HR Policy Revision Process
UCD Human Resources
Acmhainní Daonna UCD
Overview
HR Policies may be updated as required to reflect changes in practice or
procedures at UCD. Outside of this it is recommended that all policies are
reviewed typically once every 2 years.
When making changes to a HR Policy the following process should be
followed by the Policy Author.
Updating the Policy
1. The latest MS Word version of the policy should be requested from
hris@ucd.ie.
2. The Policy Author should update the policy with the relevant changes.
3. The Policy Author must ensure the version history information section and
version number in the footer are updated.
4. The version history section should be updated with a detailed summary of
the changes.
5. Once the changes are completed, the policy should be forwarded to the
policy owner (HRD) for approval. The covering email to the director must
have the Policy Update Template (see below) copied into the body* of the
email, with the Section A to be completed by the Policy Author.
6. The Policy Author should also provide the HR Directors with a proposal on
the necessary communications for both HR Staff and other UCD Staff.
Section A - (Policy Author/updater to complete)
Policy Name & Version: Policy ABC V. 2.0
Summary of Changes:  Section X – list changes
 Section Y – list changes
 Section Z – list changes
Section B - (Policy Author will draft this section and Policy owner/HRD will
approve)
Does the new policy need to authorised by
the other HRDs?
Does a communication regarding the new
policy need to go out to HR staff?
Does a communication regarding the new
policy need to go out to Any other UCD staff?
*A Microsoft Outlook template email is available at L:\HR Policy Standardisation\Process\Approval_template.msg
Creation Date: 05/07/2012
Review Date: 01/07/2013
Version: 1
Policy Owner: Michael McGinley
Policy Author: Elaine Hassett
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HR Policy Revision Process
UCD Human Resources
Acmhainní Daonna UCD
Approvals
1. The Policy Author will forward the policy to the Policy Owner (HR Director)
to review.
2. The HR Director should review the proposed changes to the policy and
determine if the policy can be published immediately or if the proposed
changes should be circulated to the other HR Directors for approval (as per
Section B of the Policy Update Template above).
3. Once approved the HR Director should complete the remaining parts of
Section B above to confirm to the Policy Author if the proposed
communications are appropriate to inform staff of the updated policy or if
any other communications have been recommended by the HR Directors.
4. The HR Director will forward the email with the attached policy back to the
Policy Author confirming approval.
5. The Policy Author will forward the approval email including the Policy
Update Template to hris@ucd.ie requesting it to be published.
Implementation
1. Once received HRIS will upload the updated policy to the web site, checking
for the following;
a. Policy change approved by HRD?
b. Version control section and footer updated?
c. File to be published will update and overwrite existing file on web
server.
2. HRIS will store a copy of the approval email from the HRD in the designated
policies folder on the network. Each policy has a unique folder structure for
storing versions and approvals.
3. The Policy Author is responsible for completing all communications
recommended by the HR Directors in Section B.
Creation Date: 05/07/2012
Review Date: 01/07/2013
Version: 1
Policy Owner: Michael McGinley
Policy Author: Elaine Hassett
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