Policy Statement

The University’s mission and values are reflected in its institutional and compliance policies. The institutional policies protect the University’s mission, reputation, integrity, accountability, and transparency. They also support the management in overcoming possible institutional risks. All University policies must be developed, amended, approved, and published according to the standard procedures outlined in this policy. All policies must be published on the Policy Development Unit (PDU) website.

Background and Justification

The policy on policy development is designed to offer practical guidance and advise on the proper steps in the policy-development process and procedure at the PSU. It is important for the initiator, or the owner of the policy to follow the steps and procedures of the policy-development, review, approval, implementation and evaluation.

Scope and Purpose

The purpose of the policy development is to help the Management and any office/department or unit prepare high quality proposals based on relevant information and analysis in order to pass through the different steps of review and adoption.

This policy addresses the process for developing, issuing, approving and implementing the Prince Sultan University’s policies. The policy shall apply to all university departments, faculty, staff, and students. Internal policies that apply to the operations of colleges, departments, or offices should not conflict with PSU policies but can be more restrictive.

This policy also provides guidelines for creating, revising, and publishing PSU policies. It ensures that all approved policies which are in alignment with the PSU mission and vision are maintained centrally and accessible to all stakeholders.

Principles of the Policy

• The policy should be aligned with the vision and mission of the University.
• The policy should be consistent with other existing policies of the University.
• The policy should not be of conflict with the Saudi laws.
• Policy must be written clearly, in simple language; directive, actionable, consistent, and using the designed template.
• The policy should be communicated and disseminated to the relevant stakeholders (Compliance Office).
• Policies, if necessary, should be reviewed every year.

Definitions

Policy: A statement of basic principles and associated guidelines…

Principle: A rule that must be followed, while a policy is a guideline that can be adopted.

Procedure: Describes actions to conform to and implement an established policy.

Policy Owner: University official whose jurisdiction covers the policy subject matter.

Institutional Policy Committee (IPC): Appointed by PSU President; initiates, reviews, and approves policies before University Council approval; headed by the Compliance Officer.

Compliance & Legal Office: Develops compliance programs, reviews institutional policies, and advises management on risks. Compliance Office.

Policy Development Unit (PDU): Custodian of policies; oversees creation, revision, and management of university-wide policies.

Responsibilities and Implementation Strategies

• Main actors: IPC, PDU, and the University Council.
• IPC: scrutinizes drafts, provides feedback/support to policy owners.
• University Council: reviews proposals submitted via IPC; may approve, disapprove, or approve with amendments.
• PDU: publishes approved policies on the University website.
• IPC: communicates with colleges/departments/units about this policy and related information.
• For process & procedure, see Appendix 1.

Procedures for Handling Policy Violation

1. Use the official Policy template (Appendix 2) and follow content requirements.
2. Form a committee at college/department/center/unit level if needed to study the necessity of proposing/amending.
3. Conduct literature review/benchmarking as relevant.
4. Prepare the draft after consulting relevant practices/materials.
5. Submit draft to IPC for feedback/comments/opinion.
6. Incorporate IPC comments (if any) and revise.
7. Resubmit to IPC → forwarded to University Council.
8. University Council may approve, approve with comments, or disapprove.

Upon approval, IPC submits the policy to PDU for website publishing.

References & Appendices

• Procedures for creating a new and revising PSU policies (Appendix 1)
• Template for new/reviewed policy (Appendix 2)