1.  Purpose

The purpose of this policy, also known as the ‘Policy on Policies,’ is to define the process by which college policies are developed, approved, and maintained. This ensures that policies:

• Are developed systematically and regularly reviewed for relevance and accuracy.
• Are easy to locate, read, and understand.
• Align with the College’s mission and comply with regulatory and statutory requirements.
• Minimise institutional risks and support operational, academic, and governance best practices.

This policy establishes a structured and transparent approach to policy creation, implementation, and revision. It should be read in conjunction with the Policy Development Procedure, which provide detailed guidance on drafting and approval processes.

2.  Scope

This policy applies to all units of the College, including academic schools, administrative departments, and commercial functions, where applicable. It governs the development, approval, and maintenance of all institutional policies, ensuring a consistent framework for policy management across the College.

This policy applies to the creation of new policies as well as the revision and updating of existing policies.

3.  Definitions

3.1. Policy

A policy is a formal statement of intent that guides decision-making and standardizes practices across the College. Policies provide a consistent framework for governance, promote compliance with legal and regulatory requirements, and align with the College’s mission and strategic goals.

A College-wide policy applies broadly across academic, support, and administrative units and is subject to approval by the appropriate governing body. Once approved, compliance is mandatory. Policies may be supported by procedures, templates, or guidelines to facilitate implementation. Policies are reviewed periodically to ensure continued relevance and effectiveness.

3.2. Procedure

A procedure is a structured set of steps outlining how a policy is implemented. It provides operational guidance on roles, responsibilities, and actions to ensure consistency and compliance in execution.

Procedures support policies and are regularly reviewed to remain effective. While most procedures do not require formal approval from senior governance bodies, those related to regulatory compliance or institutional risk may be subject to additional oversight.

3.3. Executive Owner

The Executive Owner is a senior leader responsible for ensuring that a policy aligns with the College’s strategic priorities, complies with relevant regulations, and remains fit for purpose. They provide oversight, ensure resourcing for implementation, and may be involved in high-level decision-making related to the policy. The Executive Owner is typically a member of the Executive Group (EG).

3.4. Policy/ Procedure Manager

The Policy/Procedure Manager is responsible for the operational oversight of a policy or procedure, including all associated supporting documents such as procedures, templates, forms, checklists, and guidelines.

Their responsibilities include ensuring proper implementation, tracking revisions, maintaining accessibility, and coordinating stakeholder input. They facilitate periodic reviews to ensure both the policy, and its supporting documents remain up to date and fit for purpose.

The Policy/Procedure Manager acts as a liaison between policy users and governance structures to support compliance and effective application.

3.5. Approval Body

The Approval Body is the decision-making entity responsible for formally reviewing and approving policies. Depending on the nature of the policy, the Approval Body may include the Academic Council, the Senior Management Team, or the Governing Body.

Approval Bodies ensure that policies align with the College’s strategic objectives, regulatory requirements, and governance framework. They may also oversee amendments to policies and approve significant procedural changes where required.

4.  Policy Statement

All College policies shall:

• Be developed in accordance with this policy.
• Use a standardised format and clear, accessible language, as per the approved Policy Template.
• Be formally approved by the appropriate governing body, in accordance with the approval pathways set out in the Policy development Procedure.
• Be published clearly and consistently. Public-facing policies will be published externally on the NCI website, while internal-use policies and procedures will be published on the internal Support Hub, accessible by staff and/or learners, as appropriate. Accessibility levels are clearly indicated using the suffix codes outlined in the Policy & Document Indexing Style Guide.
• Be subject to a regular review cycle, generally every three years, to maintain currency, effectiveness, and alignment with institutional and regulatory changes. Each policy will specify the next scheduled review month and year (typically three years from the approval date). Reviews may occur more frequently if required due to significant internal or external changes. Extensions beyond the three-year review cycle must be justified and formally approved by the relevant Approval Body.
• Be distinct from related supporting documents (e.g., procedures, templates, guidelines).

All individuals responsible for the drafting, updating, approval, and distribution of College policies shall comply with this policy. No policy shall conflict with this framework, and existing policies shall be updated in alignment with this policy upon revision.

5.  Roles and Responsibilities

6.  Compliance & Monitoring

The DQIE is responsible for monitoring compliance with this policy and ensuring it remains effective. This policy shall be reviewed every three years or sooner if significant changes to governance structures or regulatory requirements occur.

Effectiveness of this policy will be measured by:

• A standardised presentation of policies in alignment with the Policy Template and Document Indexing Style Guide.
• A reduction in inquiries to the DQIE Office regarding policy location, interpretation, or approval processes.
• Evidence of policies being correctly developed, reviewed, and approved in accordance with this framework.
• Engagement analytics (e.g., tracking policy access, frequency of updates, and usage on the Support Hub and College website).
• The Policy Tracker, maintained by QIE, provides the live record of all approved policies, including version control, review cycles, and ownership. This tracker is available to staff on Support Hub to ensure transparency and accountability.

Version Control