Bulletin Board - Document Comments

Bulletin Board - Review and Comment

Step 1 of 4: Comment on Document

How to make a comment?

1. Use this Protected Document to open a comment box for your chosen Section, Part, Heading or clause.

2. Type your feedback into the comments box and then click "save comment" button located in the lower-right of the comment box.

3. Do not open more than one comment box at the same time.

4. When you have finished making comments proceed to the next stage by clicking on the "Continue to Step 2" button at the very bottom of this page.

 

Important Information

During the comment process you are connected to a database. Like internet banking, the session that connects you to the database may time-out due to inactivity. If you do not have JavaScript running you will receive a message to advise you of the length of time before the time-out. If you have JavaScript enabled, the time-out is lengthy and should not cause difficulty, however you should note the following tips to avoid losing your comments or corrupting your entries:

  1. DO NOT jump between web pages/applications while logging comments.

  2. DO NOT log comments for more than one document at a time. Complete and submit all comments for one document before commenting on another.

  3. DO NOT leave your submission half way through. If you need to take a break, submit your current set of comments, take a note of where you up to and return later to make a further submission.

  4. DO NOT exit from the interface until you have completed all three stages of the submission process.

  5. If you would like a copy of the comments you made via the Bulletin Board, please email policy@rmit.edu.au and specify which document you provided feedback on and a copy of your submission will be emailed to you.

 

Policy Governance Procedure - Schedule 2 - Controlled Entities

 

Section 1 - Purpose

(1) This document outlines the conditions under which controlled entities can create and publish instructions or guidelines as part of an RMIT Group policy. 

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Section 2 - Authority

(2) Authority for this document is established by the Policy Governance Policy.

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Section 3 - Scope

(3) This Schedule applies to RMIT’s controlled entities – RMIT Europe, RMIT Online, RMIT Training and RMIT Vietnam.

(4) For the purposes of this Schedule, instructions and guidelines do not include lower level documents created to assist a team with their work tasks, for example, how to use a team database or how work tasks are allocated. In most cases instructions and guidelines apply to all or most staff in a controlled entity.

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Section 4 - Schedule

(5) Occasionally it may be necessary for an Instruction or Guideline to be created for a controlled entity when processes to operationalise an RMIT Group policy must vary from those for RMIT University. For example, this may be due to different:

  1. labour laws at RMIT’s international locations
  2. enterprise agreements for staff at a controlled entity
  3. organisational structures, facilities or technology.

(6) To ensure the documentation for a policy suite is complete and transparent, instructions or guidelines created by a controlled entity are listed in the relevant RMIT Group policy as one of its subordinate documents.

(7) For quality and assurance purposes, only instructions or guidelines that meet the scope of this Schedule and the governance requirements detailed below can be included as part of a policy suite.

(8) For an instruction or guideline to be listed as part of a policy suite, the development or review of the document must have included the following elements, at a minimum:

  1. engagement with relevant teams across the controlled entity to ensure the needs of all relevant stakeholders are covered and the document can be effectively implemented
  2. advice to the relevant RMIT Group policy author that the creation or review of the instruction or guideline is commencing
  3. use of the official RMIT policy document template for controlled entity instructions or guidelines
  4. quality check by Central Policy
  5. approval by the head of the controlled entity or their delegate
  6. preparation of a brief implementation and communication plan to maximise compliance.

(9) Instructions or guidelines for controlled entities are published on a site for the controlled entity (internet or SharePoint) that is accessible to all staff from across the RMIT Group. The documents must list their parent policy and include a hyperlink to it.

(10) In cases where Central Policy determines that a document should be published on the RMIT Group Policy Register, the controlled entity’s policy site must still list the document and link to it.

(11) The template for instructions and guidelines includes a table of metadata that enables the legitimacy of documents to be identifiable and to assist in the management of the document’s lifecycle. The table contains data similar to the Status and Details tab for an RMIT Group policy and procedure, such as:

  1. approval date
  2. effective date (i.e. the date the document comes into effect, which is usually the publication date)
  3. the date by which the document must have undergone a review for accuracy and effectiveness
  4. document author, their role and organisational unit
  5. approval authority (the person with delegated authority to approve instructions and guidelines)
  6. area responsible for implementation and enquiries
  7. location of published document (Policy Register or local site)
  8. version number of the document
  9. access control (i.e. whether there are any limits on who can view the document).

(12) Policy document authors at controlled entities may transition their existing policy documents to instructions or guidelines without the need to wait for the next cyclical review of the document. Central Policy can advise and assist with transitioning these documents to the new format and category.