Number:
03-100-114
Type:
Other
Policy Steward:
Fiscal Policy Officer
Format Updated:
DONE
University Policy & Standards Converted:
DONE
Status:
Current
Revision Date:
Tuesday, February 1, 2022
Printable Version
Final Review & Documentation of Policy
- Complete Policy Steward, Stakeholder, FPC & university-wide review of policy
- Identify & update useful links to include in policy (sites, FAQs, definitions, resources, etc.)
- Review draft for proper editorial style & formatting (see Fiscal Policy Guidelines)
- Document FPC approval on FPC Minutes
- Save copy of final draft in policy folder (BOX à FPC Meetings à #Records à Drafts-Fiscal Policy)
- Remove “(DRAFT)” from file name & move to BOX à #FPP à WIP (To Implement)
- Create a folder with the policy name (BOX à #FPP à #Current Files à Rules) & save final policy in this folder (1 copy of editable DOC & 1 copy of PDF version only)
- Save any related forms as editable DOC & PDF version (BOX à #FPP à #Current Files à Forms&Docs)
- Complete checklist, sign & scan request form with support as a single file, then save with final draft in appropriate policy folder (BOX à FPC Meetings à Drafts-Policy)
- Post revision info on MRR
- Archive the superseded policy(ies) upon approval of the new policy
- Update Manual & Metrics (BOX à #FPP à #FPP Manual)
create a new policy in fiscal policy manual
- Open new policy form in Drupal (Content à Add content à Policy)
- Complete form fields:
- Unit or Group: Select ‘Fiscal Policy Program’
- Group content visibility: Select ‘Public’
- Parent Unit: Select ‘Administrative Policies & Procedures Manual’
- Number & Title: Enter appropriate content for each field
- Category & Type & Policy Steward: Select appropriate choice for each field
- Format & UP&S Checkboxes: Mark checked when complete
- Priority Level & Status: Select appropriate choice for each field (when necessary)
- Notes: Add comments (when necessary)
- Dates: Select appropriate date for each field (from original)
- Body: Copy/Paste content from word document (ctrlC/ctrl/V)
- Book outline: Book = Fiscal Policy Program; Parent Item = Fiscal Policy Manual à Select subsection; Weight = 0 (set to alphabetic order)
- Publishing options: Select ‘Published’
-
Update policy content (Body):
-
Remove numbered list & manually number/indent
- Outline #1 & 1.1: Align at left (Bold #)
- Outline #1.1.1: Indent (Bold #)
- Outline Letters: Increase Indent
- Outline Bullets: Insert Drupal bullet list (auto increases indent)
- Fix links & remove anchors in policy
- Bold all level headers
-
Add “Printable Version” at top of body section (below “this information replaces…”)
- Change format to ‘Heading 5’
- Upload PDF file (insert Link à open file browser à manuals à fpp à upload à choose PDF file à upload à select file à insert link)
-
Remove numbered list & manually number/indent
- Click ‘Save’ (bottom of form)
- Copy URL from book page, then add new policy to List (Fiscal Policy Manual search tool), paste link to List & c lick ‘Save’
Update a current policy in fiscal policy manual
- Open fiscal policy on FPP website & select ‘Edit’ tab
- Update form fields:
- Format & UP&S Checkboxes: Mark checked when complete
- Priority Level & Status: Select appropriate choice for each field (when necessary)
- Dates: Select appropriate date for each field (from original)
- Body: Copy/Paste content from word document (ctrlC/ctrl/V)
-
Update policy content (Body):
-
Remove numbered list & manually number/indent
- Outline #1 & 1.1: Align at left (Bold #)
- Outline #1.1.1: Indent (Bold #)
- Outline Letters: Increase Indent
- Outline Bullets: Insert Drupal bullet list (auto increases indent)
- Add a blank line between each section (outline #1-6)
- Fix links & remove anchors in policy
- Bold all level headers
-
Add “Printable Version” at top of body section (below “this information replaces…”)
- Change format to ‘Heading 5’
- Upload PDF file (insert Link à open file browser à manuals à fpp à upload à choose PDF file à upload à select file à insert link)
-
Remove numbered list & manually number/indent
- Click ‘Save’ (bottom of form)
Update ‘Important Information’ on the FPP website
- Open “Edit” tab for the Important Information webpage
- List revisions: Policy #, name & key info/changes (reason & impact from Request Form)
- Link to policy on FPP site
- Add reference & link to FAQs
- Make any additional changes/additions to post & Save
- Verify all information & links on webpage
UPDATE & send email notifications
-
Send notice of fiscal policy updates or fiscal policy minor revisions to FIS List, FPC, Stakeholder Group & Fiscal Policy Coordinators:
-
- Drag appropriate email template to Drafts under fiscal.policy@oregonstate.edu in Outlook
- Open draft & change info as necessary . . . should agree with website post
- Make any additional changes/additions to email
- Verify all information & Send
-
-
Send notice to OSU Today
-
-
- Drag email template to Drafts under fiscal.policy@oregonstate.edu in Outlook
- Open draft & change info as necessary
- Verify all information & Send
-
-
Develop & Implement Related Training
- The Fiscal Policy Officer will work with the Policy Steward and Fiscal Policy Committee to identify training needs, including related FAQs
- The Fiscal Policy Officer will work with the Policy Steward to develop training resources
- The Policy Steward is responsible for ensuring that essential training is executed appropriately to stakeholders and individuals who are expected to carry out or enforce the policy
- Training documents, resources and FAQs will be posted on Fiscal Policy Program website and maintained in compliance with program Communication Plan