APIS Modification and Maintenance Procedures

Departments who will be updating any procedures or policies for the University of Hawaii are required (i.e., strongly encouraged) to adhere to the following instructions.

Basic Instructions for Procedure Changes

New (Non-Existing) Procedures

1. A university department that creates a NEW procedure must contact the APIS Maintainer* to receive a Procedure Number This page wil allow you to get a memo number. Request Memo Number
2. The APIS Maintainer will respond with an email message with the Procedure Number to use with the new procedure .
3. Once your policy or procedure has final approval, please submit (see submission instructions below) the file to the APIS Maintainer.
4. The file will then be officially included into APIS.

Revision to Existing Procedure

1. Modifications to EXISTING procedures will be referenced with the current Procedure Number.
Go to the Request Memo Number page to receive a Memorandum Number. provide the existing Procedure Number with your request.
2. Once your policy or procedure has final approval, please submit (see submission instructions below) the file to the APIS Maintainer.
3. The file will then be officially included into APIS.

Details on Submission & Procedure Formatting

The procedure shall be submitted for inclusion into APIS using the following approach:

• The department shall provide the APIS Maintainer with:
  1. An electronic version of the procedure on
     • e-mail the entire procedure to apis@hawaii.edu as an attachment (preferred), or
     • a diskette (will be returned), in either PC or Macintosh format.
  2. Information also required:
     • Administrative Procedure Number to be updated
     • Title of the procedure
     • The revision date
     • A contact person (telephone number and email)
     • where linked references are located in the file (if any)
• The submitted electronic version of the procedure must conform to the following:
  1. The entire section of the procedure must be submitted since the APIS Maintainer will not edit existing files. For example, a revision to Section A9.041 must contain all twelve pages of formatted text; it cannot simply be, "change item 1(c) to read..."
  2. The electronic version should be submitted as an Adobe Acrobat PDF file (preferred), or as a Microsoft Word file. Note: For departments who plan to do a lot of updating of the administrative procedures, educational copies of Adobe Acrobat are available for approximately $100 at the UH Bookstore. Also, note that WordPerfect and other word processing programs should be able to save files as Microsoft Word documents.
  3. The format of the pages must conform to the standards already used in the APIS.
  4. Font should be Courier or CourierNew, font size is 12 point, left page margin is 1 inch, and right page margin is 1/2 inch.
• (Disclaimer) Submitted documentation will be posted AS IS. The APIS Maintainer will not edit any content of the procedure. The APIS Maintainer and Information Technology Services will not be responsible for the content or any errors introduced by the departments.

APIS Maintainer Responsibility

Once the approvals have been done and the APIS Maintainer has received the materials from the department, he will (within 3 working days):

1. Add the procedure to the appropriate section of the online system.
2. Web links or Acrobat links will be added as necessary.
3. To notify others of additions or changes to the procedures, the APIS Maintainer will both e-mail a notice to the APIS-NEWS-L mailing list and also add an entry to the "What's New" file on the APIS Web site.

*The interim APIS Maintainer may be reached at apis@hawaii.edu, Information Technology Services, 956-9798

Copyright ©2002 University of Hawaii
apis@hawaii.edu

Revised 10/24/02