Policy Development Policy

Principle / Overview

TAP lab requires an agreed procedure to develop and implement any policy so that appropriate participation is ensured. The goal is to have a process with clearly identified steps that need to be followed in order to go from idea to implemented policy.

Application

All TAP lab members, particularly to the “Executive committee”.

Related documents

TAP lab Policy Template

Reason for policy

Policies are necessary but without an established procedure there is a risk of having too many policies and for those policies to be unrepresentative. A process for updating policies needs to exist to ensure the policies are only updated when members have been given the opportunity to participate.

Policy details/Implementation

In the development of a policy it is necessary that the following steps be completed:

1. Prepare a draft document based on the TAP lab Policy Template.
2. Submit the draft document to the Executive Committee
3. The Executive Committee will communicate with all members to notify them that a new policy is being proposed, attaching the draft policy.
4. The members will give feedback on the draft document for a period defined by the Executive Committee but of no less than two weeks.
5. The Executive Committee will decide on the mechanism to approve the reviewed document.
   1. Executive decision: The Executive Committee decides by simple majority to approve the draft policy.
   2. Members vote: At a regular or special members’ meeting, the reviewed policy document will be tabled and approved by simple majority of the members present.

6. After the reviewed policy document has been approved, the final policy document must be placed in the TAP lab Policy folder (digital and hardcopy) and the policy will be deemed to be in place.

Updating ratified policies

This follows the same basic process as when a new policy is made:

1. Prepare the proposed changes as a draft. Submit this to the Executive Committee along with a summary of changes.
2. The Executive Committee will communicate with all members to notify them that a policy change is being proposed, attaching the draft and summary of changes.
3. The members will give feedback on the draft document for a period defined by the Executive Committee but of no less than two weeks.
4. The Executive Committee will decide on the mechanism to approve the proposed changes.
   1. Executive decision: The Executive Committee decides by simple majority to approve the proposed changes to the policy.
   2. Members vote: At a regular or special members’ meeting, the draft of the proposed changes to the policy document will be tabled and approved by simple majority of the members present.
5. After the policy update has been approved, the final policy document must go in the TAP lab Policy folder (digital and hardcopy). The policy revision history must be updated to include the version changes. The policy changes will be deemed to be in place.