Add/edit a governance document

Please refer to the Content Page Types list to see which components are available on a Governance document page.

Important

You must be logged in to add/edit content.

If you're adding content, you must have selected Governance document from the list of page types in the add new content step.

If you're editing content, you must have opened an existing Governance document page.

A finished Governance document page looks like this:

*** We will use a Procedure as our example page but policies, bylaws, directives and guidelines also use the Governance document content page type

In the remainder of this page, when we refer to "the document", we mean the approved policy, procedure, guideline, directive or bylaw. The policy office is the only user of this content page type.

When you are creating or editing a Governance document page, fill in the relevant information using the screenshots below as a guide. Please note that fields marked with a red asterisk are mandatory.

Refer to the Field types list for a description of the different field types you may encounter on your page and how each type behaves.

Title: enter the title exactly as written in the document

Meta description: written by the Policy Office; used for search engine results; not visible on published page

Document Summary: written by the Policy Office

Document type: use document type as written in the document

Category & Classification: For a policy governance document, use the category & classification on the document; for all other kinds of governance documents, the Policy Office will determine these

Approval, Oversight and responsibility; Document number, Effective Date: use information as written in the document

Next review date: for governance documents migrated to the new site in December 2021, the Next review date is usually not entered; This will be entered for new governance documents as they are added, using the information in the document.

Document attachment: the master copy of the governance document (policy, procedure, guideline, directive or bylaw) is usually a Word document stored in a central location; the attachment is a PDF of that Word document

When the governance document requires an update, the Policy Office updates the Word document, gets appropriate approvals etc., re-creates the PDF, removes the existing PDF then uploads the new one.

To add a pdf, generally follow the instructions

Content: Currently, we are not using the components called Media block, Table component, Text block but we may at some point in the future if we want to move away from attaching PDFs in favour of adding the governance document information directly to the webpage. Such a change in process will be managed by the Policy Office. Information about how to add these can be found on the Types of components page.

Cecilia - add a link to 'how to add a PDF'

Related sources section title: Add a title to this section.

The related sources section provides spaces for us to note Related Policies, Related Procedures, and Related other sources.

These fields provide a way for us to show relationships between various governance documents on our site and/or external content.

As of December 2021, these aren't used pending an update to functionality.

In the Related contact block, search for and select "Contact Policy Office (7336)"

(A page visitor can click on the contact block and send an email to the Policy Office).

Before continuing down to the publishing section, go all the way back to the top of this edit screen and look at the sections on the right, where you'll need to fill in some information.

1 - If you are editing an existing page, please make a note in the Revision log message space indicating what you're changing. This helps others understand what's been updated.

2 - If you are editing an existing page, this box to the left of Provide a menu link will be clicked. Do not change this.

The Menu link title (in this case, 'Academic Integrity and Misconduct...') will be filled in automatically based on the title of the page. If you check this box, you MUST also complete step 3, otherwise, you are negatively affecting the main menu on www.

3 - Click on the down arrow on the right of the Parent link field and scroll down until you find "------ Policies, procedures..." and then click on it. (There is no faster way to get to that parent field).

No action is required in this section.

You are ready to publish. Scroll down and to the left of your screen.

Click on the down arrow to the right of Change to: and select "Published"

Hit Save

If this is an existing page and you were simply editing it, choose publish in the "Change to:" field and you're done!

But if this is a new page that you've just created, there's some work that needs to be completed by the Web Strategist. To let them know you're ready for them to take action:

Cecilia to insert details after the training.

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Add/edit a governance document

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