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Policies and Procedures Information System (PPIS)

Frequently Asked Questions (FAQs)

Topic:
Archived Procedures
Question:
I can’t find an Administrative Procedure that I know currently exists.
Answer:
Administrative Procedures are being converted from the old PDF format to the new format similar to that of converted Board of Regent and Executive Policies in the Policies and Procedures Information System. During this transition period, Procedures that have not as yet been converted may be accessed by clicking on the link "Old Format", under the Administrative Procedures section.

Topic:
Archived Policies
Question:
Where can I find "old" or archived versions of converted Board of Regent or Executive Policies?
Answer:
In the left-hand table of contents of PPIS, under each of the respective categories of Policy/Procedure see "Archived RP or EP".

Topic:
Search Features
Question:
What search features are available in PPIS?
Answer:
In the PPIS "Search" field users may cite key words; use " " to limit a search to a specific phrase; and/or conduct a wildcard search where only a portion of a word is known, e.g., wild*. Searches may only be conducted on Policies and Procedures that have been converted to the new format.

Topic:
Effective and Review Dates
Question:
What is the difference between a Policy/Procedure Effective Date versus Review Date?
Answer:
The Effective Date of a Policy/Procedure is the date that the Policy/Procedure was approved by the President or appropriate Vice President. The Review Date is the three-year cycle date that Policies/Procedures in select chapters will be reviewed, that is, Policies/Procedures in Chapter 1-4 will be reviewed beginning Augusts 2017,Policies/Procedures in Chapter 5-8 will be reviewed beginning Augusts 2018,Policies/Procedures in Chapter 9-12 will be reviewed beginning Augusts 2019.

Topic:
Policy/Procedure Creation/Amendment
Question:
As the Designated Lead to develop a new or amended Policy/Procedure, what must I do?
Answer:
In the development of a new Policy/Procedure, the Designated Lead:
  1. Drafts or coordinates the drafting of the proposed new or amended Policy/Procedure using appropriate Template prescribe in Executive Policy EP 2.201,Systemwide Policies and Procedures and Administrative Procedure AP 2.201, New or Amended Policies and Procedures;
  2. Consults with members of the Policy Advisory Committee, i.e., designated system office staff members (System Office Designees have access to Policy Advisory Committee members), on Policy/Procedure draft to ensure that other system office perspectives and concerns are addressed in the draft policy;
  3. Consults, as appropriate, with internal constituency groups, e.g., Fiscal Administrators (in collaboration with the Financial Management Office as part of quarterly meetings of FAs or by other distribution mechanisms), Personnel Officers (in collaboration with the Office of Human Resources as part of quarterly meetings of POs or by other distribution mechanisms), All Campus Council of Faculty Senate Chairs (ACCFSC), Student Caucus, etc.;
  4. Request distribution by the responsible VP of final draft form Policy/Procedure to VPs and University Chancellors for consultation purposes (or with permission of the VP distributes the final draft on behalf of VP)
  5. Initiates union consultations, as appropriate, in collaboration with the Office of Human Resources
  6. Prepares and submits to the System Office Designee: (a) final form Policy/Procedure, (b) Microsoft Word Track Change version if an amendment to a Policy/Procedure is involved and (c) an Action Request to System Office Designee with system administrator access to the Policy and Procedures Information System a Action Request that provides a brief description for each of the following: Subject, Specific Action Requested, Recommended Effective Date, Additional Costs, Purpose, Background (Basis, Rationale, Change (if an amendment to an existing Policy/Procedure) and Action Recommended (Note: Contact a System Office Designee for a Action Request Template)
  7. System Office Designee submits drafted Policy/Procedure into on-line Policy and Procedure Information System for review and/or approval.


Topic:
Attachments
Question:
How do I identify attachments to Policies/Procedures?
Answer:
When identifying an attachment: Use Arabic numbers, Attachment 1, Attachment 2, etc..; no alphabetic designations, e.g., Attachment A, Attachment B, etc.; and no roman numeral designations, e.g., Attachment I, Attachment II, etc. When listing attachments in the Reference Section of the Template, please list all attachments with Attachment Number and Title, e.g., "Attachment 1, "; Attachment 2, <Title of attachment>; etc. </td> </tr> </table> </div> </div> <div style="clear: both;"> </div> <div class="helpCenter" align="center"> <a href="http://get.adobe.com/reader/"> Adobe Reader</a> | <a href= "?action=help"> Help</a> | <a href= "mailto:ppis@hawaii.edu">PPIS email</a> <br /> </div> </div> <!-- END::Content--> <!-- END::Links --> <!-- BEGIN::Footer --> </div><!-- .entry-content --> </article><!-- #post --> </div><!-- #content --> </div><!-- #primary --> </div><!-- .container --> </main><!-- #main-content --> <!-- this is child footer-bottom.php --> <div id="footer-bottom" class="clr"> <div id="footer-bottom-inner" class="container clr"> <div id="topnav-footer-right"> <a href="https://twitter.com/UHawaiiNews"><span class="fa fa-twitter fa-2x" aria-hidden="true"></span><span class="screen-reader-text">Twitter</span></a> <a href="https://www.facebook.com/universityofhawaii"><span class="fa fa-facebook fa-2x" aria-hidden="true"></span><span class="screen-reader-text">Facebook</span></a> <a href="https://instagram.com/uhawaiinews"><span class="fa fa-instagram fa-2x" aria-hidden="true"></span><span class="screen-reader-text">Instagram</span></a> <a href="https://www.flickr.com/photos/uhawaii/albums"><span class="fa fa-flickr fa-2x" aria-hidden="true"></span><span class="screen-reader-text">Flickr</span></a> <a href="https://www.youtube.com/user/uhmagazine"><span class="fa fa-youtube fa-2x" aria-hidden="true"></span><span class="screen-reader-text">YouTube</span></a><br /> <a href="/contact">Contact UH</a> <p class="alternate-format">If required, information contained on<br /> this website can be made available in<br /> an alternative format upon request. <br/><br/> <a href="https://get.adobe.com/reader/">Get Adobe Acrobat Reader</a></p> </div> <div id="topnav-footer-left"> <ul> <li><a href="http://www.hawaii.edu/calendar">Calendar</a></li> <li><a href="http://www.hawaii.edu/directory">Directory</a></li> <li><a href="http://www.hawaii.edu/emergency">Emergency Information</a></li> <li><a href="https://myuh.hawaii.edu/">MyUH</a></li> <li><a href="http://workatuh.hawaii.edu/">Work at UH</a></li> </ul> </div> <div id="copyright" class="clr" role="contentinfo"> <a href="http://www.hawaii.edu"><img src="/wp/wp-content/uploads/2016/06/white-seal-nameplate@2x.png" alt="UH seal and name" style="height:50%;width:50%;"></a><br /> 2444 Dole Street<br /> Honolulu, HI 96822 </div><!-- #copyright --> <div id="policies" class="middle"> An <a href="/offices/eeo">equal opportunity/<br />affirmative action institution</a><br/> Use of this site implies consent<br /> with our <a href="http://www.hawaii.edu/infotech/policies/itpolicy.html">Usage Policy</a><br/> copyright © 2016<br /> <!--University of Hawaii System.--> <a href="http://www.hawaii.edu" title="UH System home">University of Hawaiʻi</a> </div><!-- #policies --> </div><!-- #footer-bottom-inner --> </div><!-- #footer-bottom --> </div><!-- #wrap --> </div><!-- .outer-wrap --> </body> </html> </div> <!-- main-wrapper --> <script src="//ajax.googleapis.com/ajax/libs/jquery/1.8.3/jquery.min.js"></script> <script> $('#top-nav-mobile-icon').click(function(){ $('#top-nav-mobile-icon').toggleClass('closed open'); if ($('#top-nav').is(":hidden")) { window.scrollTo(0,0); } $('#top-nav').slideToggle('fast'); }); $('.submenu').click(function(event){ if ($(event.target).is('div')) { submenuIcon = $(event.target).children('span'); submenuTitle = $(event.target); submenu = $(event.target).parent('li').children('ul'); } else { submenuIcon = $(event.target); submenuTitle = $(event.target).parent('div'); submenu = $(event.target).parent('div').parent('li').children('ul'); } submenuIcon.replaceWith("<span>["+(submenuTitle.is('.closed')?'-':'+')+"]</span>"); submenuTitle.toggleClass('closed open'); submenu.slideToggle('fast'); }); </script> </body> </html>