Step 5. Once Concept Approval is received, the policy sponsor, where appropriate, names a delegate to conduct the necessary Research and Drafting of the policy text, using the Policy Statement Template The delegate may be an individual or a working/drafting group. The delegate(s) should have knowledge of the policy development process. Working/drafting groups should include individuals with subject matter expertise, with due consideration given to incorporating multi-campus representation. It is recommended that the names of the individuals on the proposed working/drafting group be communicated to the Office of the Board of Regents — Policy Office for feedback.

The policy Sponsor or delegate(s) should strive to engage with key stakeholders throughout the University, individuals who can provide advice, and those who will be most directly affected by a policy or a policy change for comments and consultation during the drafting stage, as appropriate.

Step 6. Once a policy draft is sufficiently researched and drafted, therehe first draft is submitted to the Policy Advisory Group for review. Upon reviewing the draft, the Policy Advisory Group may provide feedback to the policy Sponsor, as appropriate.

Step 7. Upon the Policy Advisory Group’s review, the draft is made available for public consultation for a minimum of four weeks, with the Sponsor (or delegate) and/or the Office of the Board of Regents — Policy Office collecting and recording evidence of the consultation. No changes are made to the draft documents during the public consultation period. Consultation may occur in a number of ways based on the scope of the policy, implications associated with the policy, etc.

Step 8. After the close of the public consultation period, the Office of the Board of Regents — Policy Office forwards all feedback that was received to the policy Sponsor (or delegate). The Sponsor (or delegate) considers the feedback and makes refinements to the draft documents, as appropriate. While the consultation must consider and integrate the needs of users, the policy statement must not overlap or contradict existing policy and collective agreements, and it must be legislation-compliant. As well, the policy must remain consistent with the University’s vision, mission and values and aligned with its strategic objectives.

Step 9. Once the policy statement is written, the Sponsor (or delegate) writes the implementation plan, writes the communications plan, and completes the Policy Development Report.

Step 10. The Sponsor submits the completed Policy Development Report and the Policy Statement to the Executive Leadership Team for endorsement, who then forwards it, with any comments, to the President. A suggested Executive Leadership Team submission document is available here.

Step 11. The President forwards the submission to the Board of Regents through its applicable Committee, for final approval.

Step 12. . If approved by the Board of Regents, this approval is communicated as described in the Publication phase. As well, the Sponsor (or delegate) ensures execution of the implementation plan, which may include training, systems development, development and introduction of new procedures, programs, staff, equipment, forms, etc.