Controller's Unit Policy Program

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• Archive the superseded policy(ies) upon approval of the new policy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)
• 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)
• 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