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Policy on University Policies and Procedures

– May 28, 2026

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POLICY

UNIVERSITY

POLICIES

AND

PROCEDURES

Policy Type:

Management

Initially
Approved:

December 12,
2016

Policy
Sponsor:

General Counsel
and University
Secretary

Last
Revised:

May 28, 2026

Primary
Contact:

Office of General
Counsel and
University
Secretariat

Review
Scheduled:

May 28, 2031

Approver:

Board of Governors

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.

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.

SCOPE

This Policy applies to all University Policies and related Procedures with the exception of Board
Policies.

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:

State the University’s position on issues which have broad application;

Reflect and uphold the University’s governing principles;

c. Promote operational efficiencies and effectiveness;

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Enhance the University’s mission and strategic plan and/or reduce institutional
risk;

e. Provide employees with direction on expected behaviour and conduct; and

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:

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;

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:

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:

Providing oversight of the University policy library and policy approval
processes;

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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;

Preparing and providing a report to the Board of Governors, every 3
years, summarising policy activities.

2. APPROVAL AUTHORITY

University Policies and Procedures may be categorised as Academic, Management or
Administrative and are subject to the following approval process.

2.1

Prior  to  the  development  of  any  new,  or  Comprehensive  Revision  to  existing
Academic,  Management  or  Administrative  Policies  or  Procedures,  the  Policy
Sponsor  or  delegate  is  required  to  complete  a  policy  proposal  outlining  rationale,
consultative  requirement

s, and development timelines using the University’s

approved Policy Proposal Template. Approval of policy proposals resides with the
Executive Leadership Team.

2.2

General Faculties Council is the approval authority for all new, Comprehensive
Revisions, Minor Revisions and Rescindments of Academic Policies and their related
Procedures.

2.3

Board of Governors is the approval authority for all new, Comprehensive Revisions
and Rescindments of Management Policies.

2.4

Board of Governors is the approval authority for all new Administrative Policies and
their related Procedures as well as new Management Procedures, after which the
Board delegates subsequent approvals to the Executive Leadership Team.

2.5

Once  delegated,  ELT  is  the  approval  authority  for  all  Comprehensive  Revisions,
Minor  Revisions  and  Rescindments  of  Administrative  Policies  and  their  related
Procedures, as well as Management Procedures.

2.6

Approval Authority for Editorial Revisions resides with the University Secretary, in
consultation with the Policy Sponsor as necessary.

ADMINISTRATION OF UNIVERSITY POLICIES

3.1

Upon approval of an Academic, Management or Administrative Policy, the University
Secretariat will:

a. Maintain a record of the initial approval of the Academic, Management or

Administrative Policy and any related Procedures, and all subsequent revisions;

b. Publish the most recently approved version of an Academic, Management or

Administrative Policy and related Procedures on the University policy website in
a common format specified by the University Secretary.

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DEVELOPMENT OF UNIVERSITY POLICIES

4.1

Individuals, bodies or groups who perceive the need to develop a new Academic,
Management or Administrative Policy or Procedure, or revise an existing Academic,
Management or Administrative 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, Management or
Administrative 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, Management or Administrative Policies or Procedures
will be made available for institutional feedback for a minimum 15 business days
prior to approval

REVIEW AND RESCINDMENT

5.1

All Academic, Management and Administrative 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.

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, Management or Administrative 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.

DEPARTMENTAL GUIDELINES AND PROCESSES

7.1

Departmental guidelines and processes may be developed autonomously within
specific departments or by designated faculties that have applicability within their
respective units.

7.2

Departmental guidelines and processes must be consistent with and not contravene
any language of Academic, Management or Administrative Policies or relevant
collective agreements.

7.3

The Approval Authority for departmental guidelines and processes resides with the
Major Unit Head.

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7.4

To ensure clarity between Academic, Management and Administrative Policies and
departmental guidelines and processes, departments may not use the same Policy
template  as  Academic,  Management or  Administrative  Policies  and  should  not  be
referred to as University Policies.

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.

DEFINITIONS

(1)

Academic Policy:

describes a policy related to learning, teaching and student
conduct that has been

delegated to the University’s General

Faculties Council through powers conferred by the PSLA.

(2)

Administrative
Policy:

describes a Policy with low reputational, legal, and/or financial
risk and is more administrative or operational in nature, but still
requires University-wide direction or application;

describes a Policy that approval authority has been delegated
by the Board of Governors to the Executive Leadership Team.

(3)

Approval Authority:

means the individual or entity with the authority to approve a
Policy or Procedure, as described in this Policy.

(4)

Board Policies:

are Policies that relate directly to the operation of the Board of
Governors of Mount Royal University.

(5)

Comprehensive
Revision:

any change to a Policy Document that affects the rules,
principles, intent or accountability of the Policy Document.

(6)

Departmental
Guidelines and
Process:

are documents that are autonomously created within individual
faculties and departments. Unlike Academic, Management or
Administrative

Policies,

Departmental

Guidelines

and

Processes have a much more limited scope in their application
and used within a specific group, faculty or department, and
more operational in nature.

(7)

Editorial Revision:

an inconsequential change to a Policy Document to correct
grammatical or formatting errors.

(8)

ELT:

Executive Leadership Team.

(9)

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.

(10)

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.

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(11)

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.

(12)

Management Policy:

describes  a  Policy  related  to  the  Board’s  oversight  of  the
University as defined in the PSLA, including but not limited to
their  role  overseeing  Enterprise  Risk  Management,  the
President  as  an  employee,  or  any  policy  that  poses  a  legal,
reputation, governmental relations or significant financial risk.

(13)

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
making secondary changes resulting from other related policies
and governance decisions being adopted.

(14)

Parent Policy:

the overarching Policy governing specific Policy Documents.

(15)

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.

(16)

Policy Document:

any document associated with a Policy at the University
including Policies or Procedures.

(17)

Policy Framework:

the

University’s Policy Document for the development, revision

and approval process, as approved by the Executive
Leadership Team.

(18)

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.

(19)

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.

(20)

PSLA:

the Post-Secondary Learning Act of Alberta, as amended from
time to time.

(21)

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.

(22)

University:

means Mount Royal University.

RELATED POLICIES

● All University Policies and Procedures

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RELATED LEGISLATION

● Post-Secondary Learning Act, SA 2003, c.P-19.5

RELATED DOCUMENTS

●  Policy Development Report
●  Policy Framework
●  Proposal for a New or Revised Policy Template
●  University Policy Template
●  University Procedures Template

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

3/26/2026

Major Revisions

1, 2, 3, 6, Definitions

Policy Advisor

Board of Governors

5/28,2026

Major Revisions

Policy Advisor

Board of Governors