• Student Disability Support Policy , Procedure and supporting documents
• Recognition of Prior Learning Assessment Procedure
• Student Discipline Procedure and supporting documents
• Student Experience Surveying Policy , Procedure and Schedule
• Learning and Teaching Awards and Grants Policy and Procedure
• Biosafety and Biosecurity Policy.

If you have questions on the interpretation and implementation of any policy document, the Contact Officer listed at the end of each document can assist. Any questions about policy development or review can be directed to staff in the Policy Unit.

And you can check the New/Amended page in Policy Central at any time to see what’s changed in policy.

Save the date: Policy writing workshop Tuesday 26 April
This half-day, hands-on workshop will give participants an understanding of the essentials of good policy writing. Participants will develop skills to enable them to write effective policy and procedures.

If you are a member of staff who writes or implements policy, a manager who works with policy, or just interested in developing your policy skills, this workshop is for you.

To express your interest in attending the workshop, contact Ellen Carlson, Policy Manager ellen.carlson@mq.edu.au or call ext 4791.

All universities in NSW must comply with the State Records Act 1998.

Key records management provisions of the Act require public offices to:

• Make and keep records that fully and accurately document their operations and administration.
• Establish and maintain a records management program in conformity with standards and codes of best practice approved by State Records.
• Ensure records are stored in conditions appropriate to their format and preservation requirements.
• Ensure records held in digital or other technology dependent formats are accessible for as long as they are required.

A detailed description of the three new principles can be found on the State Records main website – and in summary are as follows.

Principle 1: Organisations take responsibility for records and information management

Records and information are sustained through system and service transitions by strategies and processes specifically designed to support business and accountability. 

• Policy directing how records and information shall be managed.
• Assigning responsibilities.
• Establishing provisions for records and information in outsourcing and service delivery arrangements.
• Monitoring records and information management activities, systems and processes.

Principle 2: Records and information management support business

The core role of records and information management is to ensure the creation, maintenance, useability and sustainability of the records and information needed for short and long term business operations. 

• Records and information required to meet short and long term needs are identified.
• High risk and high value areas of business and the systems, records and information needed to support these business areas are identified.
• Records and information management is a designed component of all systems and service environments where high risk and/or high value business is undertaken.
• Records and information are managed across all operating environments.
• Records and information management is designed to safeguard records and information with long term value.
• Records and information are sustained through system and service transitions by strategies and processes specifically designed to support business and accountability.

Principle 3: Records and Information are well managed

Effective management of records and information underpins trustworthy, useful and accountable records and information which are accessible and retained for as long as they are needed. This management extends to records and information in all formats, in all business environments, and in all types of systems.

• Records and information are routinely created and managed as part of normal business practice.
• Records and information are reliable and trustworthy.
• Records and information are identifiable, retrievable and accessible for as long as they are required.
• Records and information are protected from unauthorised or unlawful access, destruction, loss, deletion or alteration.
• Access to records and information is managed appropriately in accordance with legal and business requirements.
• Records and information are kept for as long as they are needed for business, legal and accountability requirements.
• Records and information are systematically and accountably destroyed when legally appropriate to do so.

The previous standard on the physical storage of State records remains in place for the storage of non-digital records along with counter disaster requirements applicable to non-digital records.

Register now: Records and Information workshops

If you work with University records or believe you will work with such items in the future, you are strongly encouraged to register for a Records and Information Workshop that will take place each month to assist with compliance to the new principles set out under the State Records Act.

Register now at ask.memory@mq.edu.au 

The workshops will cover the tools currently available to staff to perform the responsibilities and where the central records team can assist in compliance.

For questions or team training contact ask.memory@mq.edu.au

“The Green Paper aims to start a dialogue across the University about what we can do over the next ten years to address the challenges and opportunities for Indigenous education and proposes a set of strategic directions and priorities to bring real change in the future of Indigenous education at Macquarie,” says Associate Professor Shane Hearn, Director, Indigenous Strategy.

Over the coming months, Shane and his team will coordinate face-to-face opportunities for discussion about how this strategy can best be implemented.

“We invite everyone to read the Green Paper, and consider how we can work together to transform Indigenous education at Macquarie,” says Shane.

Access a copy of the Green Paper

Staff can provide feedback in a number of ways:

1. Submit a response using the online feedback form
2. Email alex.swain@mq.edu.au

All feedback is required by Friday 29 January 2016.

Watch an interview with Shane about the development of the Green Paper, below.

Introducing Walanga Muru
To coincide with the launch of the Green Paper, the Office of Indigenous Strategy (OIS) is pleased to announce a new Darug language name: Walanga Muru, meaning ‘follow your path’.

Shane explains the name was developed in consultation with the local Aboriginal community and Aboriginal and Torres Strait Islander students to reflect a new stage in the journey being taken by Macquarie and the Darug community. The new name has been accepted by the local Aboriginal community, and as a result, the OIS will no longer be known as Warawara.

“Our change in name marks the beginning of a new era, not only with strengthened community relationships, but also a commitment to mutual respect, reciprocity and engagement,” says Shane. “It also reflects our ambition and vision to support Indigenous students to become leaders in their chosen fields and provide a culturally safe ‘home away from home’ while they pursue their tertiary aspirations.”

The new language name Walanga Muru reminds us of the pathways we each take in life and the role of the OIS to support our communities to follow their pathways and realise their potential. As Aboriginal and Torres Strait Islander people, Walanga Muru links us back to the pathways of Land and our linkages to past, present and future.

The below story was supplied by key members of the local Darug Community, Aunty Edna Watson and Kerrie Kenton in conjunction with Sue Pinckham, Macquarie’s Cultural Adviser to provide the University with the narrative behind the Black Snapper Fish, the totem given to Walanga Muru.

“The black snapper fish is a shy but clever fish, who uses the shadows and patterns created by the mangroves to protect the younger fish. The mangroves are their nursery, their school and their home. The mangroves represent life – the obstacles and tangles that we need to navigate. At Walanga Muru, we seek to support students to choose the right path to take, assist them to navigate the obstacles and tangles of life, and to emerge as strong, resilient leaders for the future.”

Updated Welcome to Country and other Indigenous Ceremonies Policy and Procedure
The OIS has released an updated Welcome to Country and other Indigenous Ceremonies Policy and Procedure. The amended policy and procedure is available from Policy Central and provides staff with a comprehensive guide for all Indigenous Cultural Ceremonies and allows for bookings to be actioned through OneHelp.

A Welcome to Country or Acknowledgement of Country ceremony is conducted during official proceedings and events and the new procedure provides a streamlined approach for staff to action bookings.

For more information about Welcome to Country proceedings or other Indigenous cultural matters contact Emily Sutton (emily.sutton@mq.edu.au) or call ext 4209.

A Welcome to Country or Acknowledgement of Country ceremony is conducted during official proceedings and events and the new procedure provides a streamlined approach for staff to action bookings.

For more information about Welcome to Country proceedings or other Indigenous cultural matters contact Emily Sutton (emily.sutton@mq.edu.au) or call ext 4209.

Read more about the launch of the Indigenous Strategy Green Paper.

What are the Delegations of Authority?
The Delegations of Authority encompasses all aspects of the University’s operations. Delegations are an essential part of the University’s governance framework as they articulate authority and mitigate risk, and deliver improved transparency and clarity around decision-making.

The Delegations of Authority Register
The Register sets out a description of the business activities to be delegated, as well as the source of the authority, the delegate and any University policies that are related to that authority. The Register also identifies reporting requirements for the exercise of delegations.

Visit the Policy Central website to view the updates.

For more information contact Zoe Williams (zoe.williams@mq.edu.au) Head of Governance Services or call ext 4322.

“The new system strengthens the University’s commitment to providing an environment in which complaints are responded to promptly and with minimum distress and maximum protection to all parties,” said Deidre Anderson Deputy Vice-Chancellor (Students and Registrar).

Zoe Williams, Head of Governance Services explains the framework provides staff with a structured process of informal and formal complaint resolution and includes an online form to facilitate the submission of formal complaints.

“A key feature of the framework is an online portal to assist complainants to identify and navigate the various processes for managing complaints,” said Zoe.

Zoe explains the online portal incorporates areas of research integrity, public interest, disclosures, threatening behaviour and student conduct.

In the coming weeks, information sessions and training will be available to support staff to respond to complaints. An online training module is also in development to be delivered to current staff and included in staff induction.

See the new Complaints Management portal.

Read the new Procedure

“This review has resulted in a new approach to policy development and approval at Macquarie,” said Deputy Vice-Chancellor (Students and Registrar) Deidre Anderson. “This is a significant achievement for the University, and ties in with Our University: A Framing of Futures Strategic Priority 7: Improving aspects of our support services.”

Key improvements to the Framework include a streamlined approval process, the securing of approval prior to the development of a new policy to help avoid a proliferation of documents and to rationalise existing documents, and a new focus on implementation with the creation of an ‘Implementation Officer’ role for each policy.

“There is, after all, no point having a policy if it can’t be put into practice,” said Deidre, who explains that Procedures will also have a new look.

“They will now be based primarily on workflows, demonstrating each step to follow and who is responsible. Feedback indicated that this approach will be clearer for stakeholders, and the new Framework will make navigating University policy easier for users,” she said.

More information and resources

1. Download the Policy Toolkit for more information about the new Framework.
2. Join the new University-wide policy network which facilitates consultation on policy matters.
   Contact the Policy Unit (policy@mq.edu.au) to sign-up.
3. All policy changes that impact staff and students will be published in This Week.

Check out our webpages on Discrimination and Harassment and Workplace Bullying for information on discrimination, bullying and harassment, the policy and links.

Go to EO Online for an easy to use online tool designed especially for Australian university staff, including one module for all academic and professional staff, and another for staff with supervisory responsibilities. It is a quick catch up on the relevant essential information.

For managers and supervisors we are also offering face to face briefings on recent legislative changes, their legal obligations and tips for best practice, including:

Confident Managers: Unpacking Workplace Bullying
Understanding how to prevent it and what to do if it happens. Get the latest update on changes to the definition, risk factors, best practice and your new legislative obligations as a manager to prevent and respond.

Wednesday 11 June, 9.30am – 12pm

Confident Managers: Preventing Discrimination & Harassment Essentials
Protect you and your team and get the latest update on risk factors, best practice and legislative obligations to prevent and respond to discrimination and harassment in both work and study environments.

Thursday 12 August, 9.30am – 12pm

Confident Managers: Disability in the Workplace Essentials
One in five of your staff are likely to have a disability. Do you know what to do? Come along for an update on key issues, and practice tips for inclusive strategies when working with staff with disability, chronic medical conditions and mental health issues.

Wednesday 16 September, 1.30pm – 4pm

To register for one of the following scheduled sessions and/or request a session please contact Lauren Dillon, on lauren.dillon@mq.edu.au or ext. 1975. For any questions about the new policy, and/or professional development options to suit your team, please feel free to contact Michelle Falconer on michelle.hayter-falconer@mq.edu.au or 0409 227 897.

Ainslee Harvey / Academic Senate Project Officer

How long have you been at Macquarie?
Only since April this year but it feels longer than that. It’s definitely a sign that I’ve settled in very well.

How do you get to campus?
I drive… and feel guilty about it.

Where is your favourite place to spend a spare five minutes at Macquarie?
If I’m not sitting alongside Dom Verity in the Library Café, you’ll find me perched on a rock soaking up the afternoon sun in the garden opposite E7A.

What was your earliest childhood career aspiration?
As a child I spent a lot of time at the beach and was convinced that I was going to be a surf lifesaver.

If you weren’t an Academic Senate Project Officer, what would you do?
I would be a professional traveller/travel blogger/tour leader.

What is your favourite film, book or TV show?
At the moment I’m really into the TV series Suits. The plot, the drama, the music and the (good looking) characters – it’s a great show.

What would you want to learn if given the chance to learn it instantly?
Another language, any language, I wouldn’t be picky! Closely followed by mastering the harp, it’s such a heavenly instrument.

Something not many people know about me is…
I sleep eat. It is not unusual for tins of Milo, packets of Tim Tams or tubs of ice cream to disappear overnight; however, it’s not without a trace. Chocolate smeared on the pillow, Milo on the floor or the ice cream left out on the bench. I’d make a good research study.

If money were no object, what would you like to achieve?
Gosh, this is a difficult question and I don’t have a concrete answer. It would involve having more time to connect with people, help others, give back to the community, learn and explore.

What were you doing before you started these questions?
Preparing the agenda for a working party that is reviewing the Assessment, Grading, Unit Outline and Final Examination Policies. On that note, if you’d like to contribute any feedback or ideas, please let me know!

Find out what other Policies are under review.

Policies

• Smoke Free Campus
• Safety Management Policy

Procedures

• Laboratory Waste Management

Schedules

• Laboratory Waste Management

Visit the Human Resources website for access to these documents.

For more information contact Michael Carley (michael.carley@mq.edu.au).