Short answer:

No. It's not a file repository. It just links to where files already exist.

Longer answer:

The Policy Gateway is a signposting site. When we realised there were a lot of policies, procedures, guidance documents, forms and so on dotted around the L'boro web, we decided to create a site that would make it easier to actually find the stuff that we use, refer to or create as part of what we do. The site hopefully simplifies this by providing searchable text and meaningful labels.

If you need to signpost a document or page that you think colleagues will find useful, or because it's an outcome from a committee or project, please use the form provided.

• New policy capture form

Short answer:

Because the COO identified that our policy documents were scattered through our web pages, and need to be more accessible.

Longer answer:

Actually, it's about being helpful to each other - the Policy Gateway lets you make your hard work more easily findable by others who might need it. We provide some standard fields which you, as document owner, fill in with content that will be searchable by your intended audience.

With that in mind, it's a good idea to use the terminology that your audience might use to find your content. Note that this might be different from the terminology you, your department or your subject area might tend to use...

Short answer:

If it's a new item for the gateway, fill in the form. If you just need an update, email registry.web@lboro.ac.uk.

Longer answer:

As content owner, you're best placed to know what your audience needs to know. The form linked above is a simple Microsoft form which captures:

1. Document title
2. A brief description (this is searchable, so use meaningful terminology)
3. Document type (chosen from a list - provides users with a filter)
4. Document topic (chosen from a list - provides users with a filter)
5. Keywords (maximum five - these are searchable)
6. Document owner
7. Document approver
8. Date the document was last approved or updated
9. Date the document is due for review
10. Location of document
11. Your email (for any questions)

Once you've filled this in, it's checked and transferred to the CMS and publishes shortly after. You should get an email by way of confirmation (there will be a good excuse if not...).

Short answer:

Between one and five years.

Long answer:

The Approval Date is the point at which the current version of the policy has been approved, either as part of its creation or review.

• For a new policy this would be the date the relevant committee or group or individual approves it for the first time;
• For an existing policy this would be when the committee etc reviews it (preferably at the time they say they're going to, but that's another matter) and re-approves it (potentially after editing).

The Review Date is just the date on which the policy/document should be reviewed (or when the committee/group/individual says they're going to review it).

We aim to remind policy/document owners on a regular basis, ideally in time for them to engage and act on the reminder. The COO also tends to remind senior colleagues on an ad-hoc basis.

Short answer:

Absolutely - use your target audience's language, not jargon. And don't repeat yourself...

Long answer:

When your user types something in the search box, the gateway searches the document title, the short description AND the keywords you've provided. So if your document has 'Policy' in the title, you don't need to repeat it in the keywords - it's already there!

If your document has a jargonistic, pedantically-correct title and description, imagine what other words might apply to the content which someone might use to search with. This would be your starting point for a good keyword. Also, how about any interesting section or chapter headings? Usage scenarios? Target audiences?

The other tip is you don't have to have a single keyword - the smart money is on writing a short phrase, because each word will add to your document's findability. So a keyword of "buying a personal computer (PC)" is just as valid, but more useful than the four keywords "buying", "personal", "computer" and "PC". And you still have four more keyword 'slots' in the system (but find the balance between brevity and usefulness).