Procedure: Adding a Principal's Circular

When to perform

The Secretariat adds or uploads approved and final versions of Principal's Circulars in PDF format to the Governance Intranet for the UCT community to view or download.

You must have

The latest, approved version of the Principal's Circular to be uploaded.

Procedure

This procedure has been documented in Windows XP operating system. If you are using Windows 7 or other operating systems, the steps might vary slightly. We will be documenting all procedures for Windows 7 in due course.

Below are links to the parts of this procedure, either follow the procedure sequentially or jump to the part that you need help with:

• Opening the Principal's Circular page

• Choosing a file to upload

• Uploading the Principal's Circular

• Adding and/or editing the Principal's Circular properties

• Confirming that the Principal's Circular was added

Opening the Principal's Circular list page

1. Log in to the Governance Intranet. See: Logging in.

2. In Governance - Governance page, select Principal's Circulars section.  

3. The Home - Principal's Circulars page opens displaying the Manage Principal's Circulars menu item to add or remove policy source documents.

4. Click Manage Principal's Circulars.

Choosing a file to upload

4. The Principal's Circulars - All Documents page opens displaying a list of source policy documents.

5. Click Add document.

5. The Upload Document dialog box appears displaying Upload Document and Version Comments sections.

6. Ensure that the Add as a new version to existing files check box is selected.

7. Click Browse.

6. The Choose File To Upload dialog box appears.

7. Navigate to the Principal's Circular file to be added.

8. Select the file and click Open.

Uploading the Principal's Circular

7. The Upload Document page reappears and the file path and name appears in the Name field.

8. In the Version Comments section, enter comments describing what has changed in this version, if applicable.

9. Click OK.

Adding and/or editing the Principal's Circular properties

8. The Principal's Circulars - <Document file name> page opens displaying a message confirming that the document was added successfully, that it is checked out by you and that you can use the form to update document properties.

9. Ensure that the Title is correct as stated in the document, edit if necessary.

10. Ensure that the file Name complies with the policy file naming convention. The system will correct if necessary.

11. In the Description field, enter a brief outline of the contents of the document.

12. In the Rights Holder field, click Browse for a valid choice and select the business area or organisational unit which owns the policy.

13. The Select: Rights Holder dialog box appears.

    • Either in the UCT Departments section, select the organisational unit, if you know it and click Select>>.

    • Or in the Select>> field, enter the department name and select the correct item from the suggestions that drop-down.

    • The organisational unit appears in the Select>> field.

    • Click OK.

14. Click Save.

Confirming that the Principal's Circular was added

9. The Principal's Circular - All Documents page reopens displaying the newly added policy with a New icon next to the Name in list of Principal's Circular documents.

9. The Principal's Circular has been successfully added.

10. If you have more Principal's Circulars to add, repeat from step 4 until all documents have been added.

11. Either continue working in the Governance Intranet,

12. Or log out, see: Logging out.