Policy without (much) pain - University of Ballarat

Policy without (much) pain14. Impact assessmentInstitutions frequently argue that they are over-regulated by governments and that the cost ofcompliance is too high. Staff in teaching units may consider that the demands of the centre forquality assurance and documentation are unreasonable, hampering the real work of teaching,research and community and industry engagement. Staff in the centre may feel caught betweenthe reporting and compliance requirements of government, and the resistance of staff in teachingunits to these requirements.Given this tension, it behoves policy developers to consider the resource implications of policyoptions. At the least, the resources needed for the different implementation and complianceoptions should be made clear in consultation and approval. For example, there may be the optionof requiring documentation and central reporting of the outcome of a process, or of leaving it tothe local unit to carry out the process and keep local records. Either the local units acquire anadditional administrative task, or the institution foregoes the ability to assure the quality of theprocess.Another example would be the decision whether to require that students apply to graduate, or thatthe units managing students’ progress identify all students eligible to graduate and invite them todo so. The first option is less resource-intensive; the second gives better service and minimisesthe potential for disputes (for instance, where students show up to a graduation ceremonydemanding to graduate, although they have not applied and there is no diploma prepared forthem). Choosing the option of identifying students who are eligible to graduate will also probablyrequire process and system development.Attempt to quantify the impact of newprocesses arising from the proposed policy.What is a reasonable estimate of the number oftransactions? How long will it take on averageto carry out each step of the process? In theprevious example (application to graduate),how long will it take to check each final yearstudent’s transcript to confirm that they havemet course requirements? At what time of year will this occur, and how will it fit in with other workcarried out by student services teams at that time? What resources will be needed in thegraduations team to notify students of their eligibility to graduate?Discussing these matters in the consultation process will reassure participants that the practicalimplications are being thought through. It will help them plan for the change and thus reduce thechallenge of change management and communication when it comes to implementing the policy.One straightforward way to assess the impact of a change is to find another institution that hasalready made a similar change, and ask them about the experience. What were the drawbacks,and are they enjoying the expected benefits? Each member of a working group could contacttheir equivalent at the other institution and report back on that conversation.Key points/tips:The resources needed forthe different options shouldbe made clear inconsultation and approval.‣ Attempt to assess the resource impact of policy options by estimatingvolume and time of transactions.‣ Contact equivalent staff at another institution that has introduced a similarpolicy.~ 27 ~