Chapter 1090
.010 Introduction
.020 Organization of the Policies and Procedures
.030 Organization of each Chapter
.040 Typing Procedures
.050 Changes to Manual
.060 World Wide Web Procedures
.070 Distribution of the Policies and Procedures Manual
.080 Questions Relating to the Policies and Procedures Manual
.010 Introduction
This chapter outlines the procedures for adding chapters to the Kansas State University Policies and Procedures Manual. The University Policies and Procedures Manual is available only on the World Wide Web (WWW) and is no longer distributed in paper form. Although these policies and procedures are established by the various University administrative offices, the University Internal Audit Office is responsible for maintaining the manual on the WWW in an uniform format.
.020 Organization of the Policies and Procedures Manual
The Policies and Procedures Manual is divided into sections and the sections are divided into chapters. (Please see the Table of Contents.) Each department issuing or revising a chapter(s) is responsible for submitting documents to the Internal Audit Office for adding to the WWW. In order to save updating the same list or reference material in several chapters, the use of the same reference material in several chapters is to be avoided. Since there is the ability to link information on the WWW, departments may add a link to the policies and procedures manual which allow the ability to update the policy in one location even if there are many links to the same policy.
.030 Organization of Each Chapter
Each chapter in the Policies and Procedures Manual is to be written in the same format to the extent possible and divided into appropriate topics. Each chapter is to consist of a table of contents, a general overview, history of the policy, references or statutes that apply, the detailed procedures, where to request answers to your questions, and forms or other materials.
It is the responsibility of the issuing department to ensure proper University approvals have been obtained for the policies and procedures identified in each of their chapters.
.040 Typing Procedures
This manual is in a format for ease in reading and for uniformity. The chapter reference, name and topics are to have the first letter of each word capitalized. The topic headings are in bold type. Attachments are maintained in the same format. Chapter topics are numbered allowing for future numbers to be inserted, if needed, and are centered above the one or more paragraphs relating to the topic.
.050 Changes to Manual
When changes to the Policies and Procedures Manual are made a memorandum outlining the changes needs to be sent to the appropriate campus offices. The changes made in each chapter are to be indicated by typing the changes in red bold italic type. When the page of a chapter is revised a second time, the new changes will be red bold italic type and the previous changes will be in regular type.
.060 World Wide Web Procedures
The department or office issuing a chapter or a change to a chapter is responsible for forwarding a diskette of the chapter to the Internal Audit Office in order that the chapter can be added to the WWW. The Internal Audit Office will upload these chapters to the WWW .
.070 Distribution of the Policies and Procedures Manual
Since the manual is on the WWW there is no special distribution procedures. However, there is a special mailing list for notifying University personnel of changes or policies related to the Policies and Procedures Manual. (Printing Services maintains an up-to-date master copy.
.080 Questions Relating to the Policies and Procedures Manual
Questions relating to the information in each chapter of the Policies and Procedures Manual should be directed to the office issuing the chapter and that information is usually located at the end of each chapter.
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 2-7308.
