Page Comparison

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• If it is a policy that currently exists, sometimes it is easier to clone the version that is currently online.
  1. Navigate to the list of policies. From the dashboard, choose Content > Policies from the left side menu.
  2. Find the policy you want to clone from the list. The easiest way to do this is to search for the name of the policy (searching for the number doesn’t work). Edit the policy.
  3. In the “Policy Identifiers” box, check the box next to “Policy Under Review.” This will mark it as under review in the table of policies.
  4. In the “Publish” box, choose the “Copy to a new draft” link.
• If you are adding a brand new policy, create a new policy and add the meta data:
  1. Navigate to the list of policies. From the dashboard, choose Content > Policies from the left side menu.
  2. Click the “Add New” button.
  3. In the “Policy Identifiers” box, add the Policy Number.
  4. In the “Section Number” box, choose the correct series.
  5. If this is a Procedure, in the “Attributes” box, add the Parent. The parent should be the associated Policy. The Parent must be published before it will be available to choose.  
• If the text or heading structure is totally new, delete the text that currently exists and copy the whole Word Document into the editor.
  1. Use “Paste as Plain text” by choosing the icon that looks like a clipboard from the second bar of the toolbar.
  2. If the text hasn’t changed that much, you can copy and paste only specific sections.
• If there are paragraphs that are the wrong font, highlight them and use the Eraser icon in the toolbar to delete the other formatting.
• Update the text to include the heading formatting.
  1. Headings should be semantic, the first level headings should be H2’s, second level headings H3, etc.
  2. Headings should be in title case, not all upper case. H4s and H6s will automatically display as all upper case. That is alright.
• Delete extra line breaks and other spaces.
  1. Sections should not be indented.
  2. There should not be blank lines between paragraphs or headings.
• Add the definitions to the policy.
  1. In the definitions metabox, add the definitions. If definitions are too long to be displayed in a tooltip, or contain rich text like bulleted lists, you'll need to include "See complete definition in policy" at the end of it.
     
  2. If no definitions were concatenated, you can replace the definitions in the policy text with "[policy_definitions ]". This will display the definitions formatted for the policy.
     
• Add hyperlinks to statutes, other policies, regulations, and guidance in the policy text and Related Documents section.
  1. The links for the UW System Policies can be found here: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/
  2. The links for the Regent Policies can be found here: https://www.wisconsin.edu/regents/policies/
  3. The links for the Wisconsin Statues can be found here (although sometimes it is easiest to just Google the statute number): https://docs.legis.wisconsin.gov/statutes/statutes
  4. Google other items or ask Stefan.
• Update the meta data of the policy:
  1. Confirm that the right Section Number is selected. The correct section number is determined based on the policy number.
     
  2. In the “Page Security” box, choose “UW All” to require a login to view the policy.
     
  3. In the “Policy Display Settings” box (near the bottom of the page):
     1. Select the “Hide form the Policy List” checkbox. This allows us to publish the policy without the policy displaying on the main list of policies.
     2. In the “Pre Policy Title Header Text” enter “Draft Policy.”
  4. In the “Policy Identifiers” box, make sure “Policy Under Review” is not checked.  Draft policies should not also be marked as under review.
  5. In the Policies Contact Box, select the appropriate contacts from the drop down menu. If the contact hasn't been added before, use the Add New Contact link.
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  6. Use the “Save Draft” or “Update” button in the publish box to save your changes.
• Make the “Track Changes” PDF, upload it to the website, post at the top of the draft policy:
  1. Save the “Track Changes” and “Summary of Changes” documents as PDFs.
  2. Add them to the document collection:
     1. Navigate from the dashboard to Collections > Documents > Files.
     2. Click “Add New” button at top of page.
     3. Click the “Select Files” button and choose the document you want to upload from your computer.
     4. Update the title to be human readable (eg. SYS 342 Summary of Changes)
     5. Select the category of “Draft Policy Documents”
     6. Click the “Add File” button.
     7. Repeat for any other documents.
  3. Link to the document from the policy.
     1. Edit the draft policy.
     2. At the top of the policy, add the text, “Also see the ”
     3. Add the document by clicking the “Site Files” button (looks like a stack of papers) from the toolbar. Choose the document that you just uploaded. You can search for it by the title you gave it.
     4. Click the “Insert” button.
  4. Highlight the text with a notice.
     
     1. Select the text you just added.
     2. On the second row of the toolbar (use the toggle toolbar button if you don't see the second row), use the "Formats" dropdown to select Alerts > Warnings. Text will be highlighted with a yellow background.
  5. Use the “Save Draft” or “Update” button in the publish box to save your changes.
• Publish the policy by using the “Publish” button in the top right.

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1. To add a new policy category, navigate to Content > Policies > Section Number. You can also update policy section names from this page.
2. Type in the name. It should be of the form XXXX Series: Section Name.
3. The slug should be of the form xxxx-section-name.
4. Click the "Add New Category" button.

Update A Policy Contact

After a contact has been added, you can edit them (say, their phone number change or there is a new person in their position) by using the “Policy Contacts” link under Policies on the menu. This will update all instances of this contact on the policies site.

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Update a policy number

1. Edit the policy. (Log in, navigate to the policy you want to edit, choose the "Edit Policy" button in the header.)
2. In the Policy Identifiers metabox:
   1. Update the policy number to be the new number.
   2. Update the Former Policy Number with the old number.
      
3. If the section changed, select the new section number from the checkboxes. Make sure to uncheck the old number.
   
4. Click the "Update" button to save the changes to the policy. The policy should now display with its new number.
5. You should also search for references to the policy to update them. See the "Update old references to the policy" section above. Changing the number of a policy should not change it's URL.

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