New PPL platform

It was acknowledged that moving to a new platform impacted websites, document templates, forms, internal systems as well as existing PPL documents. For some this change was minor, for others a larger impact. The following information will assist you in identifying the change impacts and help you make those changes. 

Referring to policies, procedures and guidelines

Key changes included:

• The 'old' numbering and naming format was replaced by the 'simple' name. For example, PPL 5.60.01 Leave Entitlements - Policy became Leave Entitlements Policy.

• Documents are listed alphabetically in an A-Z list, with the ability to filter by document type, category (e.g. Teaching and Learning, Human Resources) and/or key words.  

• The section numbering format (e.g., section 3, 3.2, 3.2.1, etc.) was removed. Section headings are used with continuous paragraph numbering in clauses, with bullets in letter and roman numeral format as subclauses.

• The 'old' PPL URLs have changed to a new URL (redirects are in place, see next section).  Policies and corresponding procedures and guidelines will be linked in the text of each document, instead of across tabs. This will also mean each document has a unique URL which remains the same even when a document is renamed.

• Images and diagrams are linked, rather than embedded within the document. 

• All historical versions created on the site after go-live (3 April 2024) are available to view/download.

It’s important to note that no substantive updates were made to any documents in the PPL. All updates to cross references within policies and procedures were completed as part of the migration, however it is advisable that this practice is reduced or stopped where possible (see below).

Attachments to policies, procedures and guidelines

Some 'old' PPL documents attached forms or other material like schedules or tables (uploaded to the Forms tab) may have had references to content in the PPL. Due to the large volume and currency of attachments in the PPL, these documents were migrated across to the new platform unchanged.

Policy owners are encouraged to check the forms and other attachments on your policies, procedures and guidelines. For any issues identified (for example, if a form was uploaded into the PPL instead of linking to where it is hosted on your website or if a reference to the PPL requires updating), contact the Governance team on governance@uq.edu.au. 

URL redirections in place

Any hyperlinks to the old PPL are redirected to the new PPL platform for approximately 12 months after go live (until March 2025). The incorrect hyperlinks will be reviewed periodically and owners will be reminded to update them until all are correct.

Cross-referencing

Because clauses are numbered sequentially, a clause inserted earlier into a PPL document (policy, procedure or guideline) will change the numbering of all subsequent clauses.

We recommend, wherever possible, removing specific clause cross-referencing within PPL documents and instead referring to a section or heading, rather than using clause numbers. This will help future-proof the PPL document for updates where clause numbering shifts, meaning that document, and any other document referencing it, will need a review of cross referencing. 

For website links to the PPL documents on the superceded platform, a URL redirect will be in place for approximately 12 months (until March 2025). All high traffic policies will go directly to the new version, others will point to the search (or home) page.  

The project team recognised that some changes are low priority and had little impact on users (e.g. removing the PPL number at the beginning of the title) therefore these changes were not deemed critical to occur and can continue to be completed gradually. 

Unless you have already completed this activity, review all PPL references to ensure any changes to name, hyperlink and document references (i.e. new clause numbers) are identified and updated. This will include, but may not be limited to:  

• all intranet and internet sites; 

• support documents and templates; 

• forms (online and in hard copy); 

• UQ systems (UniTask, SI-net, Workday, UQProcure etc); 

• communications (e.g. newsletters, updates).