Please note that at this time, the New Policy Format will be applied to our Education customers only. The timeline for other industries has not yet been determined.
Q: How will the transition to the New Policy Format occur?
A: The New Policy Format will be rolled out to each Education Policy Module on PolicyConnect through a staggered approach.
The New Format will be released per module through the usual module update process. While in Administrator View, your school will have an outstanding content update notification listed against the impacted Module in PolicyConnect and will be asked to accept the update. A summary of the update, captured in the Content Update Report Screen, will include a short briefing note and key next steps to take after your school accepts the update.
This approach enables your school to accept the New Policy Format Update per module, at your own pace, rather than forcing the update across all modules in one go. However, please note that, until the format update is accepted, other updates will be queued behind it and cannot be accepted.
Q: Is there a timeframe for when the update will be released to each module?
A: You can refer to the New Policy Format Update Roadmap to see the update status of each of the modules. Modules will be classified as either "in progress", "up next" or "released".
Q: What do we need to do immediately after accepting the update?
A: There are three key steps for your school to take after accepting the update on your PolicyConnect site, per module:
1. Review the following articles in the Ideagen CompliSpace Support Hub:
2. Review the briefing note for the module, in particular, the Material Policy Content Changes section, and determine if your school needs to amend these sections.
3. Insert Policy Control/Administration Information into the related Context Key at the bottom of each Ideagen CompliSpace Policy (e.g. Policy Owner, Last Review Date, Next Review Date etc.).
These are the minimum implementation requirements for this New Policy Format Update, however, there are many more contextualisation options, relating to policy formatting and structure available to your school through the Contextualisation Guide included in the Module.
Q: Is there a summary of changes that we can provide to Boards or Councils when the New Policy Format Update is rolled out to each Module?
A: Yes, as we update each module, the notification update, captured in the Content Update Report Screen, will include a briefing note that explains:
- What the New Policy Format Update is
- Why we are updating the format of our policy content
- Any material changes that have been made to the content as part of the update
- Key next steps to implement the New Policy Format.
This Briefing Note can be downloaded and shared with a school’s board or council, as appropriate.
Q: Will we have to re-do our Context Keys and Variable Questions?
A: No, this update only affects the structure and formatting of your existing policy content. All contextualisation you have completed to date will remain untouched.
Q: Are New Policy Format Updates rolled out independently from other content updates that relate to changes in legislation and customer or regulator feedback?
A: While we aim to roll out the New Policy Format Update by itself, there will be times when we must combine this with a “standard” content update being made to the relevant module. An example of this is when there are time-sensitive legislative changes that need to be made to content pages within a Module. In cases like this, we will always make schools aware that the update includes both changes to formatting and structure as part of the New Policy Format, as well as updates being made to specific policy pages and content.
Q: How will my User-Generated Content (UGC) be affected by this update?
A: In short, this Update will not affect the UGC created by your school. However, as this Update provides more contextualisation options, your school may wish to reconsider whether any UGC pages you’ve created to replace Ideagen CompliSpace content pages are still necessary. You can conduct this review of your UGC at your own pace.
Q: Is the School-Specific Procedures page affected?
A: Yes, a key part of this update also removes the “School-Specific Procedures” page at the top of each Module.
This is being removed, as our data shows it is not in use by a large percentage of customers and UGC functionality is now available, which is a much better option for schools wanting to add their own information into Ideagen CompliSpace Modules.
As part of this update, you will be reminded to export any information on the “School-Specific Procedures” page before accepting the change so that you can relocate any information kept on the page.
Please note that this content will not be ‘lost’ if your school does not export it prior to accepting the New Policy Format Update but will no longer be visible. The content contained in any School-Specific Procedures Context Key is still available through the Context Library.
After accepting the update, simply search your Context Library for the relevant Context Key (e.g. “SchoolRegistrationProcedures”) that was in use on the School-Specific Procedures page. These Context Keys are outlined in your Welcome to CompliSpace Onboarding Module.
Q: Does the New Policy Format allow you to generate a report of all policies and their last review dates and export this out of PolicyConnect?
A: Schools can access and export a full list of content pages, including those provided by Ideagen CompliSpace as well as their own, via the Content Register on their PolicyConnect site. The Content Register contains information about the last time content pages were updated, but not last review dates. However, the Policy Control Information Context Key at the end of each policy can be exported along with the relevant page of a Module.
Q: What additional resources can I refer to in relation to the New Policy Format?
A: Below are some additional resources we have developed to assist you with the New Policy Format Update:
New Policy Format Update on PolicyConnect
New Policy Format Admin User Guide
New Policy Format Update Roadmap
How to Edit Variables in the New Policy Format
How to Edit Context Keys in the New Policy Format
You can also reach out to your Ideagen CompliSpace key contact directly to discuss the New Policy Format Update.
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