DOCUMENT CONVENTION GUIDELINES - GLYNFO

As outlined in the recent briefing sessions Glynfo is to be the new Staff Communication Tool using Moodle as its Platform and replacing the existing ‘intranet’. The front page of Glynfo will provide staff with guidance documents such as:

  1. The Servicing of Committees Guidelines
  2. Strategies, Policies and Procedures Guidelines

These are intended to assist in the creation of University documents which are consistent in style and format.

This area will also provide opportunities for news items

Other documentation will be filed under the relevant department which generated them. This ensures ownership of the documentation and provides clarity of where responsibility lies for maintaining the currency of such documentation.

Appendix 1 provides the Architecture of Glynfo and the Managers responsible for each area along with those who will have editing rights.

FOLDERS WITHIN EACH AREA AND SUB-DIVISION:

All documents loaded onto Glynfo will be accessible to the general public.

Structure, Responsibilities, SLA – This provides an opportunity for each area to outline the structure of the department and where it sits in relation to the overall University Structure.

Forms – forms relating to the relevant Department.

Policies – policies which may be University wide but where the responsibility for putting the policy together, implementing it and monitoring its adherence lies within the management of this Department.

Procedures and Guidelines - Procedures and Guidelines which may be University wide but where the responsibility for putting them together, implementing them and monitoring their adherence lies within the management of this Department.

Strategies – Strategies which may be University wide but where the responsibility for putting them together, implementing them and monitoring their adherence lies within the management of this Department.

Minutes – Minutes of formal University Committees which have been reviewed to ensure that confidential and/or sensitive matters are not available to the public.

The Committee Minutes which are expected to be made available minus confidential matters are:

Board of Governors / Executive Group / Senate
Board of Governors Sub Committees / Executive Group Sub Committees / Senate Sub Committees

Minutes / notes taken from Academic Subject Boards, Executive Meetings, Institute Boards, Management/Team Meetings etc are not part of the formal University Committee structure and therefore are not automatically externally facing.

Contacts: Contact details for key individuals within the Department.

Additional Folders – can be added for specific areas but it is proposed that this be the second tier of the exercise and that the above framework be implemented as the first stage.

DOCUMENT CONVENTION

In order to enable the effective use of the Moodle search engines there is a need to have a consistent approach to the naming of documents. For this purpose the following is provided to assist in the naming of documentation:

  1. Documents will be named by the title of the document followed by the type of document e.g.

Communication Policy

Health and Safety Policy

Fire Safety Policy

Estates Strategy

Finance Strategy

Widening Participation Strategy

Learning, Teaching and Assessment Strategy

Travel Abroad Form

Expense Form

Travel Abroad Procedure

Staff Grievance Procedure

The University Calendar

Staff Development Calendar

  1. All documents will normally be saved in Word format although some forms may be in Excel
  1. In exceptional circumstances and at the discretion of the Departmental Manager some documents may be saved as Pdf. This would only be on the occasion that the documents reflect a formal record of a meeting or proceeding and where the protocol of such proceedings disallows the amendment of such records at a later date.
  1. Each formally approved document will be required to have a code allocated. Each Department will be required to retain an index list of codes in operation with a descriptor of the document relating to the code.
  1. The format of the coding system will be:

Start with the first two letters depicting the type of document i.e. PO or ST or PR or FO or the first letter of each word if more than one word i.e. TOR or COP (see Appendix 2)

Followed by

Departmental Code (see Appendix 2)

Followed by

Academic year i.e. 1011, 1112, 1213

Followed by

Numerical sequence starting at 001.

For example, the first document finalised and published by your team is coded 001 (this could be a Policy, see example below). The second document would be 002 (this could be a different Policy or even a different type of document). This number does not refer to versions, but rather your whole collection of documents uploaded.

Examples

Academic RegistryVice-Chancellor’s OfficeFinance

POAR1112001POVCEX1112001POFIN1112001

STAR1112002TORVCEX1112002POFIN1112002

TORAR1112003STVCEX1112003TORFIN1112003

STAR1112004STVCEX1112004STFIN1112004

POAR1112005POVCEX1112005STFIN1112005

  1. Each formally approved document will therefore be saved as the following examples indicate:

Vice-Chancellor’s Office

Communication Policy_POVCEX1011001

Estates Department

Estates Strategy_STES1011001

Maintenance Strategy_STES1011002

Pool Car Strategy_STES1011003

Telephone Usage Strategy_STES1011004

Health & Safety

Health & Safety Policy_POHS1011001

Fire Safety Policy_POHS1011002

  1. For the purpose of collaborating on a draft document further guidance will be provided in due course which will better utilise tools available. In the meantime it is anticipated that all draft documents will contain a post-script of V1, V2, V3 until it has been formally approved at the appropriate committee.

Appendix 1: List of Departments, Managers and Editors

  1. Academic Registry
  1. Regulations Assessment and Awards Unit
  2. Academic Quality and Standards Unit
  1. Student and Programmes Centre
  2. Undergraduate Studies
  3. Graduate School
  4. Student Data Services
/ Manager
Gill Bridgett
Editors
Lynn Jones
Emma Williams
Sally Rice
Tracey Jones
Louise Medlam
Katie Cunningham
Kim Birkhead
  1. Board of Governors
/ Manager
Val Butterworth
  1. Campus Management and Commercial Services
  1. Catering Services
  2. Conference Services
  3. Events (Arts and Entertainment)
  4. Accommodation Services
  5. Campus Retails Services
  6. The Guild Bar
/ Manager
Lynda Powell
Editors
Paul Barton
Haydn Hughes
Mark Fleming
Meryl Austin
  1. Careers Centre
/ Manager
Karen Lennox
  1. Emergency Planning and Business Continuity
/ Manager
Gerry Beer
  1. Estates
/ Manager
Paul Whiting
Editors
Fiona Williams
  1. Finance
/ Manager
Stuart Fern
Editors
Sarah Bridger
Jeanette Friar
  1. Glyndŵr Technologies
/ Manager
Dr Phil Harris
  1. Glyndŵr Sports
/ Manager
Anna Marie Brown
Editors
Samantha White
  1. Graduate School
  1. Research Services
  2. Research Repository
  3. Researcher Development
/ Manager
Dr Peter Heard
Editors
Stewart Milne
  1. Health, Safety and Environment
/ Manager
Jo Smith
Editors
Claire Doran
  1. Human Resources
  1. Organisation and People Development
  2. Planning and Information
  3. Administration
/ Manager
Tania Pennill
Editors
Belinda Tetlow
  1. Institute Administration Office
/ Manager
Alyn Evans
  1. International Office
/ Manager
Professor Brian Foxon
  1. Partnership Unit
/ Manager
Richard Gill
Editors
Teresa Cox
  1. IT Services
/ Manager
Rob Stockton
Editors
Ann Carter
Julie Mayers
Dave Mosford
Alwyn Williams
  1. Learning, Teaching and Quality
/ Manager
Steve Bostock
  1. Library and Student Services
  1. Library
  2. Student Services
  3. Funding and Welfare
  4. Disability Team
  5. Academic Study Skills Team
  6. Access Centre and Erlans Centre
  7. Counselling and Wellbeing
  8. Chaplaincy
/ Manager
Paul Jeorrett
Editors
Nicola Watkinson
Jane Edwards
Sarah Roberts
Gail Ashton
Janice Jones
  1. Marketing, Brand and Communications
  2. Marketing & Brand
  3. Communications & Press
/ Manager
Jennifer Carr
Editors
Margaret Davies
Angela Waddell
  1. School for Undergraduate Studies
/ Manager
Dr Helen James
  1. Staff Communications
/ Manager
Gerry Beer
  1. Strategic Planning
/ Manager
Dr Richard Dover
  1. Student Experience
/ Manager
Sally Harrison
  1. Student Recruitment and Admissions
  2. Student Recruitment
  3. Widening Participation
  4. Admissions
/ Manager
Julie Cowley
Editors
Margaret Davies
Andy Cairns
  1. Trade Union
  2. UCU
  3. Unison

  1. University Institute for Arts, Science and Technology
/ Manager
Professor Peter Excell
  1. University Institute for Health, Medical Sciences and Society
/ Manager
Professor Chris Lewis
  1. Vice-Chancellor and Executive Office
/ Manager
Gerry Beer
  1. Y Fro Gymraeg / Welsh Language at Glyndŵr University
/ Manager
Andrew Parry

Appendix 2: Coding Scheme:

Document Type / Department / Year / Numerical Sequence
StrategyST
PolicyPO
ProcedurePR
GuidelinesGU
FormsFO
PlanPL
Action PlanAP
NotesNO
Service Level AgreementSLA
Terms of ReferenceTOR
Code of PracticeCOP
Non Disclosure AgreementNDA
Memorandum of AgreementMOA
Memorandum of UnderstandingMOU
CalendarCAL
The above indicates the coding to be used for such documents.
Where a type of document is not listed above then the guiding principle is the first two letters or the first letter of each word.
When using such a principle, it is evident that the code is duplicated with another already established code, extend to the first three/four/five letters etc as appropriate. / Academic RegistryAR
Board of GovernorsBG
Campus Man & Com ServicesCMCS
Careers CentreCC
Centre for Entre. LearningCfEL
EstatesES
FinanceFIN
Glyndŵr InnovationsGI
Glyndŵr TechnologiesGT
Glyndŵr SportsGS
Graduate SchoolGRA
Health and SafetyHS
Human ResourcesHR
Institute Admin OfficeIAO
International OfficeIO
International School IS
IT ServicesIT
Learning, Teaching & Qua,LTQ
Library & Student ServicesLSS
Marketing, Brand & CommsMBC
Prog Org & ManagementPOM
Undergraduate SchoolUG
Staff CommunicationsSC
Strategic PlanningSP
Student ExperienceSE
Student Recruitment & Adm.SRA
Trade UnionsUCU or UNI
UI for Arts Science & TechAST
UI for Health Med Science & SocHMSS
Vice-Chancellor & Exec OfficeVCEX / Academic Year that the document was produced and approved
eg
Academic Year
2010/11
Reads
1011
Academic Year
2011/12
Reads
1112
Academic Year
1012/13
Reads
1213 / Regardless of the type of document as each one is created it is assigned a numerical sequence starting with
001

Appendix 3 – Corporate Document Index

The following is an example of a Numerical Index Record of documents produced through the Vice-Chancellor and Executive Office under the above coding scheme for your information.

Document Convention Guidelines / GUVCEX1011001 / Y:\Vice Chancellor\Glyndwr\Projects\Communications_Moodle\document convention guidelines_GUVCEX1011001_V1.docx
International Strategy / STVCEX1011002 / Y:\Vice Chancellor\Glyndwr\Documents\Strategic Plans\INTERNATIONAL STRATEGY 2011_STVCEX1011002.docx
Communication Strategy / STVCEX1011003 / Y:\Vice Chancellor\Glyndwr\Documents\Strategic Plans\COMMUNICATION STRATEGY_STVCEX1011003_V1.docx
Communication Policy / POVCEX1011004 / ..\Documents\Strategic Plans\COMMUNICATION POLICY_POVCEX1011004_v3.docx
Research Strategy / STVCEX1011005 / ..\Documents\Strategic Plans\RESEARCH STRATEGY_STVCEX1011005_V1.docx