Guidelines for steering documents

Steering documents are documents decided by the university board, the vice-chancellor, head of administration, dean, head of department, head of department or collegial body.

All steering documents shall be classified as one of the steering document types below. The person who decides on the steering document is regulated by Mid Sweden University delegation of authority. 

The title of the steering document shall be short and contain words that clearly indicate the content of the document. The name of the document should start with the steering document type, such as:

• Guidelines for....
• Policy for...
• Administrative procedure for...

Steering documents shall be written on Mid Sweden Universitys template and registered.

Definition of steering documents

Regulation

A regulation is a binding provision issued by Mid Sweden University based on a delegation in law or regulation.

Decided by: University Board, Vice-Chancellor, Dean, Head of Administration, or collegial body.
Validity: Valid until further notice and updated as necessary, at least every three years.

Strategy

A strategy is university-wide and sets out objectives and operational orientation.

Decided by: University Board
Validity: Valid for a period of 3-5 years. The strategy paper expires after the end of the period.

Policy

A policy sets out general intentions and the university’s stance in the area covered by the policy.

Decided by: University Board, Vice-Chancellor, or Head of Administration.
Validity: Valid until further notice and updated as necessary, at least every three years.

Rules

Rules are more concrete than a policy, regulate liability and requirements linked to a specific area or issue.

Decided by: Vice-Chancellor, Dean, Head of Administration, or collegial bodies.
Validity: Valid until further notice and updated as necessary, at least every three years.

Guidelines

Guidelines are a recommendation on how to comply with laws and regulations.

Decided by: Vice-Chancellor, Dean, Head of Administration, or collegial bodies.
Validity: Valid until further notice and updated as necessary, at least every three years.

Administration procedures

An administrative procedure regulates work processes and responsibilities in different areas of activity.

Decided by: Vice-Chancellor, Head of Administration, Dean, Head of Department or collegial bodies.
Validity: Valid until further notice and updated as necessary, at least every three years.

Plans

A plan sets out concrete objectives and activities or actions.

Decided by: University Board, Vice-Chancellor, Dean, Head of Administration, Head of Department, or collegial bodies.
Validity: The time limit is specified in the respective plan.

Responsibility for the content and maintenance of the steering documents

All steering documents shall have a designated responsible function. The designated function is responsible for:

• prepare and, if necessary, collaborate the steering document before decision
• ensure that the steering document are accessible according to applicable legal requirements.
• producing an English translation or summary if it is a steering document of major importance.
• monitor and maintain the document.
• review the document at least every three years and, if necessary, propose an update or adjustment.

A review of the steering document may lead to the document being kept as is, wound up or revised. The responsible function is responsible for that earlier, non-valid version of the steering document is no longer available and searchable on the university website.

The Head of Administration has overall administrative responsibility for the maintenance and overhaul of steering documents decided by the University Board, Vice-Chancellor, Head of Administration or Head of Administration Department.

The Dean has overall administrative responsibility for the maintenance and overhaul of steering documents decided by dean, faculty board, head of department or in collegial bodies. The Dean may also have overall administrative responsibility for maintenance and overhaul of steering documents decided by the Vice-Chancellor. In these cases, the faculty offices have been designated as the responsible function.

Language and translation

Steering documents must always be drawn up and established in Swedish.

Steering documents of greater importance in principle and which are significant to employees and students shall be translated into English. Translation of steering documents is carried out in dialogue with the Communications Department and in accordance with language policy.

The English translation of a steering document is merely a representation of the Swedish language, established version of the document. In case of ambiguity regarding the interpretation of the meaning of an English translation, it is the wording of the Swedish language version that takes precedence.

In accordance with the provisions of the Language Act (2009:600) and our language policy, the language of policy documents must be nurtured, simple, understandable, and neutrally written.