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Program Manual Edit Process

Status: Archived

Approved Date: April 23, 2020

Checklists

Making Program Manual Changes

It is preferred the Program Manual Edit application be used for making draft policy changes.

  • use Arial Font Size 14
  • highlight changes in yellow until ready to be approved or keep highlights for training purposes

In a Word document:

  • save as File Format: Rich Text Format (.rtf)
  • track changes
  • include date on draft

Process

PROGRAM MANUAL EDIT PROCESS

Note: Use staff member position/role rather than individual name when possible to avoid need for updates due to personnel changes. When updating names and/or making spelling edits only, make necessary changes in Program Manual Edit, add a Summary of Changes, and request approval.

 

Who?

Does What?

Program Director
  1. Determines the need for edits or clarification to Program Manual chapters, forms, or technical assistance documents/charts.
     
  2. Drafts chapter in VRIS/Program Manual Edit:
    See Checklist for Program Manual Changes
     
  3. Makes request to add to Program Team Agenda or if time is limited emails Program Team to request review of In-Progress Version by a specified deadline.
  • Provides outline of required changes.​​​​
    • Reason for needed change
    • Possible solutions
    • Impact of policy/process change (e.g., forms, QE2)

Note: The Program Team is required to review all documents and must include in "Add Comments", they have reviewed the draft chapter.

Program Team

4. Determines if proposed changes should be presented at the next QE2 Change Committee meeting, DIG, and if training or field staff workgroup feedback is required.

  • Special considerations can be made to expedite this process when immediate changes are necessary. Program Director will discuss exception to the process with VR Director.

Program Director

5. Presents program policy/process draft changes during a DIG meeting including the outline presented in step #3.

Program Director

6. If changes do not impact forms, (name/email/web-link, etc., changes only) or QE2, proceed to #10.

7. Emails QE2 Change Committee to add change item to agenda for next meeting.

8. Emails Sandy Ham approved changes to forms.

Program Director

9. Discusses during QE2 meeting:

  •  Program change
  •  QE2 solutions
  •  Changes to forms
  •  Timeline for changes

Program Director

10.    Ensures all changes (Chapter, QE2 and forms) are finalized.

11.    Reserves video conference equipment/rooms and sends invitations to offices for training if needed.  See Training Chapter. (Link to be added when chapter finalized.)

12.    Creates and/or completes the VRIS Update.

To create a new VRIS Update, go to in-progress chapter from Program Manual Edit.  Click "Make Edits to 'In-Progress' Version", scroll to bottom in edit mode, click "Add VRIS Update".

VRIS Update must outline all substantive changes including:

  • specific information about what has changed
  • links to chapter(s) and form(s) referenced in the update
    • use the link for active chapter and form
  • dates/times for video conference training(s)

13.    Requests approval of Chapter and VRIS Update from the VR Director from Program Manual Edit.

14.    Provides video conference training(s) to ensure staff are informed of policy/process changes.

15. May develop QE2 training modules

VR Director

16.    Approves changes in VRIS.

  • Changes the status of the edits to “Active”.
  • Generates the email notification to all staff.

Program Director

17.    Requests feedback at next DIG meeting regarding implementation and if any further guidance needed.

  • Formulate input seeking questions in advance to facilitate conversation.  For example:
    • Do you have everything you need to implement?
    • What questions are you receiving from staff?

Policy

Each Program Manual chapter is assigned to at least one Program Director. Some chapters have shared responsibilities. Ownership responsibilities, included in the chapter owner’s annual review, are as follows:

  1. review chapter(s) for accuracy on an annual basis
  2. follow the process specified in this chapter for warranted amendments

The intent of Program Manual chapter ownership is to ensure:

  • Each Program Director has a complete understanding of the location and content of policy, procedure, and realistic timeframes for working on any necessary amendments when they arise in their area of expertise.
  • Program Chapters will be kept up to date.

Policy and procedure decisions/updates should be made after considering the following:

A decision may come from one of these leadership groups of which the Director is a member.

  • Development and Implementation Group (DIG) Meeting
  • Program Team Meeting
  • Office Director Meeting

The Director may make a policy/procedure decision independent of a leadership group.


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