The University of Memphis

Maintenance of the BFGuide

BFGuide

• Handbook Editor
• Owner of a Guideline
• Responsible Official

• Adding New Guidelines to the BFGuide
• Changes to Existing Guidelines
• Review of New or Changed Guideline
• Approval of New Guidelines or Changes to Existing Guidelines
• Installing the New Guideline or Change
• Notifying the University Community

• Using the Handbook Editor

• BFT Contacts

Anyone can request a change to an existing guideline by contacting the Responsible Official of the guideline.  The Responsible Official's title appears in the guideline heading.  The Responsible Official will forward the request to the appropriate department head.  If the department head and the owner concur with the change recommended, the owner will make the change within the Handbook Editor.  In order for the owner to access the current guideline, he/she must contact the Web Administrator in Business and Finance Technology.  The Web Administrator will put the current guideline into the Editor so that the owner can access it.

Once a new guideline or change to an existing guideline is completed, it should be carefully reviewed internally.  When the guideline is ready for final review, the owner should notify the Web Administrator in Business and Finance Technology to distribute it to the BFGuide Oversight Committee for review.

The Web Administrator will email the new or changed guideline to the members of the Oversight Committee for review.  The members should be given at least five workdays to review the guideline and respond with any additions, questions, and corrections.

The Web Administrator will forward all additions, questions, and corrections to the owner. The owner should then make any necessary changes and secure the approval of his/her department head.

Approval of new guidelines and changes to existing guidelines require the approval of the department/section head and one of the following individuals:

• Vice President for Business and Finance
• Assistant Vice President, Finance
• Assistant Vice President, Human Resources
• Assistant Vice President, Physical Plant
• Assistant Vice President, Campus Planning and Design
• Assistant Vice President, Business Services
• Director, Business and Finance Technology
• Director, Public Safety

To secure this approval, the owner should print a copy of the guideline, have the department/section head state at the bottom "Ready for Approval" with his/her signature and date, and forward it to the appropriate individual listed above for approval.  The approving authority should review the guideline, indicate at the bottom that it is "Approved for Issuance" with his/her signature and date, and forward it to the Web Administrator in Business and Finance Technology.

Once an approved guideline is received, the Web Administrator will activate the guideline on the BFGuide Web site and deactivate the guideline within the Editor.  The Web Administrator will change the date issued to the date the approving authority signed the guideline as "Approved for Issuance".

The Department/Section Head is responsible for notifying the University community of new guidelines or changes to existing guidelines.  Depending on the significance of the guideline or the change, the notice may be done by email, notices in the Update or Business Beat, etc.

This communication will include, as appropriate:

1. What the change is.
2. Why the change is being made.
3. How departments will be affected.
4. How departments should prepare for the change.
5. When the change is effective.

http://bf.memphis.edu/home/bfguide/10032.htm

http://bf.memphis.edu/bftech/staff.php