Handbook Revision Process

2014Update Process

  1. Found/created Word versions of all files and saved in i:\staff\edu\deans office\handbook documents.
  2. Checkedi: drive folder for updated version in numerous locations
  3. If could not find a Word version, converted PDF (usually from the current handbook on the website) to a Word document
  4. Developedand updated a checklist for review of documents as a Google doc as documents progressed (Developed by Susan Shortridge)
  5. Identified who “owns” each individual document or determined who made the most sense to revise or update it both at the time and in the future
  6. Determined how often documents needed to be revised and added that column to the spreadsheet (e.g., annual, as needed)
  7. Sent documents out for revision to the appropriate person(s)
  8. Request that the following be reviewed:
  9. Dates
  10. Names
  11. Links/URLs
  12. Phone numbers
  13. Content
  14. Changes in PSU policy, guidelines or processes
  15. Cannot use “policy” unless a University-approved policy
  16. Collected returned docs on ongoing basis
  17. When returned revised/checked through the document; if it seemed fine, accepted track changes. If not, sent questions to the person who revised/checked it until the issues were resolved.
  18. Updated/revisedWord docs to agreed upon formatas they were received
  19. Used Cambria 12 for full document and 14 for title (bolded)
  20. Put all revision and approval information/dates in gray in the footnote section of the document
  21. Changed titles to more clearly represent the documents and for easier look-up
  22. Used "handbook_title" format :Use "_" instead of spaces as a naming convention, when sending document to be put on the web
  23. Included any pertinent information and other changes (e.g., change in title) to the checklist
  24. Uploaded a revised copy, using the naming convention, into i:\staff\edu\deans office\handbook documents. This will become the archive.
  25. Sentfinalized files to gseweb.pdx.edu to upload the Word files to the handbook website
  26. Need to make sure we call things guidelines, processes, or procedures NOT policies unless they are University policies.

Revision Process (Ongoing for some documents, July for those on an annual or multiple year review process)

  1. The Dean’s Office will take responsibility for keeping the handbook updated.
  2. As guidelines and processes are changed and approved by the Leadership Team, the Dean’s Office designee (currently Susan Shortridge) will update with the newly approved documents in the i:drive and send to .
  3. For those documents on an annual review cycle (e.g., fiscal processes), the current document will be sent to the “owner” for updates, revisions, or to remain as is.
  4. For those on a multiyear review cycle, the current document will be sent to the “owner” on the identified cycle for updates, revisions, or remain as is.
  5. In all cases, the Dean’s Office designee will ensure that the revised documents, in their agreed-upon format, are uploaded to the i: drive and sent to the webteam to upload into the handbook.

Developed 12/30/14