This action is performed by the policy officer on behalf of the policy owner. Policies must be approved on the Governance Intranet once they have been finalised and ratified and when no further changes need to be made.
When the policy status is changed to Approved/final on the Governance Intranet, the source policy (usually in Microsoft Word format) is automatically converted into PDF format by the system and made available to the UCT community to view and/or download. Prior to this, the policy will not be visible to anyone other than the policy officer.
Ensure that you have received formal approval from the policy owner and/or relevant committees.
Ensure that you have 'checked in' the final version of the policy to the Governance Intranet.
You must have the name of the policy document to be approved so that you can find it easily in the list of policy source documents.
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:
Log in to the Governance Intranet. See: Logging in.
In Governance - Governance page, select Policies section.
The Policies - Home page opens displaying the Manage Policies menu item to add or remove policy source documents..
Click Manage Policies.
The Policies - All Documents page opens displaying a list of source policy documents.
Find the policy document which needs to be approved and select the check box alongside it.
Click the
policy Name drop-down button
and choose Check Out.
Tip: Move pointer
over the policy Name to make
the drop-down button appear.
The Miicrosoft Internet Explorer dialog box appears confirming that you are checking out the policy.
Click OK.
The Policies - All Documents page reopens
and a 
Checked out icon appears to the left of the
policy, showing that this document is checked out and the Version
number changes to show a new minor version, (e.g. from 1.2 to 1.3).
Click the
policy Name drop-down button
and choose Check In.
Tip: Move pointer
over the policy Name to make
the drop-down button appear.
The Check in dialog box appears with options to choose version number, retain check out and add comments. .
In the Version section, select <version number, e.g. 2.0> Major version (publish) radio button.
This selection makes the Retain Check Out section unavailable and the option default to No.
In the Comments section, add comments (e.g. summarising major changes), if necessary.
Click OK.
The Miicrosoft Internet Explorer dialog box appears confirming that you want to continue uploading the policy to the Governance Intranet.
Click Yes.
The Policies - All Documents page reopens
and the Checked out icon is replaced by the 
Microsoft Word icon and the policy Approval
Status has changed to Pending.
If you have
decided to cancel the approval, (e.g. if a last minute change comes
through from Council), then click the policy Name
drop-down button and choose 
Cancel Approval.
If you are
sure that you want to approve the policy, click the policy Name
drop-down button and choose 
Approve/Reject.
The Approve/Reject dialog box appears with Approval Status and Comments sections.
In the Approval Status section, select Approved.
In the Comments section enter any comments about why the item was approved.
Click OK.
The Policies - All Documents page reopens and the policy Approval Status has changed to Approved and the Version number has changed.
The policy is converted to PDF format and will be displayed for the UCT community to view or download.
If you have more documents to approve, repeat from step 4 until all documents have been approved.
If you have finished approving documents, then:
Either continue working in the Governance Intranet,
Or log out, see: Logging out.