I. Initiate the Review
- Login to the PolicyStat Admin Portal.
Note: CCHS users should login to the CCHS PolicyStat Portal. - Find the document in the Policies Due for Review (or Documents Due for Review) section on the dashboard or use the search bar at the top of the screen to find and open the document.
- Click the “Review” link in the header section.
- Review the document properties and content.
- Scroll to the bottom of the document to invite department level reviewers and any appropriate campus partners to review and provide feedback.
- To Invite a Collaborator: In the comment box, type “@” and the person’s name to select them as a collaborator. You may also enter notes or directions for them. Then, click “Comment” to submit. This will trigger an email to the collaborator inviting them to join the conversation. When the individual enters a comment, you will be notified by email.
II. Select the appropriate next step from the options below:
The following steps apply to policy documents only. The steps necessary for updating other types of documents stored in PolicyStat may differ.
Option 1: No changes are needed.
If you determine that no changes are needed – Click the orange “Start Approvals” button at the top of the screen. You will be prompted to enter a change summary. Enter a comment to say that this is the annual review and no changes are needed.
Note: If you left the document and came back to it, you’ll need to click “Review” again to see the “Start Approvals” button.
The document will be routed for processing and the next review date will be updated when the workflow is complete.
Option 2: Only non-substantive edits are required.
If the changes needed do not effect the meaning or applicability of the policy, enter a comment describing the change that is needed and invite the Policy Manager (Kathy Brunot) to make the change via override. Non-substantive changes include typo corrections, contact name changes, broken link updates, etc.
Once the override is complete, click the orange “Start Approvals” button at the top of the screen to finalize the annual review. You will be prompted to enter a change summary. Enter a comment to say that this is the annual review and no substantive changes are needed.
Option 3: Substantive edits are required.
InfoApproval Workflow
If substantive changes are made to the policy content, do NOT click the orange “Start Approvals” button at the top of the screen. The Policy Manager will take care of that for you when all the preliminary reviews are complete.
- Edit the document as appropriate.
- Enter a comment to cover the following topics:
- Why is this policy being changed?
- Summarize the changes.
- How does this policy compare to similar policies at UAB and UAH?
- Does this policy conflict with and Board Rules or pronouncements?
- What have you done to consult with those effected by the changes?
- Invite the following individuals to review and provide feedback.
- Policy Owner (if they have not already reviewed)
- Department Head (if different from Policy Owner)
- AVP or College Policy Contact
- Office of Counsel
- After all of the individuals in the previous step have reviewed and provided feedback, invite the Policy Manager (Kathy Brunot) to coordinate the rest of the review and approval processes.