Policy Library Training Guide

Getting Started with Contributor Resources

There are several resources available to help you familiarize yourself with the Policy Library. Navigate to policy.ku.edu and click on Resources, and then Contributor Resources.

The location of the Contributor Resources links on the sub-ribbon of Resources, and on the main page

Contributor Resources offers tips on getting started, Frequently Asked Questions, and detailed guidance on how to:

  • Add new Policy Documents
  • Create a page to feature PDFs, Word documents, or links that are related to policies
  • Edit existing policies
  • Add anchored links (a hyperlinked table of contents; when a link is clicked, the page jumps to the specified section)
  • Give your policies unique URLs that are consistent with the Policy Library’s standard format
  • Use the Policy Development template to ensure your policy has all necessary information throughout development
  • Request access to the Policy Library (to remove users, simply e-mail the request to policy@ku.edu)

If you have questions that are not covered in these resources, please contact the Policy Office at 785-864-9600 or policy@ku.edu; we’re always happy to help.

Logging in to the Policy Library

Navigate to policy.ku.edu and click on the red KU Directory link at the top right of the page.

Image demonstrating the location of the KU Directory box that starts the login process

This will bring up a new box. Click on KU Users at the bottom-right of the box.

An image showing the location of the CMS Login: KU Users link

You will be redirected to a log-in screen; sign in with your primary KU online username and password. Note: When logging in, you have to be on policy.ku.edu – the red KU Directory box appears on all KU websites, and if you are anywhere other than the Policy Library, you will not be able to properly complete your login.

Once you are logged in, you should see a black bar across the top of the page, and a gray bar underneath.

Image of the top two admin function bars visible once a user is logged in

These provide your administrative links; you will primarily use Home - Image of the Home icon from the Drupal/CMS admin bar - My Workbench, and Content on the first; on the second, you’ll use Add New Policy page and Add New Policy PDF/DOC/Link (Find content is identical to Content).

If you do not see the gray bar when you log in, click the little black arrow in the gray box on the far right of the black bar. You can also click that drop-down arrow when both are visible to hide the gray bar.

Image showing the button to expand the second admin bar for the CMS if it is initially hidden

The Log out button is located at the far right of the top bar; additionally, if you are inactive (not making updates to a Policy Library page) for 20 minutes, you will get a notification that your session is about to expire, with a choice to reset it. If you haven’t reset it after 10 seconds, you will be automatically logged out due to inactivity. And you will only see the session expiration notice if you are still in your browser on another site or not using the administrative functions of the Policy Library – the message will not display over other programs, or when the browser is minimized.

Working in the Policy Library: My Workbench

My Workbench allows you to view all policies you’ve created or edited (My Policies, in the middle of the page) and your office’s policies (All Unit Policies). The My Drafts tab shows any drafts/unpublished pages you’ve worked on.

An example image of what the My Workbench page looks like, with My Policies and All Unit Policies

Add new policies

Click Add New Policy page on the administration bar:

Image of the Add New Policy page link on the admin bar

That will take you to the Create Policy Document page:

Image of the Create Policy Document page

Certain information is required for all policies; these fields are noted with a red asterisk *. Each blue label is a general topic area; clicking on a topic area will expand it to show all fields grouped under it.

Below is a list of the topic areas, which fields they include, and which of those fields are required:

  • Title*
  • Document Type*
  • Purpose, Applies To, & Campus
    • Purpose*
    • Applies To*
    • Campus*
  • List of Sections included: Add hyperlinked table of contents/anchor links here (to jump to specific parts of page)
  • Policy Statement, Special Circumstances & Consequences
    • Policy Statement*
    • Exclusions or Special Circumstances
    • Consequences
  • Contacts & Dates
    • Policy Owner*
    • Contact*: Office’s contact info; if listing specific people as contacts is necessary, use titles instead of names
    • Approved by*: Title of the official/governing board with final approval, not an individual’s name
    • Date (Approved on)*: Original approval date; updates noted in Review, Approval & Change History
    • Date (Effective on)*: Original enactment date; updates noted in Review, Approval & Change History
    • Review Cycle*
  • Background & Related Documents
    • Background
    • Related Policies
    • Related Procedures
    • Related Forms
    • Related Other
  • Definitions, Keywords, History
    • Definitions
    • Keywords*
    • Review, Approval & Change History*
  • Category (list of categories and sub-categories available on Categories page)

Upload policy-related PDF/Word document/Excel sheet or feature policy-related link

Sometimes you may have documents that are related to a policy, but which don’t match up with the policy page setup/template very well; this might include procedural documents, forms, etc. For situations like this, instead of creating a new policy page, you would choose the Add New Policy PDF/DOC/Link option.

The fields available for this page are:

  • Title*
  • Document Type*
  • Purpose
  • Applies to
  • Campus*
  • Document (upload): PDF/Word: Browse select FileName Upload;
    • To add a new version of an already uploaded document, click Remove (this will automatically appear once a document is uploaded). After removing the original, follow the process above to add the new version. The old version of the document will still be accessible via previous versions of the page, located on the Moderate tab.
  • Link to Policy: The field for linking to policies/pages on other sites; instead of displaying full URL, hyperlink the title
  • Link to Form: Link to forms on the Policy Library or external sites; instead of displaying full URL, hyperlink the title
  • Workflow: Describe the process a form will go through once submitted (who receives it, the review process, steps taken after approval or rejection, etc.). Using the Image button, you can add a visual representation of the workflow process. Can also be used to describe procedural workflows, or other processes that have a workflow associated with them, not just for forms.
  • Contacts & Dates: This and Category are the only collapsed topic areas on this page; be sure not to overlook them
    • Policy Owner*
    • Contact*
    • Approved by
    • Date (Approved on)
    • Date (Effective on)
    • Review Cycle*
    • Keywords*: Especially important for keywords to be representative of the content for these pages; on policy pages, Search scans content as well as keywords, but there isn’t content on PDF pages.
  • Related Documents
  • Review, Approval, Change History
  • Category: This and Contacts & Dates are the only collapsed topic areas on this page; be sure not to overlook them

Additional policy information

In addition to the primary fields for policy content/information, there are two tabs at the bottom of the page for administrative settings for your policy - URL path settings and Revision information.

These settings are required for both types of content - Policy pages and policy-related PDF/DOC/Link pages.

URL path settings

To set a unique URL for your policy, uncheck the Generate automatic URL alias box, and add your own URL.

Image demonstrating the location of the Generate automatic alias box and the URL alias box for custom URL entry

The policy.ku.edu/ will already be automatically included, so you can just add policy-owner/policy-name. You will always use the same word or phrase for your office name; the specific word or phrase for your office can be found on the page for Assigning URLs to New Policy Library Documents.

Revision information – Revision log message

The Revision log message box provides a place for you to detail any updates/changes you’ve made to the policy.

Image of the Revision log message box and example of text to enter there to record updates

This is helpful for identifying when specific changes were made, and for enabling Policy Office staff or other policy contributors from your office to quickly review updates. It will already have your username, and it will add date and time when you save the page.

Revision information – Moderation State

Underneath Revision log message is Moderation State; this is where you save your policy as Draft or Needs Review.

Image of the Moderation state box for adding/editing pages

Saving a policy as Needs Review will notify Policy Library moderators that it is ready to be published; saving as Draft keeps it accessible only by the creator/editor. If you need to make additional edits or updates before publishing, you should save it as a Draft; if you are finished editing and ready to publish the policy, save it as Needs Review.

Edit existing policies

In addition to creating new policies, you can edit your office’s existing policies, using the following methods:

  • My Workbench All Unit Policies Edit (under Actions, the last column on the right)
  • My Workbench All Unit Policies Click on hyperlinked Policy Title New Draft/Edit Draft tab on the policy page
  • policy.ku.edu By Location By Office Your Office Policy Title New Draft/Edit Draft tab on policy page

Image demonstrating the location of the New draft tab on a policy page

Once you are in the New Draft/Edit Draft page, it will work exactly the same as when you were adding new policies.

View policy history

Once you save your updates, you can review that (and all) version(s) by using Moderate, the last administrative tab on the policy’s page.

Image demonstrating the location of the Moderate tab on a policy page

Clicking on Moderate will take you to a page with the full history of the policy since being added to Drupal. The second column will show the title of the policy, the information entered in the Revision log message, and the editor’s username for each version. It also shows the date and time the revision was made, and available actions for each version – view, revert, or delete – and the last column shows which version is the currently published one.

Image of a typical Moderation / History page for a policy, especially highlighting the Compare revisions button and the location of the text from revision log message entries

There is also the Compare revisions button at the top right, which enables you to view the revisions and compare them to any previous draft.

Working with links

We recommend hyperlinking the titles of policies, pages, etc., rather than displaying the full URL.

When linking to another Policy Library page, leave Link Type as Internal Path, and start typing the policy name you want to link to. It will start generating possibilities; select the correct one, click OK. This saves the time of finding the URL yourself.

Pasting content

If your content is in a Microsoft Word document and you paste using Right Click Paste, or by using the Ctrl + v key combination, it may not be formatted correctly. Word transfers extra formatting information into Drupal’s HTML code, which can add extra spacing, create line breaks mid-sentence, change font size/styling, etc.

Instead, use Paste from Word, which keeps the visible formatting and removes the extra HTML that disrupts the display.

Image of the Paste from Word button on the Content Editor toolbar

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