Adding Chapters to the Policies and Procedures Manual
Chapter 1090
Revised August 1, 2012
Table of Contents
.010 Introduction
.020 Organization and Format of the Policies and Procedures Manual
.030 Designated Individuals to Update Information
.040 Listserv for the Policies and Procedures Manual
.050 Questions Relating to the Policies and Procedures Manual
.060 Contacts
.010 Introduction
This chapter outlines the procedures for adding and revising chapters in the Kansas State University Policies and Procedures Manual. These policies and procedures are established by various University offices. At the bottom of each chapter is the contact office for questions relating to the information contained in the chapter.
.020 Organization and Format of the Policies and Procedures Manual
The University Policies and Procedures Manual is divided into Categories which are sub-divided into chapters. To save updating the same list or reference material in several chapters, the use of the same reference material in more than one chapter is to be avoided. Instead, departments may add a link to the University Policies and Procedures chapter and section which allows the ability to update the policy in one location even if there are other sites that refer to the same information.
Each chapter in the University Policies and Procedures Manual is to be written in the same format to the best extent possible and divided into appropriate topics. Each chapter is in a format for ease in reading and for uniformity.
This chapter is an example of the format to be used. Each chapter consists of topics in the table of contents. The topics include the following:
- An introduction or a general overview,
- References or statutes that apply,
- Detailed policies and procedures (this may involve several sections),
- Contact for questions and,
- If appropriate, Use Related Content as the title for the section in the table of contents for the forms, attachments or other materials.
The standard template as shown on this page is used for all university policies and procedures. The chapter reference, name and topics have the first letter of each main word capitalized. The topic headings are in bold type. Chapter topics are numbered to allow for future numbers to be inserted, if needed, and are above one or more paragraphs relating to the topic.
Acronyms (i.e. Policies and Procedures Manual (PPM)) should be spelled out the first time they are used in a page. Lists are limited to unordered lists with bullets or ordered lists with numbers.
Whenever there is a change made, the listserv described in section .040 below is to be used to notify the campus community of the change.
It is the responsibility of the issuing department to ensure proper university approvals including the Office of General Counsel prior to adding or changing information in their chapter.
.030 Designated Individuals to Update Information
The department or office issuing a chapter or a change to a chapter forwards the information to designated individual(s) responsible to update information in their category. The Office of Risk and Compliance maintains a list of all individuals authorized to upload information into the University Policies and Procedures Manual as access to add or update the information is limited to only authorized individuals.
.040 Listserv for the Policies and Procedures Manual
A listserv is maintained by the Office of Risk and Compliance to notify the appropriate individuals in the campus community when changes are made to the policies and procedures. Individuals to be added or deleted is accomplished by notifying the Office of Risk and Compliance.
.050 Questions Relating to the Policies and Procedures Manual
Questions relating to the information in each chapter of the Policies and Procedures Manual are to be directed to the office issuing the chapter. The contact information is at the bottom of each chapter under questions.
.060 Contacts
Contact the Office of Risk and Compliance with questions on PPM 1090 at policy@ksu.edu.
