Frequently Asked Questions for Employees

Who should I contact with questions relating to a specific policy?

With policy-specific questions, you may contact either:

• the contact person listed on the policy, or
• your dean, director or faculty administrator.

All policies now contain a non-compliance clause. Why, and what does this mean?

The new policies have been standardized according to established best practices, which include consequences for non-compliance. The non-compliance clause in each policy is designed to ensure consistency and transparency in the University of Regina’s processes, enabling both policy authors and users to ensure that work at the University is done to the highest standard. Consequences for non-compliance depend upon the policy in question. 

What is my role in the policy renewal project?

We are all responsible for ensuring that our work and that of our departments and units is done in accordance with University of Regina policy.

Our renewed policies are designed to enable work, so if they fail to do that, or are in any other way insufficient, the University now has a policy change request mechanism. To request a change to a policy, complete the change request form located on the policy website.

Is there anything I need to know about specific renewed policies?

The University of Regina will issue some policy-specific communications as the second and third phases of the renewal project roll out. If you have policy-specific questions, you may approach the contact person listed on the policy in question, or contact your dean, director or faculty administrator.

What should I do if I cannot find a policy, discover an error in a revised policy, or encounter broken hyperlinks?

Embedded in University of Regina webpages are hundreds of hyperlinks to policies, and as content is migrated between pages, some of those links could be lost. Employees should update their webpages or report broken hyperlinks to the appropriate website owner or administrator.

As part of the policy renewal project, some policies have been renamed, reorganized, or eliminated. The University also asks all employees to assist in the policy renewal project by reporting policy errors, omissions, or other policy-related concerns to the University Secretariat at policy@uregina.ca.

Why did the University of Regina initiate a policy renewal project?

In 2011, the University undertook an Administrative Program Review, which produced several recommendations around University policy, including to:

• define and distinguish policy from procedure;
• improve the way policy is communicated; and
• develop processes for creating, maintaining, and archiving policy.

In 2012, the University of Regina initiated a review and renewal of its policies. The review is part of ongoing administrative improvements to all areas of the University’s functioning.

How are the renewed policies organized?

Renewed University of Regina policies set high level direction for the University, identify how assets are to be managed, and define authorities and their delegation.  They are organized into the following four areas:

• Governance:  these policy documents set high-level direction for the University, identify how assets are to be managed, and define authorities and their delegation.  They set the standards for University decisions and conduct, shape culture, and address business continuity.  They cross audience-specific boundaries.
• Employment:  these policy documents establish rules, expectations, and conditions for employment.  They guide employee recruitment, compensation, benefits, evaluation, discipline and termination. 
• Operations:  These policy documents are all about getting work done.  They deal with the University’s day-to-day activities and practices.  They focus on increasing productivity, quality and efficiency.
• Research:  these policy documents are all about research.  They deal with the University’s requirements for completing research projects.

Why are up-to-date policies important to the University of Regina’s operations?

Robust and current policies are important to the smooth functioning of our University. They help the University fulfill legal obligations and mitigate risk. Equally importantly, strong policies help University employees do their jobs more efficiently because they are:

• easy to find;
• easy to use;
• relevant;
• concise;
• complete;
• current;
• consistent in message, presentation, and function;
• centrally coordinated and managed;
• planned, written, reviewed, and approved according to best practices;
• published and communicated to the university community; and
• maintained and archived.

The renewed policies are designed to encourage accountability, provide procedural clarity, and enable work.

Why are some policies located on the new website while others appear on the old one?

The University has adopted a phased approach to the policy renewal project, electing to bring the first batch of revised policies online before all phases of the project are complete. By approaching the project in stages, employees can begin to benefit immediately from using the new policies. As policies continue to be reviewed, they will be migrated from the old website to the new one.