The Policy and Procedure Register is designed to make information easier to find and improve decision making. The Policy and Procedure Register contains all Melbourne Polytechnic policies and procedures and associated information. The Policy and Procedure Register is the sole authoritative source of official Institute policies and procedures.

Melbourne Polytechnic has strong internal policies and procedures for effective management. Therefore, many Melbourne Polytechnic policies are restricted to staff only. For these you will need to login with your Melbourne Polytechnic username and password to access the documents. These documents are identified with the shield emblem in the A-Z listing.

All other documents do not require ‘log-in’.

The Policy and Procedure Register can display differently depending on your browser. The Policy and Procedure Register works well with Mozilla Firefox and Google Chrome.

All Melbourne Polytechnic policies and procedures are listed in the A-Z page in alphabetical order, by title. You can also search the Policy and Procedure Register via the Search page using:

• Full text – search for one word, multiple words or tick ‘Match Exact Phrase’ check box
• Keyword - search for a keyword in the document title, summary or keywords
• Document realm – limit the search to Foundation; Higher Education; Institute; Off-shore: Vocational Education and Training
• Management Area – lists documents by organisational unit or department
• Document Category – lists documents according to their functional category
• Target Audience – limits search to documents that relate to a specific group e.g students
• Policy Reference Number – search by document reference number.

The Policy and Procedure Register is Melbourne Polytechnic’s central repository for all approved policy documents and constitute the authoritative source. To ensure ready access to Melbourne Polytechnic’s policies and procedures, the Policy Office publishes the most current approved versions on the Register. This Register provides a range of search options. To view all Policy Documents, use the Browse A to Z listing. 

1. Select the document
2. Click the ‘Print’ tab at the top of the policy or procedure
3. Click on ‘Print to Portable Document format’
4. Print or Save the PDF document.

Tabs include: 

• Status and Details: Contains information about the document’s status (i.e. current or historic), approval and implementation dates, as well as the contact details for enquiries.
• Associated Information: Links to policies, procedures and resources (templates, forms, websites, legislation) and other information related to the policy document you’re viewing.
• Historic Version: Contains previous versions of the policy document.
• Future Version: Shows future versions of policy document if a policy is queued to come into effect at a future date.
• Print: Allows you to open and print this document in a PDF format.

Important details about every document are contained in the Status and Details page of each policy and procedure. Select the document and click the ‘Status and Details’ tab at the top of the policy or procedure to view.

Every policy and procedure have an ‘Enquiries Contact’ listed on the Status and Details page. If you require further advice on the content, interpretation or application of a specific document or you’ve identified some issue, please direct queries to the ‘Enquiries Contact’.

Policy Office can assist you with general queries. Contact us via email: policies@melbournepolytechnic.edu.au.

The Glossary is an alphabetical listing of definitions for the terms and acronyms used in policy development. The Glossary supports the consistent use of terms across organisational policies and procedures. The Melbourne Polytechnic Glossary is under development.

Melbourne Polytechnic has a Policy Framework to apply consistent standards for the development, approval, implementation and review of policies and procedures to manage risks and to improve organisational capability. Our policies are designed to support good management. Melbourne Polytechnic uses templates to promote quality policy development and review.

• Higher Education policies and procedures are approved by the Higher Education Academic Board
• Administrative policies and procedures are approved by the Chief Executive
• Melbourne Polytechnic Board approves policies and procedures that it has not delegated.

A policy document is a collective reference to policy and procedures. 

A Policy is a statement of principles or position that is intended to direct decision-making and operations. Policies are usually supported by procedures and or supporting documents. 

A Procedure is an operational statement that outlines the practical steps required to implement its policy. 

The SCOPE (section 2) of a policy and procedure establishes who the policy document applies to, for example students, staff, teachers etc. 

Policies and procedures must always maintain accuracy and currency. Melbourne Polytechnic policies and procedures are reviewed at least every five years. When a policy and procedure is approved the next review date is set, for example the review date will be 5 years from the date of approval. A policy document becomes effective on the date it is published on the Policy and Procedure Register.  

Contact the Policy Office to discuss the required steps. For more information refer to Policy Development Toolkit - Policy Development, Amendment and Review. 

The Policy Development cycle has 8 stages:

Stage 1: Determining the need for a new Policy Document

Stage 2: Planning and Researching

Stage 3: Drafting

Stage 4: Consultation  

Stage 5: Endorsement and Approval

Stage 6: Promulgation on the Policy and Procedure Register

Stage 7: Implementation and Communication  

Stage 8: Review 

Yes, Melbourne Polytechnic’s approved policy and procedure templates are located under Staff Policy Resources on the Policy Register. Melbourne Polytechnic Policies and Procedures must be presented in the approved Policy and Procedure Templates to ensure documents are presented in a consistent format to assist readability.

Contact the Policy Implementation Officer with your concerns (refer the Status and Details section in the policy document on the Policy and Procedure Register) or contact the Policy Office. 

Policy review is typically initiated by the Approval Authority, Policy Owner, Policy Implementation Officer, a staff member via the Policy Implementation Officer, or the Policy Office.  A Policy Review requires the same depth of quality assurance measures, including benchmarking and Stakeholder Consultation, as applies to new policy developments.

For more information refer to the Policy Framework Policy, Policy Management Procedure and Policy Development Cycle Stage 8 – Review.

Contact the Policy Office to discuss the required steps. 

Consultation gathers knowledge, increases awareness, and encourages engagement and is crucial to effective policy. It forms part of the process for developing new policy documents and major reviews. Consultation should include positions with professional expertise that provide valuable information for policy development, including technical and subject matter knowledge that strengthens policy solutions and ensures that Melbourne Polytechnic complies with legislation.

The following positions should be consulted:

1. Senior Executives
2. Subject matter experts and frontline staff
3. Business systems experts
4. Users
5. Representatives from Committees
6. Students in the case of student facing policies.

For more information on Stakeholder Consultation refer to the Policy Consultation Guideline