2.1 Each document in the Policy and Procedures
will have a single master copy. The master copy will be the
electronic copy managed by the officer responsible for drafting
and conveying it through the approval process. The master
copy may be held on the computer of a different staff member
who is qualified in conversion to HTML and web page construction.
2.2 One copy of each master document will be placed
in an appropriate folder on the University central administration
server as directed by the server administrator (Anne Zanotti).
2.3 Policy documents will not be loaded on to web
sites of individual administrative units (eg EO Unit, Policy
and Secretariat). However, a unit's web site may include
references to relevant policies/procedures and a link to
the relevant document in the PPM.
2.4 PPM policy documents which are drawn from the
calendar will be located in the relevant calendar folder.
The PPM will link to these documents. The Manager, Academic
& Student Services, and the Publications Officer will
ensure that the calendar is updated efficiently so that
the PPM remains a reliable and effective administrative
resource.
2.5 Designated qualified staff will be given access
to the relevant PPM folder on the administration server
by the server administrator. They will copy the master document
to the server only after the necessary formal approvals
have been given, and as directed by the responsible officer.
Staff who have been identified to act as Responsible
Officers and Qualified Staff are shown in the attached table.
2.6 Designated qualified staff in administrative
units will be authorised by the server administrator to
access the relevant server folder so that they can make
changes to a document as directed by responsible officers.
Staff must notify the server administrator by email each
time they add a new document to the PPM. They do not need
to notify the administrator when they make an alteration
to a document on the server. Alterations to all documents
will be recorded in the template "badge". See 11 below.
2.7 Documents will be translated into html using
Claris by qualified staff and will be formatted so as to
conform to the authorised style before they are transferred
to the server file.
Where a unit does not yet have a qualified staff
person, the responsible officer must arrange with Public
Relations and Information (Tim Hayward-Brown) to have the work
done within the time limit set out (see 9).
2.8 The PPM style will be determined by the Executive
Director of Administration.
2.9 The responsible officer will ensure that a system
for transferring the policy documents to the server is established
and operates efficiently and will oversee the work of qualified
staff in maintaining their documents.
The responsible officer will ensure that the authorised
version is transferred to the relevant folder on the server
in the correct html form, with the required formatting so
that it is available within 2 weeks of the necessary final
approval having been given.
2.10 In Policy and Secretariat, the Head
is responsible for Policy and Secretariat contributions to
the PPM overall, but relevant administrative officers who
have overseen the development of a document will be responsible
for ensuring that the up-to-date formatted html version is
placed in the relevant folder on the server.
2.11 All documents transferred to the PPM folder
will show the correct name of the policy/procedure, the
body/officer who has approved/issued the policy/procedure
and the date on which the latest approval was given and
will indicate whether the document is printed in the calendar,
and other relevant information as directed by the administrator*.
The style in which this information is presented will be
specified in the PPM style or "badge" template available
from the server administrator.
2.12 The PPM documents will be listed in A-Z staff
information list or index. When notifying the server administrator
of documents which have been added to the PPM or of changes
to existing documents, responsible officers must provide
the headings which the server administrator will incorporate
into the A-Z or index.
