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Policy Framework

In May 2024, the VIU Board of Governors approved the new Policy Framework for VIU. Now that the Policy Framework is approved it will take time for the university to review and align a revised list of university-level Board of Governors approved policies to it. A policy renewal process has begun. 

Find out more about the Policy Framework Development Process.

Policy Framework Summary and Scope

VIU’s Policy Framework sets out a consistent framework for the development, review, renewal, and repeal/retirement of university-level Board of Governors-approved policies in accordance with the principles set out below and applicable legislation and agreements. The Framework provides guidance on roles, responsibilities, and procedures for developing, reviewing, renewing, and repealing/retiring university policies. It acts as the university’s overarching policy that sets out minimum standards and procedures that apply to all other policies.

The Framework applies to all university-level Board of Governors-approved policies related to the operation and administration of the university. It also applies to all students, employees, and external members who participate as part of official university committees. The Framework does not apply to academic policies governed by VIU’s Senate or to policies related to the operations and administration of the Board of Governors.

Policy Development Principles

The Framework sets out the following principles to guide policy development:

  • Support good governance practice by:
    • Contributing to openness, transparency, and accountability
    • Facilitating operational continuity and consistency of decision-making
    • Managing institutional risk
    • Ensuring compliance with regulatory requirements
    • Promoting operational effectiveness and efficiency across the university’s operations
  • Advance the university’s vision and academic mission, including the commitment to academic freedom and a culture of intellectual openness
  • Deepen and support institutional commitments to:
    • Truth and Reconciliation with Indigenous Peoples
    • Equity, Diversity and Inclusion

In support of these principles, VIU’s policies will:

  • Be clear and accessible to a broad range of university community members
  • Follow best practices for procedural fairness to ensure due process
  • Support teaching, research, and innovation
  • Reflect VIU’s commitments to:
    • Combat climate change and its impacts
    • Build safe, resilient, and sustainable communities
    • Support the growth, potential, and well-being of its learners, its employees, and its communities

Policy Framework Hierarchy

All VIU policies are required to comply with the following legislation and agreements:

The Framework requires that the University comply with and carry out the duties of any legislation enacted with application to BC special purpose teaching universities or post-secondary institutions (e.g. Copyright Act, Workers Compensation Act). There are several types of documents under VIU’s policy umbrella that can be used to achieve this depending on the topic and its specific requirements.

University Policy

  • Principles-based
  • Has broad applicability across the university
  • Addresses broad, long-term issues and values that serve the University over an extended period without the need for frequent review or change
  • Is binding on members of the university community
  • Must be current, compliant, and consistent with other related legal and policy authorities

Procedure

  • Defines how a policy is to be implemented
  • A process or set of steps to be followed in order to give effect to a university policy
  • Communicates acceptable practice, sets boundaries, and establishes who is responsible for any required action
  • Outlines the appropriate steps to comply with a policy

Protocol

  • A standard set of rules or practices prescribing adherence to correct etiquette and precedence

Guidelines

  • General statements, recommendations, and administrative instructions intended to achieve a policy’s objective and to provide guidance on how the associated policy or procedure is implemented
  • Advisory, not binding, and are not enforced

Standards

  • A minimum set of expectations
  • An agreed upon, and documented way of doing something
  • Contains technical specifications or other precise criteria designed to be used consistently as a rule or definition

Unit/Departmental Policy

  • Provides direction and responds to issues within the jurisdiction of a specific academic or administrative unit
  • Developed and approved within individual units by the Responsible Executive
  • Must still be consistent with other unit and university policies and applicable laws
  • Has associated procedures focused on promoting best business practices, improving organizational communication, and reducing risk and exposure.

Policy Lenses

The Policy Framework introduces “Policy Lenses” as a tool to consider a values-based theme in the development of policies, programs, and practices. As policies may inadvertently create barriers for individuals or groups, policy lenses ensure policies:

  • Do not have unequal impacts
  • Are accessible, flexible, and fair
  • Are written using inclusive language that is accessible and avoids bias

The Framework recommends the following policy lenses to ensure that the potential impact of policies and procedures on diverse people is considered and addressed:

  • Equity, Diversity, and Inclusion
  • Indigenous Reconciliation
  • Gender-Based Analysis Plus (GBA Plus)

Policy Framework Governance

The University Secretary is the Responsible Executive for the Framework and is responsible for:

  • Amending, replacing, and retiring the Framework
  • Overseeing the implementation of the Framework
  • Primary interpretation of the Framework

The President is responsible for making recommendations for amendments, replacement, and retirement of the Framework to the Board of Governors and for answering questions of interpretation.

The Board of Governors is the Approving Authority for the Framework.

The Framework will be reviewed every five years, in accordance with the Policy Framework Procedures. It may be reviewed sooner.

Contact Information

Office of the General Counsel and University Secretary via Policy@viu.ca