Higher education institutions are complex ecosystems where policies shape the experiences of students, academics, and administrative staff.
However, the process of policy creation and implementation often lacks inclusivity, flexibility, and responsiveness to the rapidly evolving educational landscape.
If institutions are to thrive in an era of digital transformation, shifting student expectations, and increasing socio-economic challenges, they must rethink how policies are designed and enacted.
A more participatory, adaptive, and evidence-based approach is essential to creating institutional policies that truly serve the needs of all stakeholders.
Top down without engagement
Institutional policies often emerge from a centralised, top-down approach, where senior leadership teams develop policies without adequate engagement with those directly affected (students, faculty, and professional service staff).
This results in policies that may be well-intended but are disconnected from on-the-ground realities. For instance, policies surrounding Technology-Enhanced Learning (TEL) frequently fail because they do not account for academic workload constraints, staff and students’ digital literacy levels, or disparities in institutional infrastructure.
The gap between policy intentions and practical implementation then leads to confusion, resistance, and limited adoption.
Policies should not be dictated from the top – but rather co-created with those who will implement and be impacted by them. This requires institutions to foster genuine dialogue with diverse stakeholders, ensuring that different perspectives and experiences shape decision-making.
Adopting participatory approaches such as Change Laboratories, a method that engages stakeholders in problem-solving workshops, can provide a structured way for institutions to address contradictions and inefficiencies in their current policy frameworks.
A recent Change Laboratory intervention at a UK research-intensive university demonstrated the benefits of participatory policy development. The initiative brought together academics, administrators, and digital learning specialists to collaboratively identify barriers to effective blended learning adoption.
Through iterative discussions and problem-solving exercises, the group developed a Culturally Advanced Activity System (CAAS), aligning institutional policies with pedagogical realities. The process not only resulted in a more practical and effective policy framework but also increased staff engagement and willingness to adopt blended learning practices.
The success of participatory policy-making in blended learning highlights its potential application across other areas of policy. Institutions could apply similar methodologies to enhance policies related to assessment frameworks, student support services, diversity and inclusion, and faculty development. By institutionalising collaborative problem-solving approaches, HE governance structures can become more responsive to evolving educational needs.
Rigid policies that fail to account for evolving challenges and opportunities quickly become obsolete. HE institutions must adopt a more dynamic approach, treating policies as living documents that are regularly reviewed and updated based on data-driven insights.
For example, instead of prescribing a one-size-fits-all approaches, institutions should allow for staff-led experimentation, followed by structured evaluations to refine policies based on what works best in different disciplines.
An evidence-based policy culture?
Stakeholder-led policy development is crucial to ensuring that policies are not only relevant but also widely accepted and effectively implemented. By actively involving students, faculty, and administrative staff in the policy-making process, HE institutions can create frameworks that reflect the lived experiences of their communities.
This participatory approach fosters greater trust, encourages meaningful engagement, and enhances the practicality of policies. When stakeholders have ownership over policy development, they are more likely to support its implementation, leading to smoother transitions and sustainable institutional improvements.
Additionally, fostering a culture of continuous professional development ensures that policy decisions align with the latest pedagogical and technological advancements.
For HE institutions to remain relevant and responsive in the 21st century, they must overhaul how they create and implement policies. Moving away from rigid, top-down structures and embracing participatory, flexible, and evidence-driven approaches will ensure that policies are both effective and widely supported.
Institutional leaders must prioritise stakeholder engagement, foster a culture of continuous learning, and create policies that genuinely enhance teaching, learning, and student success.
Without these changes, HE risks stagnation in an era that demands adaptability and innovation. By embedding participatory mechanisms and evidence-based strategies in governance, HE institutions can pave the way for a more inclusive and forward-thinking educational environment.
