Colleagues,
Following recent feedback that existing procedures for navigating administrative procedures lack sufficient clarity, the University is pleased to introduce a streamlined framework for the clarification of processes.
This initiative reflects our ongoing commitment to ensuring that all staff can confidently understand how to understand what they are required to do.
1. Background
A review conducted by the Committee for Procedural Visibility (report pending finalisation, draft currently under review) identified that:
- Many staff are unsure which process applies in a given situation
- Some staff are unsure whether a process exists
- A small but significant number of staff have created their own processes
While this demonstrates commendable initiative, it has resulted in process plurality, which is not currently recognised as an official category.
2. The New Clarification Process (NCP)
To address this, all staff must now follow the New Clarification Process (NCP) when encountering any process-related uncertainty.
- “I am unsure which process applies”
- “I am unsure whether a process exists”
- “I am unsure whether I am the process owner”
- “Other (please specify in 250 words or fewer)”
Step 4: Await allocation to a Process Clarification Advisor (PCA).
3. Role of the Process Clarification Advisor
The PCA will:
- Confirm whether a process exists
- Confirm whether the identified process is the correct process
- Confirm whether further clarification is required
Where necessary, the PCA may escalate the request to the Subcommittee on Process Clarification of Process Clarification (SCPCPC).
4. Expected Timeframes
We are committed to timely outcomes. Current targets are:
- Initial acknowledgment: within 5–7 working days
- Preliminary clarification: within 10–15 working days
- Final clarification: within 20–25 working days (subject to clarification)
Please note: timeframes may vary depending on the complexity of the process being clarified, or the clarity of the request to clarify it.
5. Interim Guidance
While awaiting clarification, staff are advised to:
- Proceed cautiously
- Avoid making irreversible decisions
- Document all uncertainty for audit purposes
In cases where action cannot be delayed, staff may enact a Provisional Process Interpretation (PPI), provided it is clearly labelled as such and retrospectively aligned with the confirmed process once clarified.
6. Training and Support
All staff will be required to complete the online module:
“Understanding How to Understand Processes: An Introduction”
This module will cover:
- Recognising when you do not understand a process
- Distinguishing between different types of not understanding
- Knowing when to seek clarification of your lack of understanding
Completion will be tracked and reported as part of annual performance reviews.
7. Closing Remarks
We acknowledge that processes can at times appear complex. This initiative ensures that, moving forward, all staff will have a clear and consistent pathway for navigating that complexity.
Should you have any questions about this process, please submit a Process Clarification Request.
Attachment: Flowchart of the Clarification Process (Version 3.2 – subject to clarification)
