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    Policy Framework

    Policy name Policy Framework
    Policy number COR005
    Date approved 17 August 2022
    Approving body Cairnmillar Council
    Responsible officer Chief Executive Officer
    Implementation officer

    Dean
    Director of Clinical Services
    Director of Finance
    General Manager
    Next review date August 2027
    Related policies

    1. Purpose of this policy

    The Cairnmillar Institute (the Institute) is committed to ensuring that it meets its obligations under Victorian and Commonwealth legislation. The purpose of this policy is to ensure good governance for policy development by stating how policies will be developed, implemented, amended, and reviewed by the Institute. This policy also defines the roles and responsibilities of authorities in relation to the policy life cycle.

    2. Scope

    The Policy Framework applies to all policies developed by the Institute.

    3. Policy

    3.1. Policy Principles:

    1. Be created where there is a clear and justifiable need.
    2. Align with the Institute’s regulatory framework and strategic plans.
    3. Comply with legal requirements and meet community expectations.
    4. Be developed, implemented, amended and reviewed in consultation with key stakeholders.
    5. Set out roles and responsibilities to ensure transparency.
    6. Be able to be implemented.

    3.2. Policy rules

    A policy must:

    1. Record the policy approver.
    2. Contain the policy objectives, scope and application of the policy.
    3. Contain the policy, linked procedures (if applicable) and summarise the roles and responsibilities.
    4. Contain information to track authorisation, amendment, and review dates.

    3.3. A policy can only proceed to approval stages where:

    1. The approval pathway as specified in section 4.3 of this policy is followed.
    2. Key stakeholders have been consulted.
    3. Legal advice (if appropriate) is sought.

    3.4. Every five years, or earlier if required, a review must be undertaken of each policy against the principles set in this Framework.

    3.5. The Chief Executive Officer or nominee will report to Council annually on policy framework operations and policy reviews. Outcomes of reviews under section 3.4 above must be reported to the officer appointed under this section.

    3.6. Only authorised versions of current policies are to be published in the central policy repository on the Institute’s website.

    4. Policy proposal procedure

    4.1. Policies, and any amendments, must follow the policy proposal procedure. Officers approving policy must ensure they endorse the final policy proposal and assess the proposal using this Framework.

    4.2. The Institute’s policy proposal procedure is as follows:

    1. The responsible officer will propose and draft a policy or amendment.
    2. The responsible officer will ensure the proposed policy or amendment is reviewed by appropriate persons.
    3. All policies and amendments will be approved by the Chief Executive Officer before following the appropriate policy pathway (specified in section 4.3).

    4.3. Policy approval pathways are:

    1. Academic policies from the responsible officer to the Chief Executive Officer for approval before being sent to Academic Board for approval.
    2. Administrative polices from the responsible officer to the Chief Executive Officer for approval before being sent to Council for approval.
    3. Strategic, fundraising and marketing policies from the Chief Executive Officer to Council for approval.
    4. Clinical policies from the responsible officer to the Chief Executive Officer for approval before being sent to Council for approval.

    4.4. Responsible Officers for proposing policy and amendments:

    Role Responsible
    Academic policy proposal including amendments Dean
    Clinical policy proposal including amendments Director of Clinical Services
    Administrative and/or financial policy proposal including amendments Director of Finance and General Manager
    Strategic, fundraising and/or marketing policy proposal including amendments Chief Executive Officer and General Manager

    5. Approval

    5.1. Policy approvers are determined in accordance with this Framework and must approve policy content as meeting the objectives of the policy as follows:

    1. Approve new policy or amendments to policy; and
    2. Rescind policy.

    5.2. The Council or Chair of Academic Board or nominee may authorise an appropriate senior officer to approve editorial amendments.

    5.3. The following table sets out the roles and responsibilities for approval.

    Role Responsibility
    Approves policy proposal for new or major amendment to policy Approving body
    Approves minor amendment to policy Approving body or delegate
    Approves policy rescission Approving body

    6. Definitions

    Policy An institution-wide statement that articulates a principle that aligns with organisational, regulatory, or legislative requirements
    Procedure An institution-wide step-by-step set of instructions devised to implement a Policy
    Guideline A statement that provides guidance to support the implementation of or compliance with a Policy and/or a Procedure. Guidelines can be institution-wide but may apply specifically to organisational units
    Responsible Officer The designated role responsible for the creation, review, or amendment of a document
    Policy Approvers The designated role responsible for approving the proposed policy, amendment, or rescission of policy
    Implementation Officer The designated role responsible for actioning the policy, amendment, or rescission of policy
    Policy Library the Institute’s policies, procedures and compliance documents are housed in the Policy Library on external Website and Internally on Insite
    Review date A date (month and year) nominated by the responsible officer when document(s) should be reviewed. Standard review periods are between two to five years. The nominated review date does not prohibit more regular updates, if and when required.
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