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Queen's University

University Secretariat and Legal Counsel

Policy Advisory Subcommittee

Terms of Reference

Role: The Policy Advisory Subcommittee (PASC) is a subcommittee created by, and advisory to, VPOC. PASC has an advisory and coordinating role regarding the development of administrative policies and procedures, but not a decision-making role. It does not have the authority to approve a policy, nor to allocate resources.     


Subject to this paragraph, all policies and procedures which have application across more than one Faculty, School or across multiple administrative units and/ or applies to the University, as a whole must be reviewed by PASC prior to submission for approval by the appropriate approval body.  Policies or procedures which originate with the standing or ad hoc committees of either the Board of Trustees, the University Senate, Faculty Boards, or Executive Councils of Schools are not required to be reviewed by PASC before approval.  Such bodies are, however, able to request PASC review if deemed useful in the view of that committee or its respective senior approval body.

Purpose: To ensure consistency and coordination in the development, approval and administration of all University Policies.
Membership: One representative from each of:


Financial Services

Human Resources

Labour Relations

Marketing and Communications

Human Rights and Equity Offices

VP Research or delegate

Provost or delegate

1 faculty member selected by the Provost after consultation with the Deans

1 staff member appointed by VPOC

1 VPOC Member – Committee Chair

1 Internal Audit to be advisory to the committee


A Secretary assigned by the Chair will provide executive support.

Mandate 1. To receive proposals for University Policy from VPOC or from other members of the University community and to make recommendations to VPOC on whether a new University policy is needed (or whether the purpose can be achieved by modifying or clarifying an existing policy, or through guidelines or procedures).  University Policy is defined as policy which has application across more than one Faculty, School or multiple administrative units and/ or applies to the University, as a whole.   Policies or procedures which have application only within one operational area do not fall within the purview of PASC.
2. To advise proponents of policy and interested members of the community on policy approval process and requirements.
3. Where a new policy is being recommended for development, to provide a template, advice about consultation (including advice about the need for legal review), and identify the appropriate approval path.  In particular, implications of any policy for students, both undergraduate and graduate, should be carefully considered and the consultation process for each policy designed with this in mind.   The Provost or his/her delegate will be primarily responsible for raising possible implications for students arising from any policy proposal and the Committee, as a whole, will be mindful of the possible impacts of any proposed policy on students.
4. To assist VPOC, as required, in an evaluation of the implications of proposed policies, including potential risks, costs, and infrastructure requirements.
5. To assess polices under development and review in light of legislation, collective agreements and, in particular, the University's obligations under the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario Human Rights Code (OHRC).
6. Once a draft policy is received, to review the process of consultation and the implementation and communication plan, and to make a recommendation to VPOC for initial approval, either by VPOC itself, or in the case of policies or procedures proposed by the administration, by the Board or the Senate as the subject matter relates to their respective jurisdictions.

To undertake periodic reviews of existing policies, identifying anachronisms, gaps and overlaps, and monitoring the effectiveness of the institution's ongoing administration of its policies.


Responsibilities: 1. PASC will, as its first task, propose a policy to establish the overall policy approval process for the University, together with templates for policy writing, for the approval of VPOC.


2. PASC shall be responsible for ensuring the establishment of a definitive repository of University Policy and will propose a process for overseeing a systematic review of University Policies.


3. All policies shall have an identified position which is responsible for that the policy and which will conduct regular reviews of the policy.


Membership Title
D. Bennett  Executive Director, Office of the Vice-Principal (Advancement)
L. Carmichael Professor, Economics Department
J. Choi Director, Internal Audit
R. Coupland Senate Operations and University Policy Manager
L. Daneshmend Deputy Provost
H. Debnam Executive Director, University Marketing
R. Denniston-Stewart Associate Dean, Student Services and Community Relations
M. Doherty Director, Client Services
L. Knox University Secretary and Corporate Counsel
K. McInnis Executive Director, University Research Services
H. Penning Equity Advisor
H. Shield Director and Counsel, Employee and Labour Relations
H. Woermke Controller


Chair:  L. Knox
Secretary:  R. Coupland

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000