Online Policy Manual Maintenance
This service provides for the continued maintenance of the Online Policy Manual in the year (and subsequent years) after a district has initially placed their Policy Manual into the secure online document library. The Online Policy Manual will continue to be linked to the district's existing website to allow access by the public and is fully searchable by policy topic.
Once the Online Policy Manual is uploaded to the document library, districts will contract to maintain the Online Policy Manual for an annual fee. The annual fee will be in addition to one of the existing Policy Services maintenance options (Level2 or Level 3). *Please note that this service will be phased out as of June 2023. New clients will no longer be able to contract for this service; current clients will be informed of this upcoming change and other options.
Districts must also continue to participate in either Quarterly Policy Revisions and Updates (Level 2) or Policy Audits (Level 3) in addition to the Maintenance of the Online Policy Manual. The Quarterly Policy Revisions and Updates (Level 2) or the Policy Audit (Level 3) are the means by which the district will receive the information to update the Policy Manual through adoption by the board of education. The Online Policy Manual Maintenance service will place the updated and/or new policies into the document library on a continual basis at the request of the school district.
In order to participate in the maintenance of the Online Policy Manual, the district must also continue to participate in either Quarterly Policy Revisions (Level 2) or the Policy Audits (Level 3).
For Districts that use the Online Policy Manual in combination with Quarterly Policy Revisions and Updates, the District will commit to and follow a system of regular policy review using the Quarterly Policy Revisions and the Monthly Policy Updates to ensure that the Policy Manuals remain compliant with law and regulation. The District will supply the updated information to Policy Services in a timely manner to ensure our ability to update the Online Policy Manual in a suitable fashion.
For Districts that use the Online Policy Manual in combination with the Policy Audits (Level 3), the District will commit to working with Policy Services on the completion of the Policy Audit, following the designated timeline and processes. In order for the Policy Manuals to be updated in a timely fashion, the district must respond to the Policy Audit within a reasonable time frame. Following completion of the Policy Audit, Policy Services will add the revisions and new policies to the district's Online Policy Manual, in addition to providing an electronic Word version and a limited number of updated paper copies, CDs and/or flash drives.
In the preceding year, Policy Services will have loaded the Policy Manual into the online document library and provided access to district personnel. A link will have been created by Policy Services to allow the district the ability to view the Policy Manual from the district's website.
The district will continue to receive either the Quarterly Policy Revisions or the Policy Audits as per existing service. All service levels will also receive the Monthly Policy Updates. The district will be given guidelines and instructions for sending revisions via email, fax, CD or mail. After the district adopts and revises their existing policies as recommended from the monthly Updates and Quarterly Revisions or Policy Audit, Policy Services will update the Online Policy Manual accordingly. Policy Services will provide instructions and guidance at every stage of the process.