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Change Request Guidelines | Administrative Guide
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Computing</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/chapters/health-and-safety"><span class="su-multi-menu__link-text-wrapper">7. Health and Safety</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/chapters/services"><span class="su-multi-menu__link-text-wrapper">8. Services</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/chapters/organization-charts"><span class="su-multi-menu__link-text-wrapper">9. Organization Charts</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/chapters/student-employment-and-assistantships"><span class="su-multi-menu__link-text-wrapper">10. Student Employment and Assistantships</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/chapters/global-activities"><span class="su-multi-menu__link-text-wrapper">11. Global Activities</span></a></li></ul></li><li class="su-multi-menu__item su-multi-menu__item--parent su-multi-menu__item--active-trail"><a class="su-multi-menu__link" href="/about-guide"><span class="su-multi-menu__link-text-wrapper">About the Guide</span></a><ul class="su-multi-menu__menu su-multi-menu__menu-lv2"><li class="su-multi-menu__item su-multi-menu__item--active-trail su-multi-menu__item--current"><a class="su-multi-menu__link" href="/about-guide/change-request-guidelines" aria-current="true"><span class="su-multi-menu__link-text-wrapper">Change Request Guidelines</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/about-guide/frequently-asked-questions"><span class="su-multi-menu__link-text-wrapper">Frequently Asked Questions</span></a></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/about-guide/contact"><span class="su-multi-menu__link-text-wrapper">Contact</span></a></li></ul></li><li class="su-multi-menu__item"><a class="su-multi-menu__link" href="/whats-new"><span class="su-multi-menu__link-text-wrapper">What's New</span></a></li></ul></nav> </div> </section> </header><main class="page-content" id="page-content"><div data-drupal-messages-fallback class="hidden"></div> <div id="block-stanford-basic-content" class="system-main-block block-system block-stanford-basic-content"> <section class="node basic-page node--layout-full"> <div class="content"> <div class="jumpstart-ui--one-column"> <div class="main-region"> </div> </div> <div class="jumpstart-ui--one-column centered-container"> <div class="main-region flex-12-of-12"> <div class="field-block node-stanford-page-title block-layout-builder"> <div class="node stanford-page title string label-hidden"><h1>Change Request Guidelines</h1> </div> </div> </div> </div> <div class="jumpstart-ui--two-column flex-container centered-container"> <div class="left-region flex-lg-3-of-12"> <div class="menu-block main block block-menu navigation menu--main"> <h2 aria-hidden="true" class="visually-hidden" id="menu-blockmain-menu">Main navigation</h2> <a href="#main-content" class="visually-hidden focusable su-skipnav su-skipnav--content">Skip Secondary Navigation</a> <nav class="su-multi-menu--dropdowns su-secondary-nav--light su-secondary-nav su-secondary-nav--static no-js" aria-label="secondary menu"> <div id="secondary-navigation" tabindex="-1" class="visually-hidden focusable">Secondary Navigation</div> <ul class="su-secondary-nav__menu su-secondary-nav__menu-lv1"><li class="su-secondary-nav__item su-secondary-nav__item--active-trail su-secondary-nav__item--current"><a aria-current="true" class="su-secondary-nav__link" href="/about-guide/change-request-guidelines"> Change Request Guidelines </a></li><li class="su-secondary-nav__item"><a class="su-secondary-nav__link" href="/about-guide/frequently-asked-questions"> Frequently Asked Questions </a></li><li class="su-secondary-nav__item"><a class="su-secondary-nav__link" href="/about-guide/contact"> Contact </a></li></ul></nav> </div> </div> <div class="flex-lg-9-of-12 main-region"> <div class="jumpstart-ui-skipnav-main-anchor block-jumpstart-ui"> <div id="main-content" tabindex="-1" class="visually-hidden focusable">Main content start</div> </div> <div class="field-block node-stanford-page-su-page-components block-layout-builder"> <div class="node stanford-page su-page-components entity-reference-revisions label-hidden"> <div class="paragraph-item ptype-stanford-layout"> <div class="ptype-stanford-layout paragraph paragraph--type--stanford-layout paragraph--view-mode--default"> <div class="layout layout--layout-paragraphs-one-column"> <div class="layout__region layout__region--main"> <div class="ptype-stanford-wysiwyg paragraph paragraph--type--stanford-wysiwyg paragraph--view-mode--default"> <div class="su-wysiwyg-text paragraph stanford-wysiwyg text-long label-hidden"><h2>Typical Guide Memo Changes</h2><p>The two types of changes typically made to Administrative Guide Memos:</p><ol><li><strong>Policy: </strong>Any change to policy content or a change that affects how the policy is administered or interpreted. This includes changes to university organization charts, such as<strong> </strong>a title change or a reporting structure change.</li><li><strong>Housekeeping: </strong>Changes or corrections that do not change policy content or interpretation, such as correcting a typo or updating contact information, phone numbers, URLs, or addresses.</li></ol><h2>Those Authorized to Request Changes</h2><p>A new Guide Memo or a change to an existing Guide Memo can only be requested by the person who has approval authority for the contents (also known as the “policy owner”), or that person’s designee. Written approval from the policy owner/responsible university officer is required to publish a policy update. For housekeeping changes that do not affect the policy content, a designee with knowledge of the change needed is authorized to send a request.</p><h2>How to initiate an Administrative Guide policy update</h2><ol><li>The policy owner or designee notifies the Administrative Guide Editor that changes are planned by emailing <a href="mailto:guide-editor@lists.stanford.edu?subject=Change%20request%20for%20Admin%20Guide%20Memo">guide-editor@lists.stanford.edu</a>.</li><li>The policy owner or designee creates a Word document (see below) of the current policy and uses <em>Track Changes</em> to make the needed changes/edits directly on the Word document (Google documents are not currently accepted).*<ul><li>Typically, the policy owner or designee will have a group of employees in that school or unit to review the changes and include anyone with responsibility for the policy discussed in the Guide Memo, or someone who is charged with communicating or interpreting the Guide Memo to others.</li><li>If there are other groups outside your department with joint responsibility for the policy, it is advised to include a representative from that group(s) in the review process.</li></ul></li><li>Email the revised Guide Memo as an attachment to the Guide Editor along with a copy of the approval from the policy owner. Once the changes have been made, a confirmation is sent to the requestor, asking them to review the changes. A subsequent announcement will be sent to the subscribers of the guide-updates email list and a summary of the change will be added to the <a href="/about-guide/whats-new">What's New</a><span> page.</span></li></ol><h2>To request a new policy be added to the Administrative Guide</h2><ol><li>Submit the approved draft and approval to the Guide Editor. The Editor will send the document to the Liaison Group for review and approval. This group consists of all Guide Memo authorities/owners, members of the Stanford legal staff, and other senior staff. Typically, there is a 10-day review period for new policies. Liaison members with questions are directed to the subject matter expert who submitted the new policy.</li><li>Once the Guide Memo has been reviewed by the Liaison Group, the Editor makes a final clean copy, reviews the content for language, and then sends it to the Guide Memo’s authority/owner for written approval and authorization to post.</li><li>Once the policy has been published, an announcement will be sent to the subscribers of the guide-updates email list <span>and a summary of the change will be added to the </span><a href="/whats-new" data-entity-type="node" data-entity-uuid="45f82143-9304-4a2b-81a7-e69a42ebfa7d" data-entity-substitution="canonical">What's New</a><span> page</span>. </li></ol><h2>How to create a Word document from an Administrative Guide policy webpage</h2><ul><li><span>Click the "Print this policy" link in the right-hand column</span></li><li><span>Click "Cancel" on the printer pop-up window</span></li><li><span>"Select All"</span></li><li><span>Copy and paste to a new Word doc and if requesting changes, turn on "Track Changes"</span></li></ul><p> </p><p>*Not required for housekeeping changes.</p></div> </div> </div> </div> </div> </div> </div> </div> </div> </div> </div><!-- /.content --></section><!-- /.node as page --> </div> <button id="back-to-top"> <span class="fas fa-chevron-up"></span> Back to Top </button> </main> <footer id="footer"> <div id="block-stanford-basic-config-pages-stanford-super-footer" class="config-pages-block block-config-pages-super-footer block-config-pages block-stanford-basic-config-pages-stanford-super-footer"> <div class="ds-entity--config-pages ds-entity--stanford-super-footer"> <div data-contextual-id="config_pages:config_pages=11:changed=1670529699&ds_bundle=stanford_super_footer&ds_view_mode=default&langcode=en" data-contextual-token="IX35JSfauGGxVXGtr6fgm7Er9VCrl8F4NCB4WMUx6oc" data-drupal-ajax-container=""></div> <div class="jumpstart-ui--two-column flex-container centered-container"> <div class="left-region flex-lg-6-of-12"> <div class="su-super-footer__heading config-pages stanford-super-footer su-super-foot-title string label-hidden"><h2>Questions about the Guide?</h2> </div> <div class="su-wysiwyg-text config-pages stanford-super-footer su-super-foot-text text-long label-hidden"><p>Contact the Administrative Guide editor in University Human Resources:</p> <p>Cardinal Hall, 5th Floor, Mail Code 8443<br> Redwood City, CA 94063 United States</p> <p>Email: <a href="mailto:guide-editor@lists.stanford.edu">guide-editor@lists.stanford.edu</a></p> <p>If you are a policy owner or designee and need to update a policy, send email to: <a href="mailto:guide-editor@lists.stanford.edu">guide-editor@lists.stanford.edu</a> with your request. If you are ready to request a policy update or housekeeping update for a specific Guide Memo, please refer to the <a data-entity-substitution="canonical" data-entity-type="node" data-entity-uuid="fb313adc-d654-4177-90c7-a530dd882858" href="/about-guide/change-request-guidelines">Change Request Guidelines</a> page.</p></div> </div> </div> </div> </div> <div id="block-config-pages" class="config-pages-block block-config-pages"> <div class="ds-entity--config-pages ds-entity--stanford-local-footer"> <div data-contextual-id="config_pages:config_pages=1:changed=1677512109&ds_bundle=stanford_local_footer&ds_view_mode=default&langcode=en" data-contextual-token="t2JAqttA_usV1mcmWgBUm2dge8nLwHUXdUQ3ElLBnqc" data-drupal-ajax-container=""></div><div class="su-local-footer "> <div class="su-local-footer__header"> <div class="su-lockup su-lockup--option-a"> <div class="su-lockup__cell1"> <div class="su-lockup__wordmark-wrapper"> <span class="su-lockup__wordmark">Stanford</span> </div> </div> <div class="su-lockup__cell2"> <span class="su-lockup__line1" >Administrative Guide</span> </div> </div> </div> <div class="su-local-footer__columns"> <div class="su-local-footer__cell1"> <h2 class="su-sr-only-element">Address</h2> <address class="su-local-footer__address"> <div class="config-pages stanford-local-footer su-local-foot-address address label-hidden"><p class="address" translate="no"><span class="organization">University Human Resources</span><br> <span class="address-line1">505 Broadway</span><br> <span class="address-line2">Cardinal Hall, 5th Floor, Mail Code 8443</span><br> <span class="locality">Redwood City</span>, <span class="administrative-area">CA</span> <span class="postal-code">94063</span><br> <span class="country">United States</span></p></div> </address> </div> <div class="su-local-footer__cell2"> <nav aria-label="footer primary nav"> <h2 class="su-local-footer__list-heading">Policy Chapters</h2> <ul class="su-local-footer__primary-links"> <li > <a href="/chapters/guiding-policies-and-principles">1. Guiding Policies and Principles</a> </li> <li > <a href="/chapters/human-resources">2. Human Resources</a> </li> <li > <a href="/chapters/financial-administration">3. Financial Administration</a> </li> <li > <a href="/chapters/giving-stanford">4. Giving to Stanford</a> </li> <li > <a href="/chapters/purchasing-and-payments">5. Purchasing and Payments</a> </li> <li > <a href="/chapters/computing">6. Computing</a> </li> <li > <a href="/chapters/health-and-safety">7. Health and Safety</a> </li> <li > <a href="/chapters/services">8. Services</a> </li> <li > <a href="/chapters/organization-charts">9. Organization Charts</a> </li> <li > <a href="/chapters/student-employment-and-assistantships">10. Student Employment and Assistantships</a> </li> <li > <a href="/chapters/global-activities">11. 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