KMS - Processing Lexipol Updates

Processing Lexipol Updates

There are 3 main update categories:

Minor Update 

These updates are non-substantive changes the agency may review as time allows. They are not intended to address a risk, but are made to improve grammar, organization, or readability. This status should rarely be used because minor updates are usually not processed until the policy has a more substantial update needed, and the highest update category should be used. The following are examples of minor updates: 

• TE fixes or TE capitalization. 

• Grammar or punctuation that does not change the meaning of the content.  

• Spelling (unless the original created confusion as to meaning). 

• Corrections to citation formatting (e.g., periods, section symbols) when the error did not affect Legal’s ability to maintain the manual via Brief Tools. 

• Style/formatting changes (e.g., to remove extra lines or spaces; to conform to Lexipol Style Guide guidance such as not to use “as” for “since” or “because”.

• Added serial commas or removed index terms. 

Major Update 

These updates are substantive changes the agency should review and accept as soon as practicable. They don’t address a critical risk but improve integrity and/or accuracy. The following are examples of major updates: 

• Best practice/procedure changes. 

• Citation corrections or legislative renumbering. 

• Title changes that change meaning (e.g., “Emergency Action Plan” to “Emergency Action Plan and Fire Prevention Plan,” or “Elder Abuse” to “Adult Abuse.”) 

• Significant additions to content/content moving to another policy. 

• Legislative or case law changes for which the governing body or court did not include mandates/effective date, or new policies without mandates/effective date. 

• Addition of a policy, depending on the circumstances/risk.  

• Deletion of a policy. 

• Word changes, other than legislative changes, that clarify the intended meaning of existing wording (e.g., “press” to “media”). 

• Updates in response to accreditation standards without an effective date. 

Critical Update 

These updates are changes related to a change in the law or the identification of a risk that requires prompt remediation and should be reviewed by the agency as soon as possible. The following are examples of critical updates: 

• Legislative or case law changes for which the governing body or court put mandates/effective dates. 

• New policies that contain mandates/effective dates. 

• Changes in best practice that address significant risks. 

• Addition of a policy, depending on the circumstances/risk. 

• Updates in response to accreditation standards with an effective date. 

Processing Lexipol Updates –

1. Open draft manual

2. The Large window on the right will display the number and status level of the updates.

• 1. Red - policy has a critical update available.

  2. Yellow - policy has a major update available.

  3. Grey - policy has a minor update available and typically auto applied.

1. Go to the policy that has updates pending.

   1. The yellow banner will reflect how many updates are available.

• 1. Click to enter edit mode and process the updates.

  2. Scroll through and where there is an applicable update the screen will display two sides. The left is current policy, and the right is proposed changes to policy.

• 1. Three buttons separate the two sides.

     1. “Compare Content” – Changes the appearance of the right side to appear as it will when the update is complete.

     2. “Accept Update” – Accepts the Update

     3. “Reject Update” – Rejects the Update

  2. Once the updates are processed, set the policy to “Approved” status and then it is ready to release to the Issued manual and will send out Notification of Policy to Acknowledge to users.