Terms of Reference
Role
The Policy Advisory Subcommittee (PASC) is a subcommittee created by, and advisory to, the Senior Leadership Team (SLT). 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 or procedure, 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 subÑý¼§Ö±²¥ for approval by the appropriate final approval body.
Policies or procedures that originate with the standing or ad hoc committees of 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 body or its respective senior approval body.
PASC provides detailed feedback on, and review of, policy initiatives under the University’s Accessibility Framework and I-EDIAA initiatives.
Purpose
To ensure consistency and coordination in the development, approval, and administration of all University Policies and Procedures[1].
Mandate
- To receive proposals for University Policy or Procedures from SLT or from other members of the university community and to make recommendations to SLT on whether a new University Policy or Procedure is needed, or whether the purpose can be achieved by modifying or clarifying an existing policy, or through guidelines or procedures.
- To advise policy proponents and interested members of the community on University Policy and Procedures approval processes and requirements.
- To provide standard templates, to advise on their completion, and to identify the appropriate approval path for the University Policy and/or Procedure in question.
- To assist SLT, as required, in an evaluation of the implications of proposed policies and/or procedures, including potential risks, costs, and infrastructure requirements, and their consistency with the university’s Accessibility Framework and I-EDIAA priorities.
- To assess policies and procedures under development and review in the context 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).
- To review the process of consultation and proposed implementation and/or communication plans, and to make a recommendation to SLT for initial approval, either by SLT 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.
- To undertake periodic reviews of existing policies and procedures; to identify anachronisms, gaps, and overlaps; and to monitor the effectiveness of the institution's ongoing administration of its policies.
Implications of any policy or procedure 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 their delegate will be primarily responsible for raising possible implications for students arising from any policy or procedure proposal and the Subcommittee, as a whole, will be mindful of the possible impacts of any proposed policy or procedure on students.
Responsibilities
- Regular review of the Policy on Creating, Reviewing, and Administering University Policy as well as the templates used for policy writing;
- The establishment and ongoing maintenance of a definitive repository of University Policy and Procedures, and a process for overseeing a systematic review of University Policy and Procedures;
- That all policies have an identified position that is responsible for the policy and/or procedure that will conduct regular reviews of the policy; and
- The provision of advice on policy and procedure initiatives that support the university’s Accessibility Framework and I-EDIAA priorities.
[1] University Policy and University Procedures are defined as policy or procedures that have application across more than one Faculty, School, or multiple administrative units and/or applies to the University as a whole. Policies or procedures that have application only within one operational area do not fall within the purview of PASC.
Membership
One representative from each of: Advancement, Financial Services, Human Resources, Labour Relations, Faculty Relations, Marketing and Communications, Internal Audit, Human Rights and Equity, Office of Indigenous Initiatives, University Counsel, VP Research or delegate, Provost or delegate, Principal delegate, Vice-Provost and Dean of Student Affairs or delegate, AMS Vice President (University Affairs), SGPS Vice President (Graduate or Professional), 1 faculty member selected by the Provost after consultation with the Deans.
The University Secretary will be the Chai, and they shall assign a secretary to provide executive support.
The University Ombudsperson will be advisory to the Subcommittee.
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