Help

If you are a site publisher, use this workflow or checklist to ensure a P&P is published correctly:

1. Proof read the P&P for errors typos and grammar issues. Correct any errors and save your work.
2. Check textual references to other P&Ps to ensure they use the proper P&P number (e.g. 110-01 instead of G-001).
3. Check links to ensure they are functional and named correctly.
4. Check attachments to make sure they are updated and correctly named (Attachment 1, Attachment 2, etc.)
5. Change the the Supersedes Date to match the old Effective Date (verify the old date is correct).
6. Set Effective Date to the month and year the P&P was approved by executive team.
7. Set Next Review Date to match the month and add the "Review Timeline" number to the year (e.g. 1 would add 1 year to the current year).
8. Check the bottom of the page for any written information in "Please briefly describe the changes to this policy or procedure."
1. Use this information to write a curated easy to understand change which will be emailed to staff (in other words, take their information and put it in a good sentence structure if it is not already).
2. If there are significant changes in the box, choose the radio button "This policy has changes" and change it to yes.
1. When you choose "yes", anything in the "Summary of changes" box will be emailed to all SHCS staff.
2. Choosing "no" to this option will email all SHCS staff that the policy was reviewed with no significant changes.
3. If you chose yes, write the curated sentence explaining the changes into the box along the top right called "Summary of changes". If you fail to fill out the box and choose yes, staff will get an email saying there are significant changes but it will be blank.
9. At the bottom of the edit form, check the "Book outline" tab and ensure the check box is checked labeled "Synchronize this node's title with its book link title." This will ensure the Index match the P&P title if the title has changed.
10. Once all of these changes have been made, save your work, read the entire page to make sure your edits are there, and choose "Publish for staff" on the left side.
11. If you are making a very minor change to a policy that has already been published, you may use the "Revision information" tab at the bottom and choose "Modify current revision, no moderation." This will save your edit without creating a new version and immediately go live without emailing staff.

Responsible Managers and their assistants can only edit policies which have been placed in the "In Review" workflow stage. If you attempt to edit a policy that's in the "Published for staff" state you will see the edit mode but have no editable fields. P&Ps automatically go into the "In Review" stage 2 months before an upcoming review date.

Solution:

Contact Lisa Anderson and have her manually change your P&P into the "In Review" workflow step. When she does so, you will receive the standard email with a link to the policy.