Procedures for Gazetting and Publishing

University Wide Policies and Procedures

Procedures for Gazetting and Publishing University wide Policies and Procedures
1.	Scope and purpose
1.1	These procedures cover all University wide policy, procedures and related documents, which form the Policy and Procedures Manual, and are referred to below as ‘PPM documents’.
1.2	The purpose of these procedures is to ensure that: • only one authorised version of a PPM document is published on the University website and promulgated throughout the University and that is the official version approved by the approving authority as specified in the Policy Development, Approval and Review Policy; • all PPM documents published on the University’s website are kept up to date and contain the mandatory banner information.
2.	Procedures
2.1	Once development or amendment of a policy and procedure is completed, documentation must be forwarded to Policy and Secretariat for allocation to the appropriate authority for approval.
2.2	The Committee Secretary or approving officer will, via Policy and Secretariat, notify the Responsible Officer of the approving authority’s decision to approve new or amended PPM documents. The notice of approval will be in writing and will advise the Responsible Officer of the decision and of any alterations to the draft documents made by the approving authority. This written notice of approval may be by action sheet, letter, internal memo or email, accompanied by an extract from the unconfirmed minutes, if relevant.
2.3	Within two weeks of receiving the notice of approval, the Responsible Officer will gazette the approved PPM document by circulating to heads of affected faculties, divisions or units: • the approved version of the PPM document • notice of its location on the web • advice on the implementation of the policy and changes that arise from it, including: - date the policy becomes effective - necessary transitional arrangements, if any - administrative implications.
2.4	The Responsible Officer will ensure that the up-to-date and correct authorised version of the PPM document is published on the University website in the Policies and Procedures Manual (PPM). A link to new PPM documents should be placed in alphabetical order in the relevant policy area index. In cases where it is appropriate for a link to the PPM document to appear in another policy area index, a request should be forwarded to the relevant Responsible Officer for the creation of a link in the related index.
2.5	PPM documents must not be loaded on to websites of individual divisions or units (e.g. Human Resources Division or Policy and Secretariat). However, a unit's website may include links to relevant documents in the PPM.
2.6	All PPM documents published on the PPM must contain up-to-date banner information, which will indicate the approving authority (i.e. the committee/officer that approved the PPM document), the establishment date, the date and nature of the last amendment, the contact officer, and other relevant information as determined by the Executive Director of Administration.