Frequently Asked Questions (FAQ)

Categorised Questions:

1 - Using the Policy DDS

• Q - What information does the Policy DDS provide?
• Q - Do I need to login?
• Q - How do I find the rule, policy, procedure or guideline I am looking for?
• Q - How do I interpret search results?
• Q - Who do I contact if I need help or further information?
• Q - Where can I find related information?
• Q - How can I provide feedback on an existing policy?
• Q - What if I can't find an old or historic version of the policy I want?
• Q - What is the Discussion Board?
• Q - What does Policy DDS stand for?
• Q - How do I find a version that was in place in the past (an historic version)?

Categorised Questions and Answers:

1 - Using the Policy DDS

Q - What information does the Policy DDS provide?

The Policy DDS is a database with a web interface.  It provides access to University rules and University-wide policies, procedures and guidelines and to other relevant information including:

• associated information and reference materials
• up-to-date information regarding recent amendments
• document author and ownership details
• the ability to comment on draft documents

Q - Do I need to login?

No, you will not normally need a login to view approved versions of rules, policies, procedures and guidelines as these are published on the internet. A small number of policies relating to the Uni's financial arrangements are restricted to UWS staff and you will need your myuwsaccount login and password to view them.

A login may also be needed to access certain draft documents that are posted for comment to the Bulletin Board or Discussion Board.  Drafts are normally only password protected during the early stages of development when they are posted for comment by a small reference group.

Q - How do I find the rule, policy, procedure or guideline I am looking for?

All rules, policies, procedures and guidelines are listed in the View A-Z page in alphabetical order, by title. The Policy DDS also has a dedicated search engine that will allow you to perform a search using any of the following criteria:

• Full Text (i.e. words contained anywhere within the database or the documents themselves)
• Keyword (i.e. words contained in a document's title, keywords and summary descriptions fields)
• Management Area (in which case results will be listed by Division, by Unit, by title)
• Document Category (where like documents are grouped together for ease of searching - e.g. all policy documents related to working at UWS)
• Target Audience (who the document applies to - students, staff, both)
• Reference Number

Full Text and/or Keyword searches will also find matches in Associated Information. Searches that include other search criteria will not return results from the Associated Information file.

You can search using one field or a combination of multiple fields.

Note: If you are looking for a historic or future version of a policy you can access these from the current version of the document. Once you have located the document, open it, then click the 'historic' or 'future' link as required. These links are located in the grey menu bar toward the top of the page.

Q - How do I interpret search results?

If your search is successful, all documents matching your search criteria will be listed in alphabetical order, by title, unless you have included Management Area in your search criteria, in which case results will be listed, by Division, by Unit, by title.  To access a document, click it's title.  You can also display the summary descriptions for the documents matching your search criteria by clicking the 'View Summary Descriptions' link located in brackets immediately above your search results.

If your search has returned too many or too few results try a different search field.  Refer to the information contained in the introductory text (top of page) and User Notes (red text to right of each search field) on the search page for information on how to refine your search and tighten or expand your search parameters.

Q - Who do I contact if I need help or further information?

If you can't find the document you are looking for or are having difficulty using the Policy DDS contact the Policy and Governance Unit and ask to speak to the Administrative and Systems Support Officer or the Manager, Policy.  You can also email enquiries to: policies@uws.edu.au

If you have found the document of interest to you and need further advice in regard to it's application or interpretation you need to speak to the relevant Unit Head (who can provide official interpretations regarding application to new/unique circumstances).  If you have a general enquiry, this can be directed to the document's enquiries contact.  The Unit Head and Enquiries contact details are recorded on the Status and Details page.  Open the document, then click the link to the status and details page (located at top of page on the light grey menu bar).

Q - Where can I find related information?

The Policy DDS includes an Associated Information page on which you will find links and/or references to related information and materials. On the Associated Information page you will find a range of informative references and links to relevant information including legislation, policies, procedures, guidelines, forms, web pages and flowcharts to name a few.

Q - How can I provide feedback on an existing policy?

When policies are under review, drafts are often posted to the Bulletin Board for comment.  You should use the Bulletin Board comment interface to provide feedback to the author during that time.

Alternatively, during the life of a policy, you can open the policy, procedure or guideline in question and go to the "Status and Details" page. There you will find the name of the author, the relevant unit head and a contact for enquiries. Click on the name of any of these (usually the enquiries contact in the first instance) and an email page will open, allowing you to insert and forward feedback. Please ensure that you provide clear details about the particular policy you are commenting on and sufficient information to relate your comments to the relevant part of the policy (e.g. Section 3, clause 11).

Q - What if I can't find an old or historic version of the policy I want?

The Policy DDS system only archives repealed versions of policies from mid 2006. If you need to access older policies from past years, these may be available via the University Calendars for previous years or in the University’s records. Contact the Policy and Governance Unit for assistance.

Q - What is the Discussion Board?

The Discussion Board is a consultation interface that has been provided to facilitate comments on non-policy documents.  The Disucssion Board may be used to facilitate consultation in respect to the development of any document, however documents must be compiled using the Policy Word Template in order to be uploaded successfully into the system.

If you are interested in using this interface for consultation purposes, contact the Administrative and Support Systems Officer or Manager Policy for further information.

Q - What does Policy DDS stand for?

Policy DDS stands for Policy Document Development System. Apart from being the University's central policy repository it is also assists policy owners and authors in the development of their policy document by providing an online consultation process (the Bulletin Board) and an online approval and publication process.

Q - How do I find a version that was in place in the past (an historic version)?

If you want to view a former (or historic) versions of a policy document, you can by clicking on the current version of the document and using the Historic Version link in the light grey document menu bar. You will see all former approved versions of the policy.