Administrative Policies & Procedures Manuals

(MPL) Motor Pool
(PAY) Payroll
(PaCS) Procurement and Contract Services
(PRO) Property Management
(RES) Research
(SAF) Safety
(SPA) Space Inventory
(STU) Student Employment
(SOR) Student Organization

(ARC) Archives & Records Management
(BIG) Brand Identity Guidelines
(BUD) Budget
(EMG) Emergency Procedures
(FAC) Facilities
(FIS) Fiscal Operations
(GCG) Grant, Contract & Gift Accounting
(GEN) General University Policies
(OHR) Human Resources
(InfoSec) Information Security

Several of the policies refer to the OSU Policies and Standards, the complete and official body of policies for the governance and operation of the Oregon University System (OUS).

Manual Coordinators can review guidelines for submission of manual revision requests by reading Revision Submission Guidelines.

The OSU System of administrative manuals is maintained by the Web Communications Editor in the Office of Human Resources. The administrative manuals are currently being revised to conform to the requirements of the Policy & Procedure Manual Management (PPMM) Program. The online manuals replace the earlier paper editions, which are no longer produced. In accordance with Oregon public records laws and requirements, printouts of the manuals' online text serves as the official record and are available for inspection at University Archives. To access earlier versions of a manual, please send an email request to University Archives at archives@oregonstate.edu stating the manual name, policy number (or policy name if not numbered), and posting date(s) desired.

The Web Communications Editor posts and maintains policies and procedures that are provided by department and units. The Web Communications Editor is also responsible for designing the layout and navigational aspects of online policies and procedures to provide an efficient user experience.

Please use the latest versions of Firefox or Internet Explorer when viewing the online manuals. Some manuals still use a PDF format for some files. In order to view or print a PDF document, you need a copy of Adobe Acrobat Reader, which is available at no charge on the Adobe website.

About Us

Policy & Procedures Manual Management Program

(The PPMM Program)

  1. Purpose
  2. Background Information
  3. Application
  4. Navigating Through a Policy Manual
  5. Major Aspects of the PPMM Program
  6. Benefits of the PPMM
  7. Who Does What?
  8. Advantages & Cost Effective Measures
  9. Learning More about the PPMM Program

1. Purpose of Program

The PPMM Program is a comprehensive program designed to effectively manage all aspects of the online Administrative Policy & Procedure Manuals in a professional, efficient and cost effective manner.

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2. Background Information

The PPMM Program was developed following the completion of a benchmark study involving over 100 universities. Actual online policy and procedure manuals along with the programs used to create and revise the manuals were reviewed and evaluated. The most successful aspects of the different programs and online manuals were integrated into one program tailored specifically for Oregon State University. The end result was the Policy & Procedure Manual Management Program adopted by the senior OSU administrators on October 1, 2003.

Some of the key components used to evaluate other university online manuals and maintenance programs were:

  • Manual format (how were the overall contents organized and presented to the end user).
  • Policy & Procedure format (how were individual policies & procedures organized and presented to the end user).
  • How individual policies and procedures were identified in different manuals at the same university.
  • User friendliness/Accessibility of the manuals
  • Revision Programs (user friendliness, resources required, effectiveness in keeping manuals current, overall results of revision program).
  • Software programs used to create and manage the online manuals.

Upon evaluating the various manuals and manual maintenance programs, the best aspects were chosen and integrated into the PPMM program. The PPMM program was then specifically tailored to meet the needs of the OSU Community and the available resources allocated to the program.

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3. Application

The Program incorporates all current & future Policy and Procedure Manuals in the documentation strategy for Finance and Administration Division units. This includes, but is not limited to, the following administrative manuals:

  1. Budgets
  2. Facilities
  3. Fiscal Operations
  4. Human Resources
  5. Payroll
  6. Procurement, Contracting & Construction Contracting
  7. Property Management
  8. Grant, Contract & Gift Accounting
  9. Safety
  10. Space Inventory
  11. Transportation Services
  12. Travel

Other OSU departments and units are encouraged to adopt the PPMM guidelines for their manuals.

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4. Navigating Through a Policy Manual

The PPMM format is designed so users can quickly and efficiently navigate through the online policy manuals. Users will only have to learn once how to navigate through a manual because all manuals will use the same format. Each policy manual utilizes two windows in your Internet browser. The first window will always have the Policy Manual's Table of Contents in it and be the launching pad for the contents of the manual. The second window will be used to see the contents of the manual. When you click on a policy number in the Table of Contents in the first window, a second window will open with the policy in it. When you click on a web link within a policy (in the second window) the link will always open in the second window. Use your web browser's "Back Button" in the second window to return to earlier visited web pages. When finished reviewing a particular policy in the second window, close the window and return to the Table of Contents in the first window to view another policy.

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5. Major Aspects of the PPMM Program include:

  • A consistent and efficient process for revising manuals.
  • An alphanumeric numbering system for identifying, tracking, and cross-referencing policies and procedures.
  • A systematic revision process applicable to all manuals.
  • A consistent format, style guide and appearance for all manuals.
  • A revision record is established and maintained for each manual.
  • A Manual Coordinator within each department to act as a contact person for each manual.
  • A Policy Editor responsible for the overall administration of policy and procedure documentation and presentation.

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6. Benefits of the PPMM Program

  • P & P Manuals will be kept current.
  • Employees will know the specific dates and contents that were updated in each manual.
  • Manuals will be organized using a uniform format that allows users to quickly locate information in different manuals.
  • The new web format will reduce the need for employees to print out hard copies of the manuals.
  • The Policy Analyst will provide assistance and training for the development, organization and writing of policies, procedures and exhibits.
  • The number of manual revisions will decrease because of information streamlining.

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7. Who Does What?

Web Communicaitons Editor

  • Provide oversight and technical expertise to coordinate, publish and maintain accurate and current Policy & Procedure manuals.
  • Integrate available technology to improve the delivery, access and communication of university policies & procedures to the end user.

Department Head

  • Designate a departmental employee(s) to be the Manual Coordinator for the department's manual.
  • Determine the 3-letter abbreviation to be associated with the department manual and precede the policy number assigned to each policy.

Manual Coordinator

  • Act as the department's contact person for P & P manual issues.
  • Coordinate the submission of their department's manual revisions and ensure the revision documents meet the revision submission guidelines.
  • Respond to inquiries concerning the content of their manual.
  • Monitor the currency of their manual's content and revise as appropriate.

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8. Advantages & Cost Effective Measures

The PPMM Program:

  • Brings organization and uniformity to a very unstructured area.
  • Defines, distinguishes and separates Policy, Procedure and Factual Information.
  • Provides an easily understood, logical plan for organizing information.
  • Utilizes current technologies to communicate essential information in a timely and user-friendly manner.
  • Standardizes the appearance, grammar, punctuation, style, lay out and web format of every administrative policy manual.
  • Ensures consistent terminology, abbreviations and acronyms are used in all manuals through proofreading with itemized checklists.
  • Implements an alphanumeric numbering system for every policy that allows for easier management, cross-referencing, communicating and tracking.
  • Compliments the Community Network department's endeavors relating to the management and access of on-line forms.
  • Streamlines information by relocating nonessential information from the manuals to a more appropriate location on the OSU web. Streamlining reduces the size of the manuals, allows users to quickly locate pertinent information, reduces the number of revisions a manual will require, and reduces or eliminates redundancy of work related to manual revisions.
  • Establishes department accountability & responsibility by designating a Manual Coordinator who will coordinate all the revisions for that department's P & P Manual.
  • Implements a content format that uses web links to cross reference related information. This aspect allows specific information to be contained in only one manual which eliminates redundancy of content, reduces the number and size of future revisions and allows employees to be directed to only one source for specific information
  • Establishes the framework that allows minimum resources to manage the online manuals and keep them current.
  • Helps OSU achieve its mission by effectively communicating essential information through the Administrative Policy & Procedures.
  • Increases employee moral by making essential information more easily assessable and current.

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9. Learning More about the PPMM Program

OSU personnel who are interested in learning more about the PPMM Program should email the Web Communications Editor to arrange a meeting. At the meeting, all aspects of the PPMM Program will be covered and training provided upon request.

The PPMM Program was adopted on Wednesday, January 30, 2002 by:

Vice President of Finance & Administration
Director of Business Affairs
Director of Property, Contracts/Risk Management, Property Management
Director of Budget/Fiscal Planning
Director of Public Safety
Director of Human Resources
Associate Vice President of Finance & Administration and Director of Facility Services
Head of Finance & Administration for OSU Cascades Campus

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Communication Standards

Standards for Communicating Administrative Policy & Procedures

Adopted on Wednesday, January 30, 2002 by:

Vice President of Finance & Administration

Director of Business Affairs

Director of Property, Contracts/Risk Management, Property Management

Director of Budget/Fiscal Planning

Director of Public Safety

Director of Human Resources

Associate Vice President of Finance & Administration and Director of Facility Services

Head of Finance & Administration for OSU Cascades Campus

Standards

  1. Administrative Departments will communicate written policies and procedures (p&p) only through their department/unit P&P manuals located on the main OSU Web page for F&A Administrative Manuals.
  2. Email, bulletins (hard copy or electronic), department web sites and forms or any other written media type may not state the actual policy or procedure. However, they may:
    • Explain, expand or clarify a policy or procedure,
    • Introduce a new policy or procedure, or
    • Announce the revision to a policy or procedure.

    All electronic communications explaining, introducing, announcing a revision to or referencing a policy or procedure will contain a hyperlink to the policy or procedure in the appropriate manual. All hard copy communications must contain the URL to the online policy or procedure.

  3. Exceptions to the standards will be made on a case-by-case basis for emergency situations, confidential or security policies and procedures, to protect the university from civil liability, when a change in the law immediately imposes a new duty or obligation on the University, or other similar situations.

Management Program

(The PPMM Program)

  1. Purpose
  2. Background Information
  3. Application
  4. Navigating Through a Policy Manual
  5. Major Aspects of the PPMM Program
  6. Benefits of the PPMM
  7. Who Does What?
  8. Advantages & Cost Effective Measures
  9. Learning More about the PPMM Program

1. Purpose of Program

The PPMM Program is a comprehensive program designed to effectively manage all aspects of the online Administrative Policy & Procedure Manuals in a professional, efficient and cost effective manner.

2. Background Information

The PPMM Program was developed following the completion of a benchmark study involving over 100 universities. Actual online policy and procedure manuals along with the programs used to create and revise the manuals were reviewed and evaluated. The most successful aspects of the different programs and online manuals were integrated into one program tailored specifically for Oregon State University. The end result was the Policy & Procedure Manual Management Program adopted by the senior OSU administrators on October 1, 2003.

Some of the key components used to evaluate other university online manuals and maintenance programs were:

  • Manual format (how were the overall contents organized and presented to the end user).
  • Policy & Procedure format (how were individual policies & procedures organized and presented to the end user).
  • How individual policies and procedures were identified in different manuals at the same university.

  • User friendliness/Accessibility of the manuals
  • Revision Programs (user friendliness, resources required, effectiveness in keeping manuals current, overall results of revision program).
  • Software programs used to create and manage the online manuals.

Upon evaluating the various manuals and manual maintenance programs, the best aspects were chosen and integrated into the PPMM program. The PPMM program was then specifically tailored to meet the needs of the OSU Community and the available resources allocated to the program.

3. Application

The Program incorporates all current & future Policy and Procedure Manuals in the documentation strategy for Finance and Administration Division units. This includes, but is not limited to, the following administrative manuals:

  1. Budgets
  2. Facilities
  3. Fiscal Operations
  4. Human Resources
  5. Payroll
  6. Procurement, Contracting & Construction Contracting
  7. Property Management
  8. Grant, Contract & Gift Accounting
  9. Safety
  10. Space Inventory
  11. Transportation Services
  12. Travel

Other OSU departments and units are encouraged to adopt the PPMM guidelines for their manuals.

4. Navigating Through a Policy Manual

The PPMM format is designed so users can quickly and efficiently navigate through the online policy manuals. Users will only have to learn once how to navigate through a manual because all manuals will use the same format. Each policy manual utilizes two windows in your Internet browser. The first window will always have the Policy Manual's Table of Contents in it and be the launching pad for the contents of the manual. The second window will be used to see the contents of the manual. When you click on a policy number in the Table of Contents in the first window, a second window will open with the policy in it. When you click on a web link within a policy (in the second window) the link will always open in the second window. Use your web browser's "Back Button" in the second window to return to earlier visited web pages. When finished reviewing a particular policy in the second window, close the window and return to the Table of Contents in the first window to view another policy.

5. Major Aspects of the PPMM Program include:

  • A consistent and efficient process for revising manuals.
  • An alphanumeric numbering system for identifying, tracking, and cross-referencing policies and procedures.
  • A systematic revision process applicable to all manuals.
  • A consistent format, style guide and appearance for all manuals.
  • A revision record is established and maintained for each manual.
  • A Manual Coordinator within each department to act as a contact person for each manual.
  • A Policy Editor responsible for the overall administration of policy and procedure documentation and presentation.

6. Benefits of the PPMM Program

  • P & P Manuals will be kept current.
  • Employees will know the specific dates and contents that were updated in each manual.
  • Manuals will be organized using a uniform format that allows users to quickly locate information in different manuals.
  • The new web format will reduce the need for employees to print out hard copies of the manuals.
  • The Policy Analyst will provide assistance and training for the development, organization and writing of policies, procedures and exhibits.
  • The number of manual revisions will decrease because of information streamlining.

7. Who Does What?

Web Communicaitons Editor

  • Provide oversight and technical expertise to coordinate, publish and maintain accurate and current Policy & Procedure manuals.
  • Integrate available technology to improve the delivery, access and communication of university policies & procedures to the end user.

Department Head

  • Designate a departmental employee(s) to be the Manual Coordinator for the department's manual.
  • Determine the 3-letter abbreviation to be associated with the department manual and precede the policy number assigned to each policy.

Manual Coordinator

  • Act as the department's contact person for P & P manual issues.
  • Coordinate the submission of their department's manual revisions and ensure the revision documents meet the revision submission guidelines.
  • Respond to inquiries concerning the content of their manual.
  • Monitor the currency of their manual's content and revise as appropriate.

8. Advantages & Cost Effective Measures

The PPMM Program:

  • Brings organization and uniformity to a very unstructured area.
  • Defines, distinguishes and separates Policy, Procedure and Factual Information.
  • Provides an easily understood, logical plan for organizing information.
  • Utilizes current technologies to communicate essential information in a timely and user-friendly manner.
  • Standardizes the appearance, grammar, punctuation, style, lay out and web format of every administrative policy manual.
  • Ensures consistent terminology, abbreviations and acronyms are used in all manuals through proofreading with itemized checklists.
  • Implements an alphanumeric numbering system for every policy that allows for easier management, cross-referencing, communicating and tracking.
  • Compliments the Community Network department's endeavors relating to the management and access of on-line forms.
  • Streamlines information by relocating nonessential information from the manuals to a more appropriate location on the OSU web. Streamlining reduces the size of the manuals, allows users to quickly locate pertinent information, reduces the number of revisions a manual will require, and reduces or eliminates redundancy of work related to manual revisions.
  • Establishes department accountability & responsibility by designating a Manual Coordinator who will coordinate all the revisions for that department's P & P Manual.
  • Implements a content format that uses web links to cross reference related information. This aspect allows specific information to be contained in only one manual which eliminates redundancy of content, reduces the number and size of future revisions and allows employees to be directed to only one source for specific information
  • Establishes the framework that allows minimum resources to manage the online manuals and keep them current.
  • Helps OSU achieve its mission by effectively communicating essential information through the Administrative Policy & Procedures.
  • Increases employee moral by making essential information more easily assessable and current.

9. Learning More about the PPMM Program

OSU personnel who are interested in learning more about the PPMM Program should email the Web Communications Editor to arrange a meeting. At the meeting, all aspects of the PPMM Program will be covered and training provided upon request.

The PPMM Program was adopted on Wednesday, January 30, 2002 by:

  • Vice President of Finance & Administration
  • Director of Business Affairs
  • Director of Property, Contracts/Risk Management, Property Management
  • Director of Budget/Fiscal Planning
  • Director of Public Safety
  • Director of Human Resources
  • Associate Vice President of Finance & Administration and Director of Facility Services
  • Head of Finance & Administration for OSU Cascades Campus

Manual Coordinators

Archives & Records Management (ARC)

Department: University Archives
Coordinator: Larry Landis
Phone: (541) 737-0540

Brand Identity Guidelines (BIG)

Department: University Advancement
Coordinator: Dave Baker
Phone: (541) 737-3871

Budgets (BUD)

Department: Office of Budgets & Fiscal Planning
Coordinator: Terri Cook
Phone: (541) 737-9189
Coordinator: Karen Meador
Phone: (541) 737-0914

Emergency Procedures (EMG)

Department: Public Safety & Oregon State Police
Coordinator: Bob Brown
Phone: (541) 737-2529

Facilities Services (FAC)

Department: Facilities Services
Coordinator: Raquel Gonzalez
Phone: (541) 737-
1296

Fiscal Operations (FIS)

Department: Business Affairs
Coordinator: Charlotte Rooks
Phone: (541) 737-5422

Grant, Contract & Gift Accounting (GCG)

Department: Office of Post Award Administration
Coordinator: Lisa Silbernagel
Phone: (541) 737-4711
Coordinator: Kim Calvery
Phone: (541) 737-2198
Coordinator: Rachel Polansky
Phone: (541) 737-5914

Human Resources (OHR)

Department: Employee Benefits
Coordinator, Employee Benefits: Manager, Employee Benefits
Phone: (541) 737-2806
Department: Learning & Organizational Development
Coordinator, Learning & Organizational Development: Paul Biwan
Phone: (541) 737-0545
Department: HR Systems & Technology
Coordinator, HR Systems & Technology: Linda Sather
Phone: (541) 737-8076
Department: Unclassified Employees
Coordinator, Unclassified Employees
Phone: (541) 737-0736
Department: HR Solutions
Coordinator, HR Solutions: Viki Dimick
Phone: (541) 737-0547
Department: Strategic Staffing/Workforce Planning
Coordinator, Strategic Staffing/Workforce Planning: Robbin Sim
Phone: (541) 737-3203

General University Policies (GEN)

Department: Office of Human Resources
Coordinator: Viki Dimick
Phone: (541) 737-3103

Information Security (InfoSec)

Department: Information Services
Coordinator: David Nevin
Phone: (541) 737-3549

Motor Pool (MPL)

Department: Motor Pool
Coordinator: Justin Fleming
Phone: (541) 737-7086

Payroll (PAY)

Department: Payroll Department
Coordinator: Steve Nash
Phone: (541) 737-9491
Coordinator: Sue Hall
Phone: (541) 737-8610

Procurement and Contract Services (PaCS)

Department: Procurement and Contract Services Office
Coordinator: Kelly Kozisek
Phone: (541) 737-2067

Property Management (PRO)

Department: Inventory Control
Coordinator: Charlotte Rooks
Phone: (541) 737-5422
Office: B100 Kerr Administration Building

Research (RES)

Department: Research Office
Coordinator: Jana Zvibleman
Phone: (541) 737-0655

Safety (SAF)

Department: Environmental Health & Safety (EH&S)
Coordinator: Dan Kermoyan
Phone: (541) 737-2505
Coordinator: Kay Miller

Space Inventory (SPA)

Department: Facilities Services Planning & Construction
Coordinator: Jean Duffett
Phone: (541) 737-3014

Student Employment (STU)

Department: Office of Human Resources
Coordinator: Viki Dimick
Phone: (541) 737-5355

Student Organizations (SOR)

Department: Student Leadership & Involvement
Coordinator: Danté L. Holloway
Phone: (541) 737-1562

Submission Guidelines

Submission Guidelines for Manual Revisions for Manual Coordinators and Departments

  1. Overview of Revision Process
  2. Manual Revision Schedule
  3. Document Preparation

    1. Revising Posted Policies & Procedures
    2. Submitting New Policies
    3. Revising or Creating Exhibits
  4. Creating the Manual Revision Record (MRR)
  5. Need Additional Information?

1. Overview of Revision Process

In accordance with institutional directives, the OSU system of administrative manuals is available on the OSU Web to allow easier access by the university community. In addition, the conversion to an electronic medium means that university departments can now revise polices more often, which provides the opportunity to keep the manuals accurate and current.

Publication Procedure for Manual Revisions

Web publication by the Policy Advisor involves the following:

  1. copyediting (checking organization, grammar, syntax, spelling, accuracy, consistency, style, etc.),
  2. HTML formatting according to an approved manual template,
  3. proofreading using itemized checklists,
  4. submitting drafts to Manual Coordinators, and if needed, General Counsel for review,
  5. copyediting, incorporating, and formatting changes,
  6. checking hypertext links for accuracy and currency,

Note: The Policy Editor relies on Manual Coordinators to supply accurate URL addresses for website links within their manuals and to provide notification when changes occur in a URL address. The Policy Editor is not responsible for the accuracy or contents of links to outside sites.

  1. posting on the OSU policy and procedure manuals website, making printouts from the source text and submitting them to University Archives.

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2. Manual Revision Schedule

Revision Schedule

Currently, while the manuals are being reformatted and updated to reflect the standards established in the PPMM program, there is no deadline or set schedule for revisions. Revisions to current administrative manuals should occur as frequently as necessary to keep the manuals current.

Submissions are produced on a first-come, first-served basis

All manual revisions are produced on a first-come, first-served basis; all materials are time-and date-stamped upon receipt by the Policy Advisor. If requests are made via email, then the original email will be saved.

Posting of Revision to OSU Web

Manual revisions will be posted to the corresponding online manual after the Policy Advisor receives final approval from the Manual Coordinator. Upon checking the final draft of the revisions for accuracy, the Manual Coordinator will authorize the Policy Advisor to post the revisions.

Manual Coordinators should request revisions in timely fashion

The Manual Coordinator should notify department heads and other persons responsible for maintaining or revising policies no later than two months before a planned revision. Review of current policies should occur at least twice a year. Whenever a change in policy is foreseen, the Manual Coordinator is well advised to request the responsible departmental designee to begin writing the revision as soon as possible, so that departmental review and rewrites can occur in a timely manner.

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3. Document Preparation

The following are directions for the preparation of revisions for new or revised policies. They are designed to make the revision process as efficient and accurate as possible.

Note: Documents that are improperly prepared will be returned to the Manual Coordinator for correction, and will be placed at the end of the queue when resubmitted for editing and production.

Effective Dates

The Manual Coordinator must ensure that the correct effective and revised dates (months, days, and years) are indicated on every policy submitted to the Policy Advisor. Every policy has an effective date, which is the date when the policy first went into effect, and is not necessarily the posting date or publication date of the policy. Once a policy takes effect, this date never changes; it remains the same throughout the life of the policy, no matter how many revisions are made

Revised Dates

The revised date indicates the most recent date that a policy was revised. It is always different from the effective date and never earlier than the effective date.

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(a) Revising Posted Policies & Procedures

  1. The departmental designees responsible for specific policies should prepare revisions by marking changes in red ink on printouts or by using red font in electronic files for currently posted policies, procedures and exhibits. Extensive changes should be submitted in .doc or .html file formats as attachments to an email or on labeled disks along with marked-up copies of the policies. An example of an "extensive change" would be the addition of a section or substantial paragraph or rewriting an entire policy with its accompanying procedures. Replacing one term with another is not an extensive change and these types of revisions should be requested via email with the changes identified in red font. Use the "Track Changes" feature in MS Word to insert the "Red font" for additions and the "Strike Through" for deletions for each document submitted via email. Just save the html files in the online manual to your hard drive and then use MS Word to revise the document. In the MS Word tool bar, click on "Tools", then "Options", then "Track Changes". Use the "Track Changes" feature to insert the "Red font" for additions and the "Strike Through" for deletions for each document submitted via email. Make sure the "Track Changes" option is turned on when revising the document. Click on "Tools", then "Track Changes" to turn it on. When saving the document after revising it, add the letters (rev) to the name of the file. This identifies a file that has been revised and distinguishes it from the master file. This process ensures that the revision request is processed quickly and accurately.
  2. Send the revised policies to the Manual Coordinator, who will review it and then submit it to the Policy Advisor as an attachment to an email. After copyediting, HTML formatting, and proofreading, the Policy Advisor prepares review drafts of the policies submitted and sends them to the Manual Coordinator or posts them to the test website for the online manual.

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(b) Submitting New Policies

  1. The departmental designees responsible for specific policies should write the new policies. Include all applicable sections (Purpose, Policy, Procedure, etc.) and identification information (manual name, section, policy number, effective date).
  2. The Manual Coordinator reviews the policies, making certain they are complete and the effective dates are specified. In addition to the printed copies that are submitted, supply a copy in MS Word on a labeled disk, CD or as an attachment in an email to the Policy Editor.
  3. After copyediting, HTML formatting, and proofreading, the Policy Editor prepares review drafts of the policies submitted and sends them to the Manual Coordinator, along with a note specifying any concerns or outstanding items that need to be addressed.
  4. Departments, through their Manual Coordinators, review the drafts, make necessary changes, and return them to the Manual Coordinator in a timely manner.
  5. The Policy Editor prepares the final versions of the revisions and posts them in the appropriate manual on the OSU Web. At the same time, the Policy Editor prepares and delivers a printout of the manual or revision to University Archives.

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(c) Revising or Creating Exhibits

"Exhibits" are often charts that illustrate departmental organization or flowcharts showing how some action proceeds through different steps. Exhibits are also useful to show how to complete a form by filling out a sample with hypothetical information. All exhibits that are forms must have the word "Sample" printed across at the top.

Exhibits are not blank forms intended for downloading. Forms for downloading should be accessed from a department website in formats available to a variety of platforms, such as Microsoft Word, Portable Document Format (PDF), etc. By putting such forms on the department's Web site, the department can change the forms as necessary. The Manual Coordinator should indicate where a link to the form should be inserted in the text of a policy, procedure, etc.

  1. Revise exhibits in their original formats. If possible, use MS Word or another Microsoft software program to create exhibit documents. If exhibits are not available in electronic formats, provide a clean hard copy on white paper (provide an original, with no hole punches or staple holes). High quality originals produce better quality scans.
  2. The Manual Coordinator sends the revised exhibits in an electronic format or as clean hard copies to the Policy Advisor.
  3. The Policy Editor will scan hard copies of exhibits and prepare review drafts of all new or revised exhibits. The Policy Advisor distributes the review drafts of exhibits along with copies of revised or new policies to the Manual Coordinator.
  4. Departments, through their Manual Coordinators, review the drafts, make necessary changes, and return the drafts to the Manual Coordinators.
  5. The Manual Coordinator then submits the drafts to the Policy Advisor.
  6. The Policy Editor prepares the final versions and posts the revision to the online manual.

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4. Creating the Manual Revision Record (MRR)

Each revision request made must be accompanied by a manual revision record (MRR). For revisions to posted policies, procedures and exhibits, describe the change and the reason it was made. For new policies, procedures and exhibits, include a statement of why it is being included in the manual. See the current FIS Manual MRR for an example.

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5. Need Additional Information?

The Policy Advisor is part of OSU Finance & Administration and is an available resource for all departments. Assistance and consultation can be provided for the development, management and revision of manuals, policies, procedures and exhibits.

Please contact the Web Communications Editor at:
122 Kerr Administration Building
Corvallis, Oregon 97331-2132
Phone: (541) 224-6703
Email: manuals@oregonstate.edu