DRAFT: Standard of Promptness for Reviewing Policy Merge Requests

This document is a draft and is not currently enforced. It is published for the purpose of soliciting feedback prior to final adoption.

​Purpose

This Standard of Promptness establishes proposed expectations for the timely review of policy Merge Requests submitted to the Policy and Manual Management System (PAMMS). The review and approval process ensures that policy updates are accurate, compliant, and approved prior to publication.

​Scope

This standard applies to all staff, sections, and offices participating in the review and approval of policy Merge Requests within PAMMS. It covers all phases of the review process, from initial assignment through final approval.

​Standards of Promptness

Reviewing Section Standard of Promptness (Calendar Days)

GitLab QC

2

Policy Section Leadership

3

Division Leadership

4

Legal (Initial, Secondary, and Final if applicable)

10

DHS Leadership

7
If each reviewing section completes its review at the end of the allowed timeframe, the cumulative review period may extend up to 26 calendar days. This standard is intended to encourage timely progression while allowing flexibility when needed.

​Basis for the Standards

The standards of promptness were established based on feedback received from multiple stakeholders involved in the PAMMS policy development and review process.

Input was gathered through the following issues:

This feedback was used to define review timeframes that support both thorough evaluation and timely publication of policy.

​Methodology

​Establishing the Standard of Promptness

The calculated result represents the expected review timeframe in calendar days. The final Standard of Promptness is established by rounding the calculated value up to the nearest whole calendar day.

This approach ensures that the standard:

  • Is derived directly from documented feedback

  • Reflects the collective input of reviewers

  • Gives appropriate weight to section-specific expertise

  • Produces a clear, consistent expectation for policy review timelines

​Rationale

Timely review of policy updates is necessary to ensure that staff and the public have access to current and accurate guidance. These standards are intended to create predictable expectations, reduce delays in the review process, and support consistent policy publication across programs.

​Implementation

  • Section leads shall monitor adherence to these standards and address delays as appropriate.

  • Review timelines may be evaluated periodically to determine whether adjustments are necessary based on policy volume or operational needs.

  • Exceptions to these standards may be granted when additional coordination or subject matter consultation is required.

​Compliance

Adherence to this Standard of Promptness is expected as part of normal policy review responsibilities. Repeated or extended delays should be addressed through section leadership to ensure continued effectiveness of the PAMMS policy review process.