Policy Publication Procedure
PD20040001 NSW Department of Education and Training
NSW Department of Education and Training
_____________________________________
Policy Publishing Procedure
[Policy Documents Policy PD20040001]
_____________________________________
Corporate Communication Directorate
Email: ourpolicieswebsite@det.nsw.edu.au
Phone: (02) 9561 8531
The version on the DET Policies website is the current version. Printed versions are not controlled and should not
be regarded as the current version.
Page 1 of 5
Policy Publication Procedure
PD20040001 NSW Department of Education and Training
Table of contents
1.
2.
Responsibilities & delegations .............................................................. 3
Publishing and hosting ......................................................................... 3
2.1
Publishing location – department policies ..................................... 3
2.2
Publishing location - local level policies ......................................... 3
2.3
Hosting implementation documents .............................................. 3
2.4
Hosting supporting documents ...................................................... 4
3. Publishing approvals ............................................................................ 4
3.1
Policy publishing ............................................................................ 4
3.1.1
Approval records ........................................................................ 4
3.1.2
Approver to publish online ......................................................... 4
3.1.3
Approver request to send policy live .......................................... 4
3.2
Policy implementation document publishing .................................. 4
3.2.1
Approval records ........................................................................ 4
3.2.2
Approver to publish online ......................................................... 4
3.2.3
Approver request to send implementation document live .......... 4
4. Policy versioning................................................................................... 5
5. Exemption from formal approvals ......................................................... 5
5.1
Definition of exceptional changes .................................................. 5
5.2
Requesting publication of exceptional changes ............................. 5
Corporate Communication Directorate
Email: ourpolicieswebsite@det.nsw.edu.au
Phone: (02) 9561 8531
The version on the DET Policies website is the current version. Printed versions are not controlled and should not
be regarded as the current version.
Page 2 of 5
Policy Publication Procedure
PD20040001 NSW Department of Education and Training
The following are mandatory procedures for the online publication of NSW Department of
Education & Training policy and implementation documents as defined in the Policy
Documents Policy, PD20040001.
The online version-controlled policies sections referred to in this document are located on
the department’s Internet site and the department’s staff Intranet (intranet access).
1.
Responsibilities & delegations
1.1.
Responsibilities and delegations for approvers of policy documents are
outlined in Policy Documents DET Requirements Policy, PD2004/0001.
1.2
Responsibilities and delegations for policy approvers and staff members in
dealing with the online publication of a policy or its implementation documents
are found in sections 2, 3 and 4 below.
2.
Publishing and hosting
2.1
Publishing location – department policies
Department policies shall only be published online in the version-controlled policies
sections of the department’s internet and staff intranet. All policies must be
accessible from the policies sections of both the internet and staff intranet. A policy is
permitted to be published only on the intranet if its policy statement qualifies as:
2.1.1
2.1.2
2.1.3
2.1.4
commercial-in-confidence
a safety or security risk
no public impact
other legal reasons.
2.2
Publishing location - local level policies
Publication of school-level and institute-level policies on school or institute websites
is permitted, and these local-level polices do not need to be published on the
department’s version controlled policies websites. A school-level and institute-level
policy must clearly reference its over-arching department policy.
2.3
Hosting implementation documents
Each implementation document associated with a department policy is linked to from
the right hand column on the policy’s web page under the heading “Implementation
documents”. Each link passes the user to an implementation document summary
web page from where implementation document resources can be accessed.
Implementation documents themselves can be hosted either on the policies website,
or on other department websites, but must be hosted in one location only.
Corporate Communication Directorate
Email: ourpolicieswebsite@det.nsw.edu.au
Phone: (02) 9561 8531
The version on the DET Policies website is the current version. Printed versions are not controlled and should not
be regarded as the current version.
Page 3 of 5
Policy Publication Procedure
PD20040001 NSW Department of Education and Training
2.4
Hosting supporting documents
Related documents are linked to from the right hand column of the policy’s web page
under the heading “Related links”. This class of documents may be hosted on
department and/or other organisations’ web pages external to the policies section.
3.
Publishing approvals
Approvals for publishing policy and implementation documents on the policies sections of
the department’s internet and intranet sites will take the following form. Refer also 4.2
Exemptions from formal approval.
3.1
Policy publishing
3.1.1
Approval records
Evidence of approval of a new policy must be sent to the online policies editor when
applying to upload a new policy to the policies websites. Any changes to a policy
version represent the equivalent of a new policy for approval purposes. Refer 1.4
Policy Approvers Policy Documents Policy PD2004/0001.
3.1.2
Approval to publish online
Approval to publish a new or amended policy online is distinct from the document’s
corporate approval, and this approval is requested by a director or above level; or the
TAFE NSW equivalent of this level; or by the executive at the time of policy approval.
3.1.3
Approver request to send policy live
After viewing the uploaded new policy or amended policy on the test environment,
the approver sends an email to the online policies editor as authority to send the
document live.
3.2
Policy implementation document publishing
3.2.1
Approval records
Authority to publish a new or amended policy implementation document is only
requested by the online policies editor where the document itself is hosted in the
online policies area (ie, as opposed to its being published on a directorate site).
3.2.2
Approval to publish online
Online publication of a new or amended policy implementation document is approved
by a director (or above); or the TAFE NSW equivalent of this level.
3.2.3
Approver request to send implementation document live
After viewing the uploaded new or amended policy implementation document on the
test environment, the approver sends an email authorising the online policies editor
to send the document live.
Corporate Communication Directorate
Email: ourpolicieswebsite@det.nsw.edu.au
Phone: (02) 9561 8531
The version on the DET Policies website is the current version. Printed versions are not controlled and should not
be regarded as the current version.
Page 4 of 5
Policy Publication Procedure
PD20040001 NSW Department of Education and Training
4.
Policy versioning
4.1
Changes to information contained in clauses 1-5 of the revised policy format,
including Document History, require formal approval, and cause the policy version
number to change.
4.2
Exemption from formal approvals
The following exceptional changes to policy and implementation documents do not
require formal policy approvals. In all instances a new policy version number will not
generate.
4.3
Definition of exceptional changes
4.3.1
4.3.3
An change to a policy that does not change its intent and which change does not
need to be communicated
A change that is a response to a formal restructure, necessitating the update of
contact details
The fixing of faulty online elements, eg formatting within a document, broken or
incorrect links, typographical errors
Restructure of a policy into the revised format, without changing the content.
4.4
Requesting publication of exceptional changes
4.4.2
The policy approver details the changes in workflow, and emails the online policies
editor authority a request to send the document live, without changing the version
number.
4.3.1
4.3.2
Corporate Communication Directorate
Email: ourpolicieswebsite@det.nsw.edu.au
Phone: (02) 9561 8531
The version on the DET Policies website is the current version. Printed versions are not controlled and should not
be regarded as the current version.
Page 5 of 5