University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

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Policy Advisory Subcommittee

Terms of Reference

 
Role:

The Policy Advisory Subcommittee (PASC) is a subcommittee created by, and advisory to, the Vice-Principals’ Operations Committee (VPOC). PASC has an advisory and coordinating role regarding the development of administrative policies and procedures, but not a decision-making role. It does not have the authority to approve a policy, nor to allocate resources.

Subject to this paragraph, all policies and procedures that have application across more than one Faculty, School, or administrative unit, and/or apply to the university as a whole must be reviewed by PASC prior to submission for approval by the appropriate final approval body. Policies or procedures that originate with the standing or ad hoc committees of either the Board of Trustees, the Senate, Faculty Boards, or Executive Councils of Schools are not required to be reviewed by PASC before final approval. Such bodies are, however, able to request PASC review if deemed useful in the view of that committee or its respective senior approval body.

PASC provides detailed feedback on, and review of, policy initiatives under the University’s Accessibility Framework.

Purpose: To ensure consistency and coordination in the development, approval and administration of all University Policies.
Membership: One representative from each of:

Advancement

Financial Services

Human Resources

Labour Relations

Marketing and Communications

Human Rights and Equity Offices

University Counsel

VP Research or delegate

Provost or delegate

1 faculty member selected by the Provost after consultation with the Deans

1 staff member appointed by VPOC

1 VPOC Member – Committee Chair

1 Internal Audit to be advisory to the committee

 

A Secretary assigned by the Chair will provide executive support.

Mandate 1. To receive proposals for University Policy from VPOC or from other members of the University community and to make recommendations to VPOC on whether a new University policy is needed (or whether the purpose can be achieved by modifying or clarifying an existing policy, or through guidelines or procedures).  University Policy is defined as policy which has application across more than one Faculty, School or multiple administrative units and/ or applies to the University, as a whole.   Policies or procedures which have application only within one operational area do not fall within the purview of PASC.
  2. To advise proponents of policy and interested members of the community on policy approval process and requirements.
  3. Where a new policy is being recommended for development, to provide a template, advice about consultation (including advice about the need for legal review), and identify the appropriate approval path.  In particular, implications of any policy for students, both undergraduate and graduate, should be carefully considered and the consultation process for each policy designed with this in mind.   The Provost or his/her delegate will be primarily responsible for raising possible implications for students arising from any policy proposal and the Committee, as a whole, will be mindful of the possible impacts of any proposed policy on students.
  4. To assist VPOC, as required, in an evaluation of the implications of proposed policies, including potential risks, costs, and infrastructure requirements and their consistency with the University’s Accessibility Framework.
  5. To assess polices under development and review in light of legislation, collective agreements and, in particular, the University's obligations under the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario Human Rights Code (OHRC).
  6. Once a draft policy is received, to review the process of consultation and the implementation and communication plan, and to make a recommendation to VPOC for initial approval, either by VPOC itself, or in the case of policies or procedures proposed by the administration, by the Board or the Senate as the subject matter relates to their respective jurisdictions.
  7.

To undertake periodic reviews of existing policies, identifying anachronisms, gaps and overlaps, and monitoring the effectiveness of the institution's ongoing administration of its policies.

 

Responsibilities: 1. PASC will ensure regular review of the Policy on Creating, Reviewing, and Administering University Policy as well as the templates used for policy writing.

 

2. PASC will ensure the establishment and ongoing maintenance of a definitive repository of university policy and will propose a process for overseeing a systematic review of university policies.

 

3. All policies shall have an identified position which is responsible for that the policy and which will conduct regular reviews of the policy.
  4. PASC will have responsibility for advising on policy initiatives that support the University’s Accessibility Framework.