Governance

Amend an existing policy

Further information

  • Convert an existing policy
  • Writing a new policy
  • Delete an existing policy

From time to time, policies have to be modified or replaced.

The simple guide will show you how to amend an existing University Policy document already stored in the approved format in TRIM.

Step-by-step

Step 1

Request a stored Word document from TRIM. Email a request for the Word version of the policy to be amended, including the policy number in the subject line of your email. A copy of the Word version of the policy will be emailed to you.

Step 2

Save the Word document to the appropriate folder in your network drive.

Step 3

Switch on Track Changes in Word.

Step 4

Make the necessary changes to the document.

Step 5

  • If the changes are to procedure or to aspects of the document that are not policy content, submit them to the appropriate Director for approval with the request that the document be returned to you once approved.

Or

  • If the changes are to policy, submit the policy, usually via the appropriate Director, to the relevant approving body or position with the request that the document be returned to you once approved.

Step 6

Once the changes are approved, complete the appropriate part of the "Date this revision approved" box.

Step 7

With Track Changes switched on in Word, accept all changes to the document.

Step 8

Save two versions of the policy document – one version as a Word document and the other version as indicated in the instructions for the University Policies template.

Step 9

The Director emails to Information Governance Services both the Word document and the html document for storage in TRIM and publishing in the TRIM.

Back to top