Glossary

Glossary

SUMMARY

The Glossary Procedure establishes the University's approach to using a single authoritative glossary of key acronyms, abbreviations and terminology.

PROCEDURE

PurposeTo have and use a single authoritative glossary of key acronyms, abbreviations and terminology.

Procedure

This procedure requires actions by the following: This procedure consists of the following steps:

Staff Member

SUBMIT A GLOSSARY APPLICATION
Request a new or changed Glossary entry at any time. To create, update or remove Glossary entries:
  • check the existing entries in the Glossary
  • complete and submit an online Request a change form. This online form is automatically submitted to the Publications Officer.

The Publications Officer will submit the request for consideration by the relevant committee and approval by Academic Senate. It can then be included in the next version of the Glossary.

Contact the Publications Officer if you have any questions.

RECEIVE NOTIFICATION
Receive acknowledgement of request from the Publications Officer.

The Publications Officer will also advise you of the Glossary Working Group’s recommendation and the Approval Committee/Officer’s decision.

If successful, the new or changed term will appear in the online Glossary.

If unsuccessful, there will be two possible outcomes:
  • action: In this case, you will need to re-draft the entry and liaise with the Publications Officer to re-work the entry and re-submit.
  • no action: In this case:
    • the new definition is deemed to be beyond scope of the glossary, or
    • the current definition is deemed to be accurate and appropriate, or
    • the current definition is deemed to be a necessary term and therefore not removed.

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Publications Officer

REVIEW AN APPLICATION
Receive and review a request. Draft a definition or update the existing entry based on the request and any supporting documentation.

CONSULT GLOSSARY WORKING GROUP
Circulate the definition to the Glossary Working Group for consideration of impact, conflict with terms used in other areas of the University or potential to clarify/confuse understanding. The Working Group will identify any potential issues with the term.

CONSULT APPROVAL COMMITTEE / OFFICER
Submit the definition to the relevant Approval Committee/Officer for consideration. The Committee will consider the appropriateness of the term and definition. It can be endorsed, suggested for review or rejected.

Approval Committees / Officers are:
  • Academic Standards and Quality Committee – for Academic/Coursework terms
  • Systems Analyst, Office of Financial Services – for finance terms
  • Project Officer, Human Resources  - for human resources terms
If endorsed:
  • include a new or changed term in documentation for submission to the Academic Senate.

MANAGE UPDATES TO GLOSSARY
Biannually, in March and August, initiate a review of the Glossary.

Collate, review and arrange for updates to be considered by the relevant Approval Committee/Officer.

Submit changes to the Academic Senate for review and approval in the April or November Senate meeting.

Ensure all approved changes to the Glossary are online and included in the print handbook by the start of each academic year.

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Glossary Working Group

RECOMMEND A DEFINITION
Receive an application from the Publications Officer.

Identify any contradictions with existing terms, or overlap with terms not in the Glossary but which are used commonly in other areas of the University.

Recommend any changes to the drafted definition and identify the Approval Committee/Officer which should consider the definition.

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Approval Committee/Officer

SUBMIT A GLOSSARY APPLICATION
Request a new or changed Glossary entry at any time. To create, update or remove Glossary entries:

  • check the existing entries in the Glossary
  • complete and submit an online Request a change form or contact the Publications Officer directly.

The Publications Officer will submit the request for consideration by the Glossary Working Group and Academic Senate. It can then be included in the next version of the Glossary.

ENDORSE A DEFINITION
Receive an application from the Publications Officer.

Assess the definition based on the following criteria:

Frequency:How often is the term used and by whom?
Audience:  Is the proposed term appropriate for the glossary audience?
Continuity Does the proposed term align with the common language of the higher education sector?
Clarity   Will the term reduce the potential for confusion  amongst the Glossary audience?
Notify the Publications Officer of the decision whether or not to endorse the definition.

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Academic SenateAPPROVE GLOSSARY

Review and approve Glossary entries in the November meeting.

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Procedure Information

Contact OfficerPublications Officer, Marketing Unit
Date Approved6 March 2013
Approval AuthorityDeputy Vice-Chancellor (Students and Registrar)
Date of Commencement6 March 2013
Amendment Historyn/a
Date for Next ReviewAugust 2013
Related Documentsn/a
KeywordsGlossary, Definition
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