How to Search

How do I navigate the Policy Register?

You can navigate the site by

Wherever you go, a breadcrumb trail will appear at the top of the page, showing the path you have taken to the page you are on. Clicking on any of these links will take you back along that path.

How do I search?

The Policy Register search does not operate like Google search. It will look for an exact match only of the search criteria you have entered.

For this reason it is best not to type the whole title of a document. More useful results can be produced by using a single distinctive word or phrase. Words can also be shortened using * as a wildcard. (eg. "exam*" will bring up "examination", "examiner", "examine" etc).

The Policy Register allows you to search by several different methods, which are indicated by a drop down "Search by" menu at the top of the search section. You can choose which method you are most comfortable with, and can also use other methods as a means of cross checking your results to make sure they are comprehensive.

The title search is the default option and looks at all the words in the titles only of registered documents. To use this search, select the "Title" drop down option and type all or part of the title into the search text box. Since it is the default option, it will be automatically selected if you don't select another option.

You can select other search methods by selecting them from the drop down "Search by" menu.

An "Alphabetical" search will allow you to select "All" or a letter from the alphabet. Choose the option from the drop down menu which will appear in the search text box. Hitting search will then display either an alphabetical listing according to the option you selected. Please note that the "All" search may take a little longer to complete.

A “Keyword” search requires you to select one of the pre-determined keywords from the drop down menu which will appear in the search text box.

The “New”, “Updated” and “Due for Review” searches are time based. They require you to select your search from a drop down list which will appear in the search text box.

How does the list of categories work?

Documents in the Policy Register are sorted into categories and subcategories. The list of categories appears on the home page of the Register. Clicking on a category opens the relevant list of subcategories. Clicking on a subcategory opens the relevant list of documents.

You can see the whole system of categories and subcategories (note that this shows the categories and subcategories only - if you wish to view the documents contained within each subcategory, you will need to go to the Policy Register). Documents are listed under as many categories or subcategories as are relevant to them.

What are the keywords and how do they work?

The keywords search operates as a kind of thesaurus.

Each registered document has a number of keywords attached to it. They are chosen by those responsible for the document from a standard list which you can display on the search page by clicking on the “all” at the bottom of the alphabet buttons.

Keywords generate lists of documents to which the relevant keyword has been appended. They help to identify the documents’ principal themes and effects. By way of illustration, academics have often traditionally used the term “sabbatical” to refer to the kind of leave this University addresses in its Special Studies Program Policy. The term doesn’t appear in the policy or procedures, but is attached to them as a keyword.

You can search by keyword by selecting the keyword radio button then selecting the relevant keyword from the drop down list which appears in the text search box, or by clicking on it from the list which appears under the alphabet buttons on the lower right hand of the search screen. An alphabet button appears if there are keywords beginning with that letter.

It is likely that the keywords search process will need to be refined as we use and develop the register. If you have suggestions about what keywords should or should not be appended to a particular document, or if you think a new keyword should be added to the master list, please contact the University Policy Manager.

Can I search for words appearing anywhere in a registered document?

This kind of search, known as a “content” search, is not currently available.

How do the search terms “new”, “updated” and “due for review” work?

The “updated” search options searches for documents upon which action has been taken in the specified time period. This would include documents which have been amended.

The “new” search option searches for new documents which have been added to the register within the specified time period. This would include, for example, new policies or procedures. Should you require access to this information please contact the University Policy Manager..

The "due for review" button identifies documents which are scheduled to be reviewed within the specified time period.

What are the filters and how do they work?

The filters appear on the search page below the search buttons.

They operate to modify the display of results from the search you have selected. Each filter has a drop down box from which you can select the appropriate value for the filter. You can only select one value for each filter, but you can use both filters at once.

The “applies to” filter allows you to select the categories of people to whom the document applies.

The “document type” filter allows you to limit the display only to one type of document, such as procedures.

How does the register display information about documents?

Documents are displayed in lists, with each document represented by way of an icon and a title.

Hovering your cursor over the icon will display a pop up box which gives the following details:

  • Document name
  • Document type
  • Determining authority
  • Administrator
  • Date effective

Hovering your cursor over the document title will display a pop up box which gives a brief summary of the document’s effect.

Clicking on either of the icon or the title will display a PDF copy of the document in a pop up window.

How do I know that I have the right version of a document?

The version published on the Policy Register website is always the definitive one. Only the latest version of a policy document is published and the Policies Development and Review Rule provides that the Register’s published version is authoritative.

Registered policy documents should not be reproduced on any other website and you should only rely on the version found in the Register. For those who edit CMS sites, websites and online documents, instructions for creating embedded hyperlinks will ensure your site always points to the most recent published version of a registered document.

What are related documents?

Some listed documents have an attached “related documents” tag. This tag displays documents which are directly relevant to understanding and implementing the document. Generally, they will be different types of documents which address the same subject matter: e.g. the Gift Acceptance Policy and Gift Acceptance Procedures will each display the other as a related document. Sometimes a link will be included to an external document, for example a national code of practice, or there will be a link to guidelines or an internal University website such as the HR forms website.

What are the documents with the little magnifying glass icons instead of pdf icons?

Some related documents are displayed using an icon of a magnifying glass rather than a pdf icon. These documents are not registered policy documents, but are linked to registered documents by way of background, or explanation or to provide access to tools such as forms.