Policy Development Guide 1.08.23.FINAL

Policy Development Guide
This guide presents general steps and ideas for policy development, which includes writing
policy procedures, and guidelines, conducting consultation and reviewing I-EDIAA
considerations. Annexed to this document is Appendix A containing guidelines for policy writing
and language, Appendix B containing guidelines for an I-EDIAA approach in policy development;
and Appendix C containing guidelines for the consultation process.
Stage 1: Organizing Ideas and Information
 Start by reviewing existing related policies that could be revised or expanded rather
than writing a new policy. You may find it helpful to consult Queen’s University-Wide
Policy Library.
 You are welcome to contact the University Secretariat to determine if there is an
existing policy and whether your policy proposal is necessary.
 Every policy requires defining a problem and providing a solution. Consequently, start
by researching how to frame the problem and propose outcomes.
 Your research can involve gathering data and information, identifying sources,
considering the best practices, analyzing and interpreting the information, etc.
 Discuss your findings with your colleagues, policy agents, experts, and groups of
interest.
Guiding questions:
 Is there a need to manage significant risks at the university, and could a policy help to
do this? (e.g., safety, financial, reputational risks).
 Is there a need to set an institutional position about a particular issue?
 How is the proposed outcome linked to the identified risks and problems?
 Is there a need to ensure coordination and consistency across departments/units?
Why and how?
 Is the proposed policy more appropriate for just one unit, or does the issue impact
more than one unit/department? If the proposed policy only affects one unit, the
process below does not need to be followed.
Stage 2: Pre-Drafting Consultation Process

 As noted in Appendix C, a consultation process should occur before and after drafting
your policy.
 In both cases, you should actively listen to your groups of interest and reflect on the
feedback they provide.
 Once you organize your ideas and information and gather relevant data (stage 1), it is
advisable to do a first consultation process before drafting so that you can discuss your
findings and ideas with groups of interest.
 Be cognizant that there could be a power imbalance among groups of interest in the
consultation process and, more generally, in the policy drafting process. Some groups
will have more power, and others need to be empowered to have their voices heard.
Please review the Consultation Plan Template for a full list of groups of interest to include in
consultation.
Stage 3: Drafting the Policy
Policy development should be a transformative and relational process. Policies can contribute
to creating a pathway for greater equality, diversity, and inclusion, which requires a conscious
effort to construct a community of people where each feels included and each one’s capacity
is strengthened. Although consultation and groups of interest’s participation contribute to
the relational aspect of the process, drafting your policy should also be done using inclusive
language and by integrating I-EDIAA principles in your policy.
Similarly, it will be important that you work to include those historically excluded and
recognize the unique positionality that individuals experience based on the intersection of
core aspects of their identity, such as race, gender, age, religion, etc. Also, remember that
exclusion focuses on intensity, frequency, and degree of exclusionary practices.
 The University Secretariat has developed templates that should be used when
developing/reviewing policy. This includes (i) Policy Coversheet Template, (ii) Policy
Template, (iii) Procedure Template, (iv) Guideline Template, (v) I-EDIAA Impact
Assessment Template, and (vi) Consultation Plan Template.
 For guidelines in policy writing and language, check Appendix A.
 For help in incorporating an I-EDIAA approach in policy development, refer to
Appendix B.
 For guidance in policy consultation, refer to Appendix C.
 Be aware that drafting your policy does not take place in a vacuum; instead, it unfolds
within the institutional context of the University, so consider Queen’s values, goals,
and strategy when drafting.
 When drafting your policy, recognize the exclusion dynamics impacting racialized and
equity-seeking groups, such as discrimination, oppression, domination, etc.
 Have a clear policy purpose, scope, and statement. Ensure your policy focuses on what
needs to be done in a straightforward manner.
 Be mindful of your beliefs and cognitive schemes that can impact how you frame the
problem and possible outcomes.
 Is the issue that prompted the policy's development going to be fully or partially solved
by the proposed policy statement and any associated procedures?
 Are there gaps in your policies you did not consider?
 In the case of policy review (not a new policy), identify the challenges faced in the
initial implementation, the need for changes, the obstacles presented, the monitoring
process, and how an updated policy will address these issues.
 In the case of policy review, consider presenting a comparative chart between the two
policy versions.
Guidelines and Procedures

 If applicable, draft the procedures for the policy, which are the steps individuals must
take to follow the policy. Take a look at procedures associated with other university-
wide policies for guidance.
 If applicable, draft policy guidelines. Guidelines provide instructions that explain how
a policy can be implemented in differing circumstances and assist when judgment is
required to apply a policy. They are not mandatory; however, they will establish a
"best practice" for applying a policy and can assist with its interpretation. Take a look
at guidelines associated with previously approved university-wide policies for
guidance.
Stage 4: Post-Drafting Consultation Process

 Consultation from a variety of groups of interest should take place in advance of
bringing a policy to the Policy Advisory Subcommittee (PASC) for review.
 As part of the consultation and submission to the Subcommittee, you should work
through the I-EDIAA Impact Assessment form and review it as required with the
Human Rights and Equity Office and the Office of Indigenous Initiatives.
 While the feedback you receive from some of those consulted may not be relevant to
developing your policy or procedures, it is essential to both engage in a sincere effort
at consultation and carefully consider what you learn. If you choose to keep your draft
the same as it was before you consulted, those with whom you met should have a
clear idea of why their suggestions will not be reflected in the final version of the
policy. Such an understanding can make the process of post-approval policy
implementation much smoother.
 In this stage, you can inquire, for example, whether the policy draft is straightforward
to understand and whether the information provided in the policy is objective and
relevant to its purpose.
Stage 5: Submission and Approval

 If applicable, have your unit and Faculty/School approve the draft policy.
 Complete the Policy Coversheet Template and forward it, along with your draft
policy, procedure, and guidelines documents to [email protected] with a
request that the item is added to a future PASC agenda for review. In addition,
include your completed Equity Impact Assessment and Consultation Plan.
 The PASC secretary will review the draft policy and accompanying documents and
contact you with a proposed date to attend a PASC meeting. You, or an
appropriate representative from your unit, will have the opportunity to attend the
meeting to explain the policy’s development and answer questions from
Subcommittee members.
 Following PASC consultation, it can then be submitted to the Senior Leadership
Team for permission to post for public consultation as required. The University
Secretariat will post it on its website for two weeks to allow university community
members to provide feedback.
 Once community feedback is considered, you can submit the policy to the final
approval body (e.g., Senior Leadership Team, University Senate, Board of Trustees,
etc.).
 When final approval is given, the University Secretariat will add the policy to the
University-Wide Policy Library.

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Policy Development Guide

Stage 2: Pre-Drafting Consultation Process

Guidelines and Procedures

Stage 4: Post-Drafting Consultation Process

Stage 5: Submission and Approval

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