.

These guidelines outline the project management approach of the University along with expectations in the establishment, governance, implementation and recordkeeping of projects.

Please provide your feedback via the above link by 22 April 2021.

Regards

Alicia Zikan, Head of Records Policy and Governance (Acting)

9 July 2020 [Consultation now closed]

The new Sexual Harm and Harassment Prevention and Response Guidelines and revised Prevention of Harassment, Bullying and Discrimination Policy are now available on the UNE Policy Library Bulletin Board for your feedback.

The Sexual Harm and Harassment Prevention and Response Guidelines replace the Sex-Based Harassment Policy and outline UNE’s zero tolerance approach to sexual harm and harassment, reflecting the commitments of Respect. Now. Always.

The Guidelines outline UNE’s proactive approach to preventing sexual harm and sexual harassment and the support available at the University. These Guidelines impact all UNE representatives and provide details of UNE’s ongoing commitment to strengthen its culture to be inclusive, safe, and respectful.

Content on sexual harassment in the Prevention of Harassment, Bullying and Discrimination Policy has been moved to the Sexual Harm and Harassment Prevention and Response Guidelines. The focus of the Prevention of Harassment, Bullying and Discrimination Policy remains unchanged.

Please provide your feedback via the Bulletin Board by 23 July 2020.

Kind regards

Caitlin Rowe on behalf of the Records Policy and Governance Unit.

12 June 2020 [Consultation now closed]

Privacy Management Plan

NOTE: Thank you for your feedback - the consultation for UNE's Privacy Management plan has now concluded. Contact the policies team if you have any questions.

The Privacy Management Plan aims to explain UNE’s and your obligations under NSW, national and international privacy legislation in a coherent manner and demonstrate UNE’s respect for the privacy of all students, staff, and others for whom it holds personal information. The overarching principles which guide the management of personal information at UNE remain:

the collection of information is lawful, direct, relevant, open and transparent;
information is stored securely, not kept any longer than necessary and disposed of appropriately;
information is accurate and accessible to the person to whom it relates; and
information collected for a particular purpose, is not used or disclosed for another purpose.

To better assist the UNE community to meet these obligations and uphold these principles, the following changes have been incorporated into the new Privacy Management Plan:

Inclusion of requirements under the General Data Protection Regulation
Inclusion of Privacy Impact Assessments at the start of any new project involving the collection, use or processing of personal and/or health information, or whenever there is a change to a project/system/process that may impact privacy. Privacy Impact Assessment templates including a threshold test and ongoing assessment template for major projects are available on our webpage.
Clear instructions surrounding the collection of personal information including images or audio video materials at events.

The Privacy Management Plan is to be read in conjunction with the Privacy Toolkit, an associated document including case studies and plain English advice on the management of privacy at UNE. We would welcome your feedback on this Toolkit. The templates mentioned in the Toolkit will be sent to key stakeholders for review. If you are interested in participating in this review please contact policies@une.edu.au.

Please provide your feedback via the Bulletin Board by 30 June 2020.

Prizes and Scholarships Rule and Procedures

Updated versions of the Prizes and Scholarships Rule and Procedures are now available on the UNE Policy Library Bulletin Board for your feedback.

Overview and key changes

The Prizes and Scholarship Rule and Procedures provide a framework for the establishment, management and administration of coursework Prizes and Scholarships awarded by the University.
These changes aim to clarify the processes involved and the respective roles and responsibilities of Student Success and Advancement, Communications and Events.

Please provide your feedback via the Bulletin Board by 30 June 2020. [Note: The feedback period has now closed]

Kind regards

Ryan Young on behalf of the Records Policy and Governance Unit.

25 May 2020: [Consultation now closed]

New and Updated Committee Terms of Reference

Dear Colleagues

New Terms of Reference have been published for the Investment Sub-Committee (a sub-committee of the Finance and Infrastructure Committee of Council).

This Sub-Committee has been established to provide advice to the Finance and Infrastructure Committee and Vice-Chancellor on the management of University investments with particular reference to:

the appropriateness of investment policies;
the success of investment strategies; and
the sustainability of investment activities.

All staff involved in investment-related activities should familiarise themselves with the requirement to regularly report to this Sub-Committee on the performance of investments.

Changes have also been made to the Terms of Reference of two other Council Committees.

Terms of Reference/Charter (Council Approved) – Audit and Risk Committee: Minor changes have been made to clarify the objectives of the Committee. A copy of the UNE Internal Audit Charter has also been added as an associated document.
Terms of Reference (Council Approved) – Finance and Infrastructure Committee: Minor changes have been made to reflect the new Investment Sub-Committee.

For any general enquires regarding policies or policy changes, please contact Caitlin, Gabrielle or myself at policies@une.edu.au.

Kind regards

Ryan Young on behalf of Records Policy and Governance Unit

22 April 2020 - [Consultation now closed]

RECENTLY PUBLISHED! University Collections Principles and Guidelines

Dear Colleagues

We are pleased to advise that the new Principles and Guidelines for the University’s Collections are now published to the UNE Policies website.

These new policy instruments allow for a cohesive and consistent approach to the promotion, use and standard of practice of all UNE collections activities across UNE.

The University Collections Principles highlight the valued role of our amazing University Collections, as well as the importance of effective management and care of collections.
The associated Guidelines cover the steps for establishing and reviewing collections; aspects of the ongoing management and reporting/governance; the promotion and use of collections; specific roles and responsibilities and compliance management expectations.
Key aspects of the new guidelines include:
- the details of all University Collections are to be maintained on the UNE Collections Register which is approved by the Vice-Chancellor; and
- each University Collection will have a Custodian with resource and oversight responsibility, including for appointment of the Collection Manager.

The University Collections Committee has a key role in governance and monitoring of University Collections and advising the Vice-Chancellor on collections matters (approvals, adherence to standards etc).
- Collections will be required to provide an annual review report, endorsed by the collection's Custodian, to the University Collections Committee.
- Please note that any other collections related committees of the University will have no further operation following a three month transition period (i.e. end June 2020).

Management procedures for a specific Collection are allowed for within the Guidelines – but any such procedures must be reviewed by the Custodian/University Collections Committee as consistent with the overarching Principles and Guidelines.
UNE Staff need to be aware that there is an approval process that is to be followed before the University accepts donations or objects for a University Collection. The acceptance process will often require that the Collection Manager research the provenance of the object and assess it suitability for Collection, involving the Collection Custodian as required. If you are approached regarding a potential donation to a Collection - you should contact njarry@une.edu.au or the Office of Advancement Communications and Events via advance@une.edu.au.
The Associate Director University Collections is able to provide support and advice regarding collections matters. Please contact Narelle Jarry on email: njarry@une.edu.au.

REVISED! Terms of Reference - Online Governance Committee

Dear Colleagues

Please be advised that changes have been made to the Terms of Reference for the Online Governance Committee effective immediately. These changes have been approved by the Vice-Chancellor.

The key changes involve:

providing additional authority to the Committee, including the ability to authorise the removal of online content that is in breach of established guidelines and policy;
focusing the Committee on strategic (rather than operational) issues, including oversight of business as usual activities relating to online content (outside teaching and learning content); and
addressing and removing overlap between the Information Technology Governance Committee and this Committee.

All staff members should review these terms of reference so that they are familiar with when they might be required to report to the Committee regarding planned website content changes, and what processes they need to follow regarding online content to ensure that it meets the expected University standard.

Please view the updated Terms of Reference.

For enquirers regarding policies or policy changes, please contact policies@une.edu.au