Policy and Procedure Development and Maintenance

Policy

Category: General - Agency
Subject: Policy and Procedure Development and Maintenance
Division: Human Resources and Corporate Services
Policy Number: CA.50.01.102
Effective Date: December 1, 2015

POLICY STATEMENT

1. Corporate and divisional policies and procedures will be developed, approved and posted and accessible to all Wellington-Dufferin-Guelph Public Health (WDGPH) employees. Policies and procedures are intended to:

  • Provide a systematic approach to administering the daily operations and service delivery in a consistent, fair   and efficient manner;
  • Increase understanding, provide guidance and eliminate the need for personal decisions on matters related to WDGPH policies;
  • Establish the responsibility of students, volunteers employees and management as appropriate;
  • Assist in demonstrating consistency and fairness in the event of a legal complaint or investigation; and
  • Comply with the legal requirements of relevant legislation.

2. Policies, procedures and medical/dental directives will be accessible to all WDGPH employees, consultants, volunteers and students.

3. All policies, procedures and medical/dental directives will be revised to reflect current practices, changed legislative requirements or to introduce new policy topics.  Consequently, policies will be reviewed and/or revised as required or at least once every three years to ensure they are current.

4. Selected policies and procedures will be reviewed and discussed at each monthly Administration Management meeting.

5. WDGPH employees are bound by all new or revised policies and procedures immediately upon their effective date.

6. Original signed policies and procedures and inactive policies and procedures will be maintained in a centralized location within the Corporate Services Division.

SCOPE

This policy applies to all WDGPH employees responsible for the development, review, maintenance and application of policies and procedures.

DEFINITIONS

Policy – a statement of a principle, intent or belief establishing minimum standards and legislation with which all employees must comply. Policies should not change frequently.

Procedure – a statement of the action(s) required to ensure the policy is implemented.  Procedures may change from time to time to more accurately reflect changes in WDGPH structure, as well as changes in practice and/or technology.

Scope – a statement identifying those individuals, jobs, or groups to which the policy applies.

Responsibility – a statement identifying those positions or employees assigned specific responsibilities for administering certain aspects of the policy.

Definitions – defines certain terminology used within the policy.

References and Related Forms, Policies and Procedures – refers the reader to other documents or information upon which the policy is based including: corresponding policy or procedure, forms, legislative Acts, and other policies.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.50.02.102 Policy and Procedure Development and Maintenance 

CONTACT FOR INQUIRIES

Director, Human Resources and Corporate Services 

APPROVED BY

Director, Human Resources and Corporate Services   

 


Procedure

Category: General - Agency
Subject: Policy and Procedure Development and Maintenance
Division: Human Resources and Corporate Services
Procedure Number: CA.50.02.102

PROCEDURE

Developing Policies and Procedures:

  1. All policies and procedures shall be developed and formatted in a consistent manner in accordance to the standard WDGPH templates.
  2. The policy shall include content that is relevant to the population for which it is intended.
  3. The content shall be researched and reflect current practices and legislation.
  4. Content shall be clear, concise and complete to ensure it is understood by the reader.
  5. The content shall avoid jargon, complex terms or legalese.
  6. All acronyms must be defined the first time used within the policy and subsequently referred to as the acronym E.g. Wellington-Dufferin-Guelph Public Health (WDGPH).
  7. All draft policies and procedures will be reviewed by Sr. Management prior to final approval and publishing.
  8. All corporate policies and procedures will also be reviewed by Managers prior to final approval and publishing.
  9. Divisional policies and procedures impacting other divisions will be reviewed by those divisions prior to final approval and publishing.

Approval and Publishing:

  1. All medical/dental directives must be approved and signed by the relevant Director and the Medical Officer of Health or Dental Consultant.
  2. All corporate policies and procedures must be approved and signed by the Director, Finance and Corporate Operations or Director of Human Resources and Corporate Services based on assigned responsibilities.
  3. All divisional policies and procedures must be approved and signed by the appropriate Director.
  4. All appropriate signatures must be obtained before the policy is posted.
  5. All employees will be advised via email when new or revised corporate policies and procedures are posted.
  6. All divisional employees will be advised via email when new or revised policies and procedures or medical/dental directives are posted specific to their division.
  7. All employees are required to read and sign an acknowledgement that they have read new and/or revised Health and Safety (or other relevant policies/procedures) within 15 working days. 
  8. All applicable employees are required to read and sign an acknowledgement that they have read new and/or revised medical/dental directives within 15 working days.

RESPONSIBILITIES

Directors will:

  • Assist Managers in the development of new policies/procedures and the review of existing policies/procedures;
  • Ensure all existing policies and procedures are reviewed and/or revised as required or once in three years; and
  • Provide approval and signature on all new and reviewed policies/procedures.

Managers will:

  • Develop new policies and procedures as needed using the standard WDGPH templates;
  • Review all existing policies and procedures as required or once every three years to ensure they reflect WDGPH current practices and legislation;
  • Implement and administer all policies and procedures in a consistent and impartial manner; and
  • Ensure all employees are compliant in reading all mandatory corporate and/or program policies, procedures and/or medical/dental directives, and advise Human Resources.

Employees will:

  • Abide by all policies and procedures;
  • Be familiar with the location and accessibility of all policies and procedures; and
  • Ensure compliance in reading all mandatory corporate and/or program policies, procedures and/or medical/dental directives.

DEFINITIONS

Policy – a statement of a principle, intent or belief establishing minimum standards and legislation with which all employees must comply. Policies should not change frequently.

Procedure – a statement of the action(s) required to ensure the policy is implemented.  Procedures may change from time to time to more accurately reflect changes in WDGPH structure, as well as changes in practice and/or technology.

Scope – a statement identifying those individuals, jobs, or groups to which the policy applies.

Responsibility – a statement identifying those positions or employees assigned specific responsibilities for administering certain aspects of the policy.

Definitions – defines certain terminology used within the policy.

References and Related Forms, Policies and Procedures – refers the reader to other documents or information upon which the policy is based including: corresponding policy or procedure, forms, legislative Acts, and other policies.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  N/A

CONTACT FOR INQUIRIES

Director, Human Resources and Corporate Services

APPROVED BY

Director, Human Resources and Corporate Services