Policies Guidance

This section of the Policies website is designed to help you create, submit and publish your policies online. You will find details of how a policy is defined, analysed for its effect on equality along with the approval process and information on what happens when a policy is due for renewal. 

Ed Nelson in Business Support Services is the Editor of these pages and can be contacted if you have any further enquiries.

How to draft your Policy and carry out the Equality Analysis process 

Before you start drafting your policy, please consult the list of those already in publication and consider whether this will result in any duplication.

Where a new policy duplicates, contradicts or impacts in any way upon an existing policy, please contact the Policies Office and the department that owns the existing policy to discuss the best way forward. This will ensure that the University’s policies remain congruent with one another.

The templates below have been written to help you draft your policy. The first template includes step by step assistance as to what should be included in your policy. It is not important that you follow the exact style we have suggested in the template but your policy will be improved if you ensure you cover these areas. A blank template in word format without the guidance notes is also included.

Suggested policy template with guidance notes (pdf document)
Blank policy template (word document)

Equality Analysis

When drafting your policy, it is very important that you also consider its impact on the diverse characteristics and needs of all the people it will affect. If you need advice on how to do this, you may find it helpful to contact the Equality and Diversity Team on ext 2027 before you start writing. Once you have finished your first draft, you will need to consider whether it requires a full Equality Analysis (EA) to be undertaken. The Equality Team will be able to advise you and work with you to undertake this process.

Equality Analysis involves gathering data, undergoing consultation and completing a template based on answering a series of questions which will help you consider the impact of your policy on different groups of people. You can download the template and associated guidance from the Equality and Diversity website.

These documents will help you to fully understand the equality analysis process, why it is important and how it is completed. Once the Equality Analysis is finished, if any amendments are required, you can incorporate them into your initial draft, prior to starting the process of publishing your policy. 

You can contact Equality and Diversity via email or on ext 2027.

How to publish your Policy

Once a policy has been drafted and analysed for its effect on equality, it will need to be approved by the appropriate University committee. The Policy Editor will work with you to identify the appropriate committee and will contact the Committee Secretary to ensure your policy is included on an upcoming agenda for discussion. Please note that only the policies which have been approved and formally signed off by a University committee will be published on these pages. 

You can download this process flowchart in pdf format which sets out how policies are published at the University.

How to communicate the aims and objectives of your Policy  

After the approved policy has been published on the Policies website, you will now need to follow the necessary communication and implementation plan that you have identified at the drafting stage. Taking these steps will help raise awareness and understanding across the University of what your policy is trying to achieve.

Reviewing a Policy

Reviewing a policy may be instigated in one of two ways. You may identify that your policy is out of date and requires updating. Alternatively, the Policies website will send an automated reminder that the policy is due for renewal (which it is programmed to do every two years). In the latter scenario, the Policies Office will contact you to establish the following:

  • if your policy is still relevant or if it can be archived
  • whether an update is required in which case the policy will need to be resubmitted for committee approval and republishing
  • whether any action is required at all. If no action is required, the Policies Editor will reset the review date for an additional two years

An equality analysis is required at review stage for all policies which have not yet been equality checked.

Version Control

When you come to revise your policy, please ensure you give the policy a new version number. The version on the Policies website will serve as definitive policy until the revised version is signed off by the appropriate committee and published on this site. Please advise the Policies Office if you would like the existing policy to be removed during the revision process.

Page Owner: sct098
Page Created: Thursday 3 June 2010 10:29:25 by mf0009
Last Modified: Tuesday 14 April 2015 12:46:40 by m04261
Expiry Date: Saturday 3 September 2011 10:28:31
Assembly date: Fri Apr 28 16:11:26 BST 2017
Content ID: 28681
Revision: 9
Community: 1018

Rhythmyx folder: //Sites/surrey.ac.uk/policies/Policies Guidance
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