New Website Notifications for Compliance and Policy Pages
In a major step forward for maintaining compliance and policy pages to enhance site management, new functionality has been developed to keep pages on the website up-to-date and aligned with organizational standards. This innovative update introduces new custom compliance and policy notification modules, designed to monitor and prompt updates.
Key Features of the Compliance Notifications
The newly developed module brings several valuable features to the website:
- Last Updated Field: Each page now includes a dedicated field to record the date it was last updated. This ensures a clear and trackable timeline for content maintenance.
- Compliance Page Flag: Pages can be flagged as compliance-related, enabling targeted tracking and management of critical content.
- Automated Notifications: If a compliance page has not been updated within a year of its recorded "last updated" date, the module will automatically send weekly email reminders to the designated unit’s email address. This ensures timely attention to content that requires periodic review.
- Leadership Dashboard: The effort will also support the creation of a centralized page listing all UIS Compliance Pages. Leadership will have the ability to view and download this list, offering a clear overview of compliance across the site. This dashboard is modeled on the policy tracking system implemented in previous updates.
Deployment and Configuration
The web team has flagged pages we have noted for compliance but Web editors can also begin configuring pages with their compliance settings to activate the system. Find more information on Flagging Pages for Compliance.
Why This Matters
This functionality underscores a commitment to maintaining up-to-date, reliable, and compliant content. It not only simplifies the management of compliance-related information but also reduces the risk of outdated or inaccurate pages remaining live on the website. By automating reminders and providing leadership with visibility, the organization is taking a proactive approach to governance and transparency.
Policy Notifications
- Last Reviewed Date Check: The module checks the "Last Reviewed Date" field for policies. If the date is more than three years old, it triggers email notifications to the unit head email, the person who submitted the policy’s email, and the department email (if these fields are populated).
- Notification Specifics: Policies that are not published are skipped. The email notification includes:
- Subject: "3-Year Policy Review Reminder: [Policy Name]"
- Message: A reminder to review and update the policy, including guidance for updating university-level policies.
- Policy Review List: A dedicated view is available for leadership to download policies that need to be reviewed. The page includes an export feature allowing users to download the list as a CSV file for easy tracking and action.
Looking Ahead
With this update, teams can look forward to a more efficient and effective compliance and policy processes. These feature-rich modules demonstrates the organization’s dedication to leveraging technology for improved accountability and operational excellence. If you have any questions related to this new functionality, please reach out to web@uis.edu.