We have two stages in our policy process in which we receive many comments and suggestions for revisions. These stages are:
Stage 1 Drafting and Revision--The draft is usually managed by the chair of the writing committee. At the end of Stage 1, President's Council approves a final stage 1 draft--this becomes the authorized draft for review in Stage 2. During Stage 2, the policy owner takes the authorized draft to faculty senate, student government, the staff employee association, and deans' council to obtain their input. Only ONE version is reviewed, and the same version is reviewed by all four groups. After Stage 2 revisions are made, the revised draft is once again reviewed and authorized by President's Council for entrance to the next review stage. At this point, the draft versions are managed by the Policy Office. At each stage, authorized policy drafts are published online so that all members of the university community and the general public can view the draft. Versions are kept in a SharePoint site administered by the Policy Office. Regards, Cara O'Sullivan, Policy Officer Utah Valley University Orem, Utah -----Original Message----- From: [email protected] [mailto:[email protected]] On Behalf Of Institutional policy-related discussions digest Sent: Wednesday, August 27, 2014 10:02 PM To: acupa-l digest recipients Subject: acupa-l digest: August 27, 2014 ACUPA-L Digest for Wednesday, August 27, 2014. 1. Policy Routing Question 2. RE: Policy Routing Question 3. RE: Policy Routing Question ---------------------------------------------------------------------- Subject: Policy Routing Question From: Rachel Grace King <[email protected]> Date: Wed, 27 Aug 2014 13:20:45 +0000 X-Message-Number: 1 Good Morning Everyone, Our current routing/approval process involves a word document passing through the required people and using track changes to make edits. Recently our Editorial Content Manager is having to go back and re-edit more changes on the same document and she is concerned that because she signed off (on a separate routing form) saying she has looked at it and made the changes that it looks like she has edited these additional changes when in fact, she hasn't seen them yet. What kind of process do you use to ensure that different versions of a proposed policy are not floating around (between the circle of policy administrators) and to ensure that once someone signs off on their part of the process that more versions aren't being written? Sorry, if I am confusing anyone on this email - easier to explain in person. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603, Main Campus - MH 326C [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA. ---------------------------------------------------------------------- Subject: RE: Policy Routing Question From: Christine Tata <[email protected]> Date: Wed, 27 Aug 2014 14:53:51 +0000 X-Message-Number: 2 Rachel, We use SharePoint to house all documents being worked on by stakeholders and reviewers. It is a shared drive workspace maintained by our IT department; we pay a nominal fee per year, since Word documents don't require a billion bits of data storage. As administrator, I can grant access to each workspace to those with authority to edit documents, so input is controlled but simple to allow. Each time someone edits a SharePoint document (using Word's track changes features) the system "automagically" saves and numbers a version that can always be referred to or restored. We have indeed had occasion to look back to discover where a change came from and who approved a version, so it's useful. There is something of a learning curve to set it up, and users have to be coached how to save their changes. I have also heard people refer to OnBase document storage, and I know that most of the purchased software systems for policy development have this feature. SharePoint is an inexpensive solution that (mostly) works for us. Happy to discuss further if you like. Thanks Christine * * * Christine Tata, Ph.D. Director of Policy Administration UT Southwestern Medical Center 5323 Harry Hines Boulevard B7.104 / Mail Code 9002 Dallas, Texas 75390-9002 214-648-2866 From: [email protected] [mailto:[email protected]] On Behalf Of Rachel Grace King Sent: Wednesday, August 27, 2014 8:21 AM To: Institutional policy-related discussions Subject: [acupa-l] Policy Routing Question Good Morning Everyone, Our current routing/approval process involves a word document passing through the required people and using track changes to make edits. Recently our Editorial Content Manager is having to go back and re-edit more changes on the same document and she is concerned that because she signed off (on a separate routing form) saying she has looked at it and made the changes that it looks like she has edited these additional changes when in fact, she hasn't seen them yet. What kind of process do you use to ensure that different versions of a proposed policy are not floating around (between the circle of policy administrators) and to ensure that once someone signs off on their part of the process that more versions aren't being written? Sorry, if I am confusing anyone on this email - easier to explain in person. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603, Main Campus - MH 326C [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ________________________________ UT Southwestern Medical Center The future of medicine, today. ---------------------------------------------------------------------- Subject: RE: Policy Routing Question From: "Visken-Diaz, Susan" <[email protected]> Date: Wed, 27 Aug 2014 15:28:38 +0000 X-Message-Number: 3 Rachel, Yale also uses SharePoint. I agree with everything Christine says! It's not 100% fool proof but it has decent controls and is fairly simple to learn. Also happy to discuss if you have questions, Sue From: [email protected] [mailto:[email protected]] On Behalf Of Christine Tata Sent: Wednesday, August 27, 2014 10:54 AM To: Institutional policy-related discussions Subject: RE:[acupa-l] Policy Routing Question Rachel, We use SharePoint to house all documents being worked on by stakeholders and reviewers. It is a shared drive workspace maintained by our IT department; we pay a nominal fee per year, since Word documents don't require a billion bits of data storage. As administrator, I can grant access to each workspace to those with authority to edit documents, so input is controlled but simple to allow. Each time someone edits a SharePoint document (using Word's track changes features) the system "automagically" saves and numbers a version that can always be referred to or restored. We have indeed had occasion to look back to discover where a change came from and who approved a version, so it's useful. There is something of a learning curve to set it up, and users have to be coached how to save their changes. I have also heard people refer to OnBase document storage, and I know that most of the purchased software systems for policy development have this feature. SharePoint is an inexpensive solution that (mostly) works for us. Happy to discuss further if you like. Thanks Christine * * * Christine Tata, Ph.D. Director of Policy Administration UT Southwestern Medical Center 5323 Harry Hines Boulevard B7.104 / Mail Code 9002 Dallas, Texas 75390-9002 214-648-2866 From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Rachel Grace King Sent: Wednesday, August 27, 2014 8:21 AM To: Institutional policy-related discussions Subject: [acupa-l] Policy Routing Question Good Morning Everyone, Our current routing/approval process involves a word document passing through the required people and using track changes to make edits. Recently our Editorial Content Manager is having to go back and re-edit more changes on the same document and she is concerned that because she signed off (on a separate routing form) saying she has looked at it and made the changes that it looks like she has edited these additional changes when in fact, she hasn't seen them yet. What kind of process do you use to ensure that different versions of a proposed policy are not floating around (between the circle of policy administrators) and to ensure that once someone signs off on their part of the process that more versions aren't being written? Sorry, if I am confusing anyone on this email - easier to explain in person. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603, Main Campus - MH 326C [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ________________________________ UT Southwestern Medical Center The future of medicine, today. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. --- END OF DIGEST ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE e-listing of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to this web address and fill out the form. We will remove you from the list within 24 hours during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html
