Frequently Asked Questions

• Where can I access Policy Manager?

  Policy Manager is linked on the Hub and as a shortcut in the UConn Health Applications folder. You may also simply type the URL uconn.ellucid.com into your browser and save it as a bookmark.

  Introductory Training must be completed prior to accessing Policy Manager. Anyone with UConn Health credentials is automatically able to access the system with their login and password, no UAR required.

• What is the difference between a policy, procedure, and a guideline?

  Policies describe what actions, principles, or standards UConn Health adheres to.

  Procedures detail how UConn Health implements these policies. They provide step-by-step instructions outlining the specific methods and tasks necessary to fulfill policy requirements or to operationalize processes.

  Guidelines are recommendations or best practices that inform decision-making and support staff education.

  The Document Classification Guide in Policy Manager provides a detailed outline of policies, procedures, and guidelines and their differences.

• What are the benefits of using a policy management software?

  Having UConn Health policies and standards documents in one searchable online repository eases administrative burden, enhances accessibility, helps to ensure regulatory compliance, and supports the critical functions of the institution.

  Policy Manager:

  • centralizes all standards in one searchable repository;
  • automates policy management with real-time email notifications;
  • provides version control, collaborative editing, digital signatures, and auto-archiving with a robust audit trail;
  • is cloud-based and easily accessible 24/7 from any internet-connected device; and
  • offers tools such as automated notifications when a new or revised document is published and capabilities for manager-assigned attestations to ensure the workforce has read and understands standards documents.

• What is a Policy Sponsor?

  Policy Sponsors are the subject matter experts (SMEs) who may initiate the drafting or review of a policy or standards document. A document can have multiple policy sponsors (multiple SMEs). The Policy Sponsor is the person (or people) notified when a document has initiated a periodic or off-cycle review, as they need to be aware of changes to the document and consult with other SMEs.

  The Policy Sponsor conducts two levels of initial review. The editorial review focuses on technical aspects like formatting, spelling, confirming hyperlinks are still active, etc. The content review focuses on evaluating content to ensure it meets quality standards, accurately reflects what we do and how we do it, and identifies areas for improvement.

• What is a Manual Owner?

  Manual Owners have access to create documents, edit document properties (additional programmed fields), and initiate approval processes within the manual to which they are assigned. Manual Owners have access to reporting tools and are accountable for managing documents assigned to their manual, including ensuring they are up-to-date. A list of all assigned Manual Owners can be found in the Manual Ownership Directory. 

• There are some policies/documents in Policy Manager that no longer apply. Should I decommission these policies?

  Some policies or other documents in Policy Manager may no longer be relevant. Or they may simply be out-of-date and in need of revision. To determine if a document may be retired:

  Contact the Policy Sponsor or the Manual Owner to review whether the document can be consolidated with an existing policy or if it should be retired. The Manual Ownership Directory in Policy Manager lists all assigned Manual Owners. If a document should be retired, the Policy Sponsor will route the document through its assigned workflow to obtain necessary approvals. Once the document’s final approver authorizes its retirement, the Manual Owner or the Policy team may retire the document in Policy Manager.

  Please contact the Policy Team at policy@uchc.edu with any questions.