Submission Guidelines for Manual Revisionsfor Manual Coordinators and Departments
In accordance with institutional directives, the ASU system of administrative manuals is available on the ASU Web to allow easier access by the university community. In addition, the conversion to an electronic medium means that university departments can revise policies more often (three times a year vs. once a year), which provides the opportunity to keep the manuals accurate and current.
Records retention requirements
The policies of ASU, a state agency, are considered public records. In accordance with Arizona public records laws and requirements, a printout of the online text kept at University Archives serves as the official record, and is available for public inspection.
Publication procedure for manual revisions
Publication by University Policy Manuals Group involves the following:
Note: Manual coordinators must supply accurate URL addresses to sites outside the University Policy Manuals Group Web space and notify us of changes in such addresses. University Policy Manuals Group is not responsible for the accuracy of links to nor the content of sites outside our departmental control.
The manual revision schedule is fixed in accordance with an archiving schedule developed for the State of Arizona, Department of Library Archives and Public Records. There are three revision periods each year: March 1, July 1, and November 1. The deadline for submitting revisions is ten working days after the previous posting.
Revisions submitted after the deadline will be processed in the next revision period, unless previous arrangements have been agreed upon or work on all previously submitted revisions is complete and sufficient time remains to complete the publication procedure for an earlier posting.
Manual revisions submitted on time will be posted to the manual Web site according to schedule, although delays may occur on occasion. Common causes of delays include failing to return the review draft to University Policy Manuals Group by its due date or making extensive changes to the review draft in a constricted time frame.
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 each deadline. 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 responsible executive approval can be achieved and rewrites can occur before the submission deadline.
In order to address those instances when it is absolutely necessary to post new or changed policies and procedures or to delete policies and procedures outside the review cycle, the following policy and procedure has been approved. It is intended for issues of a magnitude that necessitate posting as soon as possible. The responsible executive for the manual in which the change will occur will make the exception based on the following criteria:
The responsible executive with authority for the manual in which the update is to be posted determines whether the policy change meets the foregoing criteria. If so, and if all appropriate approvals for the change have been acquired, the manual coordinator forwards a print out of the policy text with changes indicated in red (including exhibits if necessary) to the University Policy Manuals Group by campus mail. The manual coordinator should also forward an electronic copy of the interim posting (with changes highlighted or indicated in color) by e-mail to the University Policy Manuals Group. The interim posting will be edited for style, format, or links at that time, and include an “Interim Posting Notice” on the manual’s table of contents, an “Interim Posting Alert” on the main manuals page (at http://www.asu.edu/aad/manuals), and a statement about the interim posting at the beginning of the policy, all of which will be removed at the time of the next scheduled posting.
The effective date or the revised date must be included in the policy text.
University Policy Manuals Group will provide a printed copy of the file to University Archives with the next scheduled posting, in compliance with the records retention schedule established with the State of Arizona.
The following directions for the preparation of revisions for new or revised policies and exhibits represent experience gained over years. They are designed to make publication 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 and Revised Dates
The manual coordinator must ensure that the correct effective and revised dates (months, days, and years) are indicated on every policy submitted to University Policy Manuals Group. Every policy has an effective date, the date on which the first policy/procedure on this subject became effective, 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.
The revised date indicates the date on which the policy/procedure was most recently updated. It is always different from the effective date, and is not necessarily the posting date or publication date of the policy. Therefore, it may occur earlier than the posting date, but it is never earlier than the effective date.
Each submission must be accompanied by a manual revision notice (MRN). For revisions to posted policies and exhibits, describe the change and the reason it was made. For new policies, include a statement of why the new policy is being included in the manual. See the sample MRN.
|Note:||The MRN always has an effective date equal to the posting date; it never has a revision date, because each MRN is created specifically for each posting.|
“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 have the word “Sample” printed across them.
Exhibits are not blank forms intended for downloading. Forms for downloading should be accessed from a departmental Web site in formats available to a variety of platforms, such as Microsoft Word, Portable Document Format (PDF), or WordPerfect. By putting such forms on the departments 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.
We prefer receiving updated or new exhibits as Word or Power Point documents, which can be converted by the University Policy Manuals Group.
If exhibits are not available in electronic formats, provide a clean hard copy on white paper (give us an original, with no hole punches or staple holes). High quality originals produce better quality scans.
University Policy Manuals Group does not prepare or correct art for exhibits. The manual coordinator must submit copy suitable for posting.
The ASU system of academic and administrative manuals is maintained by the University Policy Manuals Group, a part of the Office of the Senior Vice President and General Counsel. Emilie Roy (480/965-1875) is Editor Associate. Mail code is 4104.