Adding Chapters to the Policies and Procedures Manual
Revised August 1, 2012
Table of Contents
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.
The University Policies and Procedures Manual is divided into Categories which are sub-divided into chapters. In order 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 to be 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 an introduction or a general overview, references or statutes that apply, the 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 the 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.
When changes are made in a chapter, the change is indicated by making the change(s) in bold italic type. When the page of a chapter is revised a second time, the new changes are to be inbold italic type with the previous changes modified to the normal regular type. Therefore, other than indicated above the use of bold or italic type in the manual is to be avoided. However, as a standard format bold type is to be used for section headings in a chapter, main topics within a section, column heading in tables and other similar situations. Italic type may also be used in chapters for document titles and other situations which is the appropriate format requiring italic type.
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.
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 Internal Audit Office 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.
A listserv is maintained by the University Internal Audit Office 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 Internal Audit Office.
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.
Questions relating to the overall KSU Policies and Procedures Manual including the addition of new chapters should be directed to the Internal Audit Office, telephone number 785-532-7308.