Policy on University Policies and Procedures – March 27, 2026
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POLICY
ON
UNIVERSITY
POLICIES
AND
PROCEDURES
Policy Type:
Management
Initially
Approved:
December 12,
2016
Policy
Sponsor:
General Counsel
and University
Secretary
Last
Revised:
March 26,
2026
Primary
Contact:
Office of General
Counsel and
University
Secretariat
Review
Scheduled:
March 26,
2031
Approver:
Board of Governors
A.
OVERVIEW
Policies are created to advance the University’s mission, core values, pillars and strategic
directions, promote operational efficiency and effectiveness, mitigate or manage institutional risk,
comply with University legal, regulatory and other requirements, set behavioral expectations across
the University community and communicate roles and responsibilities.
B.
PURPOSE
The purpose of this Policy is to ensure consistency, efficiency, transparency, compliance and
accountability in relation to Policy and any related Procedure development, review, approval,
communication and administration, otherwise referred to as the Policy Framework.
C.
SCOPE
This Policy applies to all University Policies and related Procedures with the exception of Board
Policies.
D.
POLICY STATEMENT
1.
GENERAL
1.1
Policies exist to ensure that the University’s processes and practices align with the
University’s strategic directions, core principles, regulatory and governance
environment and need for change. They describe the University’s position on a
particular issue.
1.2
Policies should:
a. State the University’s position on issues which have broad application;
b. Reflect and uphold the University’s governing principles;
c. Promote operational efficiencies and effectiveness;
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d. Enhance the University’s mission and strategic plan and/or reduce institutional
risk;
e. Provide employees with direction on expected behaviour and conduct; and
f. Provide decision makers with limits, alternatives and guidance.
1.3
All Procedures require a Parent Policy. Procedures should:
a. Provide standards on the implementation of the parent policy;
b. Operationalise the intention of the policy;
c. Outline the series of actions for how to complete a process;
d. Include the who, what, when and where with respect to the implementation of
the policy.
1.4
The following people are responsible for the consistent application of the Policy
Framework:
a. Policy Sponsor: The executive members (President or Vice-President) with
overall accountability for an assigned policy. They are accountable for:
i.
Overall development, review, communication, and administration of
each assigned policy;
ii.
Drafting, conducting consultations, evaluating implications including risk
and cost of assigned policies;
iii.
Seeking Operational Expertise where appropriate;
iv.
Developing and carrying out the communication and implementation of
a policy;
v.
Monitoring compliance through regular review of a policy.
b. Primary Contact Office: The department, unit or Faculty that is the primary user
of the policy. They are responsible for:
i.
Carrying out tasks related to drafting, conducting consultation,
evaluation implications including risk and cost, communication, and
implementation as delegated by the Policy Sponsor;
ii.
Providing clarification about the interpretation or implementation of a
policy;
iii.
Escalating concerns that arise from the Policy to the applicable Policy
Sponsor.
c. University Secretariat: The steward of the University policy library and Policy
Framework. They are responsible for:
i.
Providing oversight of the University policy library and policy approval
processes;
ii.
Acting as a resource for Policy Sponsors and Primary Contacts to
provide advice or support in policy development and revisions;
iii.
Updating the University policy website;
iv.
Stewarding the annual review of policies with Policy Sponsors;
v.
Preparing and providing a report to the Board of Governors, every 3
years, summarising policy activities.
2. APPROVAL AUTHORITY
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Academic and Management Policies and any related Procedures are subject to the following
approval process.
2.1
Prior to the development of any new, or Comprehensive Revision to existing
Academic or Management Policies or Procedures, the Policy Sponsor or delegate
is required to complete a policy proposal outlining rationale, consultative
requirements, and development timelines using the University’s approved Policy
Proposal Template. Approval of policy proposals resides with the Executive
Leadership Team.
2.2
Approval Authority for new or Comprehensive Revisions to:
a. Academic Policies and their related Procedures resides with the General
Faculties Council;
b. Management Policies resides with the Board of Governors;
c. Procedures associated with Management Policies resides with the Executive
Leadership Team, except in the case of a new Management Policy in which case
the Procedure(s) will be included with the Policy for approval by the Board of
Governors;
2.3
Approval Authority for Minor Revisions to:
a. Academic Policies and their related Procedures resides with General Faculties
Council.
b. Management Policies and their related Procedures resides with Executive
Leadership Team.
2.4
Approval Authority for Editorial Revisions resides with the University Secretary, in
consultation with the Policy Sponsor as necessary.
2.5
Approval of rescindments of:
a. Academic Policies and their related Procedures resides with the General
Faculties Council;
b. Management Policies resides with the Board of Governors. When a
Management Policy is rescinded by the Board, all related Management
Procedures are automatically rescinded;
c. Management Procedures resides with Executive Leadership Team.
3.
ADMINISTRATION OF MANAGEMENT AND ACADEMIC POLICIES
3.1
Upon approval of an Academic or Management Policy, the University Secretariat will:
a. Maintain a record of the initial approval of the Academic or Management
Policy and any related Procedures, and all subsequent revisions;
b. Publish the most recently approved version of an Academic or Management
Policy and related Procedures on the University policy website in a common
format specified by the University Secretary
.
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4.
DEVELOPMENT OF MANAGEMENT AND ACADEMIC POLICIES
4.1
Individuals, bodies or groups who perceive the need to develop a new Academic or
Management Policy or Procedure, or revise an existing Academic or Management
Policy or Procedure, will consult with the proposed, or named in the case of an
existing Policy, Policy Sponsor. If the Policy Sponsor agrees with the proposal, the
proposal will be received by ELT for approval.
4.2
When ELT agrees to the drafting or revision of an Academic or Management Policy
or Procedure, the Policy Sponsor, or delegate, will follow the University’s Policy
Framework.
4.3
With the exception of Expedited Policies, all Comprehensive Revisions to, or new
development of, Academic or Management Policies or Procedures will be made
available for institutional feedback for a minimum 15 business days prior to approval
5.
REVIEW AND RESCINDMENT
5.1
All Academic and Management Policies will be reviewed by their Policy Sponsor at
least every five (5) years, unless otherwise stated in the Policy.
5.2
A Policy or Procedure may be rescinded at any time, subject to approval by the
Approval Authority.
6.
EXPEDITED POLICIES
6.1
In extraordinary circumstances calling for urgent action, such as a change in federal
or provincial law, a significant and immediate financial opportunity, or a major
institutional risk, the Board or President may revise or put into effect a Policy without
following the Policy Framework.
6.2
If a Policy is revised or put into effect in an expedited manner, the University
Secretariat will notify Employees in a timely manner.
6.3
Where an Academic or Management Policy was revised or put into effect in an
expedited manner, the Policy Sponsor will ensure there is a mechanism to receive
community feedback on the Policy.
7.
DEPARTMENTAL POLICIES
7.1
Departmental Policies may be developed autonomously within specific departments
or by designated faculties that have applicability within their respective units.
7.2
Departmental Policies must be consistent with and not contravene any language of
Academic or Management Policies or relevant collective agreements.
7.3
The Approval Authority for Departmental Policies resides with the Major Unit Head.
7.4
To ensure clarity between Academic and Management Policies and Departmental
Policies, departments may not use the same Policy template as Academic or
Management Policies.
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8.
EFFECTIVE DATE
8.1
A Policy or Procedure is considered to be in effect immediately upon approval, or at
a later date specified by the Approval Authority.
E.
DEFINITIONS
(1)
Academic Policy:
describes a Policy of a nature that is delegated to the
University’s General Faculties Council through powers
conferred by the PSLA.
(2)
Approval Authority:
means the individual or entity with the authority to approve a
Policy or Procedure, as described in this Policy.
(3)
Board Policies:
are Policies that relate directly to the operation of the Board of
Governors of Mount Royal University.
(4)
Comprehensive
Revision:
any change to a Policy Document that affects the rules,
principles, intent or accountability of the Policy Document.
(5)
Departmental
Policies:
are Policies that are autonomously created within individual
faculties and departments. Unlike Academic or Management
Policies, Departmental Policies have a much more limited
scope in their application and used within a specific group,
faculty or department, and more operational in nature.
(6)
Editorial Revision:
an inconsequential change to a Policy Document to correct
grammatical or formatting errors.
(7)
ELT:
Executive Leadership Team.
(8)
Employee:
means individuals who are engaged to work for the University
under an employment contract, including but not limited to
faculty, staff, exempt, casual and management employees.
(9
Major Unit Head:
the individual reporting directly to a Vice-President or to the
President and who is responsible for all activities of a Faculty,
Department and/or other organizational units relative to the
position.
(10)
Management
Employees:
Includes the President, Vice-Presidents, Associate Vice-
Presidents, Deans, Directors, Managers and all Employees
classified as management by Human Resources at the
University.
(11)
Management Policy: describes a Policy of a nature that deals with administrative
bodies, personnel and/or standards and protocol and is within
the authority of the University’s Board of Governors or as is
delegated through powers conferred by the PSLA.
(12)
Minor Revision:
Is a revision to a Policy that does not alter the meaning of the
Policy, such as adding definitions for clarity or consistency, and
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making secondary changes resulting from other related policies
and governance decisions being adopted.
(13)
Parent Policy:
the overarching Policy governing specific Policy Documents.
(14)
Policy:
a written statement of intent or principle which governs, directs
and regulates the actions of all Employees and Management
Employees. Individual Policies may also govern, direct, and
regulate the actions of Students, contractors and volunteers
while they are present on University property or are
participating in University programs or activities.
(15)
Policy Document:
any document associated with a Policy at the University
including Policies or Procedures.
(16)
Policy Framework:
the University’s Policy Document for the development, revision
and approval process, as approved by the Executive
Leadership Team.
(17)
Policy Sponsor:
a President or Vice-President who initially approves of a policy
idea to be drafted. The Policy Sponsor may delegate the
responsibility for drafting a Policy as well as a communication
plan and implementation plan.
(18)
Procedure:
a Policy Document that outlines a series of actions related to a
Policy that specifies how a particular process will be completed
and includes information on the who, what, when and where
with respect to the implementation of the Policy.
(19)
PSLA:
the Post-Secondary Learning Act of Alberta, as amended from
time to time.
(20)
Operational
Expertise:
Operational units with knowledge and expertise in a specific
subject, business area, or technical area related to the Policy.
May include privacy, legal, privacy, or human resources.
(21)
University:
means Mount Royal University.
F.
RELATED POLICIES
● All University Policies and Procedures
G.
RELATED LEGISLATION
● Post-Secondary Learning Act, SA 2003, c.P-19.5
H.
RELATED DOCUMENTS
● Policy Development Report
● Policy Framework
● Proposal for a New or Revised Policy Template
● University Policy Template
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● University Procedures Template
I.
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized Revision
(Position Title)
12/12/2016
NEW POLICY
All
Director, University
Secretariat
President
04/15/12019
Comprehensive
Revision
All
Policy Specialist
President
01/14/2020
Minor Revision
D.3 & E
Policy Specialist
President’s Executive
Committee
02/04/2020
Editorial - Office
Title Update
3.1, 6.2
Policy Specialist
University Secretary
01/26/2022
Editorial
Policy Sponsor
Policy Advisor
General Counsel and
University Secretary
04/20/2023
Editorial
Definitions
Policy Advisor
General Counsel and
University Secretary
03/26/2026
Major Revisions
1, 2, 3, 6, Definitions Policy Advisor
Board of Governors