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Development & Issuance of Standard Procedures

DEVELOPMENT & ISSUANCE OF STANDARD PROCEDURES

Standard Procedure: 122-002(SP)
Effective: January 27, 2016
Responsible Office: Assistant Director
Supersedes: 122-002(SP) dated 4/04/2005

PURPOSE:

Sections 5501.03 and 5501.31, ORC, confer upon the Department and Director the power and duty for supervision of all roads comprising the state highway system. Additional duties were assigned to the Department and Director for all other modes of transportation when the Department of Transportation was created. Inherent in these powers and duties is the need to adopt policies and standard procedures related to the conduct of business operations. Policies and standard procedures ensure statewide consistency and uniformity in implementing Departmental programs and are the basis for establishing accountability within the Department.

The role of Central Office is to establish departmental policies and standard procedures and monitor the implementation of such in order to ensure uniform compliance and quality performance by the District and Central Office Divisions. The purpose of this Standard Procedure is to define the process by which a Standard Procedure will be distributed, reviewed and approved by the respective Division Deputy Director.

This Standard Procedure is issued under the direction of Policy No. 16-004(P) dated June 1, 2012 and supersedes Standard Procedure No. 122-002(SP) dated April 4, 2015.

DEFINITIONS:

Accountability: Responsible for outcomes. Subject to being called upon to answer for the use of resources, the quality of results and individual behavior.
 

Authority: Federal and State statutes, regulations or rules, which give the Department the power or duty to perform the subject of a policy.

Best Practices: Processes that maximize outputs (results) within a defined set or level of inputs (resources). Outputs are defined in terms of customer requirements.

Customer: Anyone for whom an organization or individual provides goods or services. Customers can be internal or external to the Department.
 

D1 Distribution: The internal ODOT Mail distribution list which include the Executive Leadership, Chief Legal Counsel, Division Deputy Directors, Central Office Administrators, District Deputy Directors, District Transportation Planning & Engineering Administrators, District Construction Administrators, District Business and Human Resource Administrators, District Highway Management Administrators.
 

Decentralization: Shifting decision making authority and process knowledge to the level of the organization closest to the customer.
 

DOT.D1 Distribution List: Electronic Email List housed on ODOT’s network which includes the staff members as mentioned in D1 Distribution.
 

Senior Leadership Team: A team consisting of individuals filling senior management positions at the division and district deputy director level and above who are accountable for ODOT’s work processes and delivery of ODOT’s services to our customers.
 

Manual: Used to publish and consolidate ODOT procedures, former directives and standard operating procedures which remain applicable, standards/specifications, guidelines or policy statements for a functional area when it is beneficial to organize the information into chapters or sections. A manual may include a combination of policies, procedures, former directives, standard procedures, business rules or guidelines covering a functional area.
 

Policy: A definite course of action to guide and determine present and future actions at ODOT by the Director. There can be no deviation in practice or methodology from an adopted policy.
 

Policy and Standard Procedure Infobase: An electronic system used to monitor the Department's policies and standard procedures. The system is maintained by the Offices of the Assistant Directors. The addition or deletion of documents to the system can be authorized only by the Director or Assistant Directors. Policies and Standard Procedures may be accessed via the intranet at http://portal.dot.state.oh.us/Groups/policies/.
 

Reference: This includes documents, other than authority, relating to the subject matter of a procedure. They can include policy statements, industry standards, Department specifications and other procedures.
 

Responsible Division: The division responsible for the implementation and monitoring of the document.
 

Scheduled Review Date: Date established for mandatory periodic review of a procedural document to determine if it is current as is, needs revisions or if it is obsolete.

Scope: Required section in a policy to identify the principal users of the document.

Executive Leadership: Leadership positions of the department which include the Director and three Assistant Directors and Chief of Staff.
 

Standard Procedure: A particular way of accomplishing ODOT Policy.

PROCEDURE STATEMENT:

  1. FORMATTING

Refer to Appendix 1 for detailed information on required and optional sections and information that must be included in each section. All approved standard procedures are filed electronically in the Department's Policy Infobase. Standard formatting guidelines must be followed when typing new and revised procedural documents to keep them compatible with the Infobase. Microsoft Word, 12 point Times New Roman font, is the established standard for creating these documents. Any appendices, spreadsheets, etc., shall also be in this format. Margins shall be equal to one inch (1") and have a ragged right margin. Paragraph format or step by step instructions are to be in logical sequence. For all paragraphs use the following outline format:

    1. Capital roman numerals define the major sections or topics outlined in the Standard Procedure. If the standard procedure includes as sequential procedure for compliance, step by step instructions must be included in outline format.
    1. Paragraph form may be used if the section will not be subdivided into at least two subsections. A general or descriptive paragraph may be used at the author’s option even if the section is subdivided. Indenting is to be done as shown in this example.
    1. At any level, if there are subdivisions there must be at least two.

Additional levels are as follows.

      1. The next level of subdividing.
      1. Again, if one subdividing, there must be two.
        1. Leave one blank line between each paragraph/subparagraph.
        1. Do not print documents full or right justified.
          1. Only in unusual circumstances should it be necessary to go this "deep" into the outline.
          1. If you reach this level, you probably need to reorganize your draft.
    1. Header information for each page of the procedure begins on the second page at the right hand margin as follows:

Standard Procedure No. 122-456(P) Effective: December 1, 2000

Appendix 1 demonstrates the preferred outline format for the document.
 

DENOTING FONT APPEARANCES

To differentiate to the reader those procedural items which are required by law, statute, ORC or policy, those items will be shown in a different font face to alert the reader of the point of origin by which this policy is defined. Italicized type indicates that the item is required by law; bold type indicates the item is required by State or Federal policy or guidelines, and regular type indicates Department procedure approved by the Director. There should be no deviation from these font appearances.

  1. NUMBERING

Standard Procedures shall be given a 6-digit number followed by an appropriate designation letter in parenthesis: XXX-XXX(SP). The first three numbers shall relate to the Responsible Office Cost Center Number (i.e. 100 - Director, 211 - Accounting, 221 - Personnel, etc.) Appendix 2 lists these Cost Center Numbers. The second set of three numbers shall be the next sequential number for a standard procedure and shall be assigned by the Assistant Directors Office upon adoption. The two sets of numbers shall be separated by a hyphen. The final letter shall be assigned as follows: (SP) Standard Procedure or (SIP) Standard Interim Procedure.

  1. DEVELOPMENT OF STANDARD PROCEDURES
    1. Review Process
      1. To the extent practicable, affected work units and customers, or global organizations which represent a specific customer group, shall be given one opportunity to review and comment on proposed standard procedure.
        1. The review opportunity shall be a minimum of ten work days in duration. The use of electronic mail to distribute draft standard procedure is encouraged.
           
        1. At a minimum, a proposed standard procedure shall be sent to the

Assistant Directors, each Division Deputy Director, and District Deputy Director. At the discretion of the Responsible Office, copies of the proposed standard procedure may be sent to any affected agency outside the Department such as FHWA, the Attorney General’s office, transportation industry associations, local government associations, contractors, consultants, vendors, etc.

 

      1. Each Division and District Deputy Director shall establish a process by which proposed standard procedures are reviewed by appropriate work units and comments are collated for transmittal back to the appropriate Responsible Office.

 

        1. Comments will be received only under the signature of Central Office Division Deputy Directors and District Deputy Director. Any comments received that are not under the signature of a Division Deputy Director or District Deputy Director or above will be returned to the submitter. The use of electronic mail to return comments to the responsible office is encouraged.
        1. If no response is received by the due date, the Responsible Office may assume that no comments are forthcoming from the Deputy Director and the document is acceptable as written.

 

      1. The Responsible Office will consider all comments received. The draft document will be revised as needed and a summary will be prepared of significant comments received. A summary of and the response to each of Divisions or Districts responding with editorial, minor, or no comments may be listed at the end of the summary. This summary and the revised document shall then be distributed to those who received the earlier draft along with any others from whom comments were obtained.
         
      1. If major revisions have been made or controversial issues require further consideration, the Responsible Office may submit the document for additional reviews. “Additional reviews” may be in any forum that adequately provides for discussion of the issue. Examples may include another opportunity for written comments, discussions at Executive Leadership or appropriate administrator meetings at the request of a Deputy Director, or direct dialogue with the author in the Responsible Office. The intent is to have questions answered before final approval. Questions or a paraphrase of the question and response should be noted in the comments section.
    1. Adoption

Once all reviews are completed and differences resolved, the Responsible Office shall submit the proposed standard procedure, along with all summaries of comments, and the completed checklist (see Appendix 3) to the appropriate Division Deputy Director for review. Standard Procedures are issued under the signature of the respective Division Deputy Director.

    1. Distribution

Once the document is approved for implementation and has been signed, the respective Deputy Director will implement distribution as follows:
 

  1. The respective Deputy Director shall notify the Assistant Directors that the Standard Procedures has been approved and is ready for distribution. The respective Division Deputy Director will forward the signed, original document, the checklist (Appendix 3) and email the Microsoft Word file (that includes the Deputy Director’s electronic signature) to the Assistant Directors Office for incorporation into the Infobase and placement on the intranet.
     
  2. The Assistant Directors shall retain the original document.

An email notification by the Assistant Directors will be sent via DOT.D1 Distribution List notifying each person that a new or revised standard procedure has been issued. Persons on the D-1 Distribution List are responsible to ensure that members of their staff are aware of the policy and that copies are available via the policy Infobase on the intranet.

  1. The Responsible Office must retain all related working papers according to the record retention schedule of the Responsible Office.
  1. INTERIM STANDARD PROCEDURES

Interim standard procedures place a standard procedure into effect immediately when there is not sufficient time for the normal review and adoption process. It may introduce a new procedure, establish a pilot program, or address an emergency situation. It is effective for no more than six months unless extensions are granted by the Assistant Director.

    1. Formatting

An interim document has the identical format as described in Appendix 1 except that an expiration date of six months from the effective date is entered two spaces below the Effective Date in the upper right corner of the first page. The heading "INTERIM STANDARD PROCEDURE" is centered on the front page in all caps, two spaces above the title.

    1. Numbering
      1. The same numbering system used for standard procedures will be followed for an interim document. The letter in the trailing parenthesis shall be “SIP”.
      1. If an interim document modifies and replaces an existing procedure it will be given the same number and the letter in the trailing parenthesis shall be “SIP”.
    1. Review and Approval of Interim Standard Procedures
      1. Coordination for approval of an interim standard procedure is handled by the appropriate Division Deputy Director. Based on the Purpose and Scope identified in the document, the Division Deputy Director determines which offices or administrators or districts should review the document.
      1. Any comments provided by reviewers are returned to the Responsible Office for consideration. The Responsible Office returns the package to all reviewers advising action taken with the comments and a copy of the new draft if revised.
      1. When the review process has addressed all concerns of the reviewers and the interim document is ready for approval, the document is submitted to the Division Deputy Director for signature.
      1. Interim standard procedures distribution is the same as that for standard procedures. (See Section IV, C. Distribution)
      1. The original, signed document is forwarded to the Assistant Directors and the Microsoft Word file (that includes the Deputy Director’s electronic signature) is emailed to the Assistant Director’s Office for inclusion in the Policy Infobase.
    1. Converting an Interim Standard Procedure to a Permanent Standard Procedure
      1. If an interim standard procedure is to be adopted as a permanent standard procedure, within two months of the expiration date the Responsible Office must initiate the process established in Section IV of Development of Standard Procedures.
      1. If the interim standard procedure is not adopted as a permanent standard procedure by the expiration date and no request for extension has been requested and approved, the interim standard procedure automatically expires.
    1. Request for Extension
      1. Interim standard procedures may be extended in six month increments with the approval of the Assistant Director. Once approval is granted, the responsible Central Office Deputy Director will send an inter-office communication to all persons on the D-1 Distribution List. The date will be changed on the Policy Infobase by the Office of the Assistant Director.
      1. If request for extension is denied at any supervisory level above the Responsible Division, the Responsible Division is notified and the procedure is rescinded and removed from the Infobase.
  1. DIVISION AND DISTRICT PROCEDURES
     
    1. Division and District Procedure Limitations
      1. DIVISION AND DISTRICT PROCEDURES CANNOT VARY FROM FORMALLY ADOPTED STANDARD PROCEDURES.
      1. Division procedures are internal office instructions that impact the operations of only one Office, Central Office or one Deputy Director. A division procedure cannot give instructions to a district or other division and district procedures are specific to only that district.
      1. District and division procedures may be signed at the level deemed appropriate by the Deputy Director.
         
      1. District and division standard procedures are not maintained in the Policies Infobase, but some form of electronic access is recommended. The Department’s Wide Area Network may be a useful source for making these documents available electronically. This will allow others to review and adopt best practices.
         
    1. Division and District Procedures Development
       
      1. The process for developing these documents must involve all parties affected, with consultation with related central office work units if appropriate, to establish the most logical, workable process and ensure continuous improvement.
      1. Administrators must periodically review procedures for continued need and updating.
      1. Each Deputy Director must adopt an established process for managing and controlling these documents within their district or division.
         
  1. PERIODIC REVIEWS

 

    1. Standard Procedures are scheduled for periodic review every second anniversary of the effective date, revision date or most recent review date.
    1. Responsible Office Review
       
      1. The Responsible Office reviews the document for continued need or updating, taking into consideration any comments received as a result of user input, any quality assurance reviews or audits that may have identified need for change, and the validity of the authorities cited. The Responsible Office must address any comments relative to a standard procedure under review.
      1. If changes are needed, the appropriate Division Deputy Director shall determine what review, if any, is needed based on the extent of the change(s).
    1. Adoption and distribution will be the same as outlined in Section IV.

 

  1. REVISING AND RESCINDING STANDARD PROCEDURES
     
    1. The Responsible Division Deputy Director determines the type of revision and the method of review.
    1. Types of revision
       
      1. Substantive: Changes the way in which a program or function is required to be operated. This type of revision may require additional duties of a unit, such as decentralization of an existing program; or implementation of new requirements for an existing program.
      1. Mandatory: Changes made because of requirements imposed by a specific authority where there is no latitude in the method of implementation. These changes are required because of a new or changed statute, rule, federal regulation or court ruling.
      1. Minor: Changes that do not substantively alter the process.
      1. Editorial: Corrections of grammar, spelling, or updating information such as the address or telephone number of an office or the name of a cited document, or modifications necessary for clarification. Editorial changes may be made only when necessary for clarification of a standard procedure or for extending an interim standard procedure without change; and only with authorization from the appropriate Assistant Director.
         
    1. A document revision is subject to the same requirements as other documents for numbering, distribution, filing and updating. A revised document will carry the same number as the original document. However, it will be noted at the top of the standard procedure that the revised standard procedures supersedes the previous standard procedure by noting the different dates (i.e Standard Procedure. 112001(SP) Effective: December 1, 2000, Supersedes Standard Procedure No. 112001(SP) Dated: December 1, 1999).
    1. Documentation of changes made must be submitted with request for review or processing of a revision. This may be done by one of the following methods.
      1. Strike-through/underline/redline version. Those words proposed for deletion will be struck through and proposed new language will be shaded. The stricken is to be shown first, followed by the new language.
      1. When the revised document is drastically different from the old that a one-to-one correlation between old and new language is impossible to show, the responsible office may make notation that the document was rewritten with substantive revision. Adding a comment as to why substantive rewrite was necessary may be helpful to the reviewers.
         
    1. Substantive or Mandated Changes

It shall be left to the appropriate Division Deputy Director to determine the level of review undertaken for substantive or mandated changes. This review effort will be determined by the flexibility afforded the Department in implementing the changes.

    1. Minor or Editorial Revisions
       
      1. A formal review for these changes is not required. The Division Deputy Director may decide to perform a review or the appropriate Division Deputy Director or Administrator may decide that a limited review may be necessary.
      1. After reviews are completed and the revised procedure is ready for signature, the Responsible Office must submit request for revision to the appropriate Division Deputy Director.
      1. Attach to the request, the document ready for Division Deputy Director’s signature, a summary of comments from any reviews, and documentation of changes made.
      1. Adoption and distribution are the same as outlined in Sections IV.
         
    1. Rescinding a Document
      1. The Responsible Office shall request the rescission approval from the appropriate Division Deputy Director. Any rescission request must be accompanied with appropriate justification.
      1. Once approval for recension is received, the Responsible Division Deputy Director will notify users that the document is obsolete and send a formal request to the appropriate Assistant Director with a request that the standard procedure be removed from the Policy Infobase. The standard procedure will be removed from the Infobase by the Assistant Director’s Office.

TRAINING

There is no training mandated for the implementation of this standard procedure or the statutes identified as the authority for this function. Questions concerning this process may be referred to the Assistant Director’s Office.

FISCAL ANALYSIS

Implementation of this standard procedure will have no fiscal impact upon the Department.

FORMAT FOR A STANDARD PROCEDURE

Approved:                                                                               Policy No. 122-456(SP)

Effective: (Date adopted) Responsible Division:

Respective Division Deputy Director

TITLE

(Centered and Upper Case Bold)

PROCEDURAL STATEMENT:
This paragraph is required and must come first. Describe the intent of the policy. It briefly states the department’s position on
the subject of the policy statement.

AUTHORITY:

Required. Identify statutes or regulations governing the process. Remember to differentiate to the reader those polity items which are required by law, statute, ORC or policy, those items will be shown in a different appearance to alert the reader of the point of origin. Italicized type indicates that the item is required by law. Bold type indicates the item is required by State, Federal policy or guidelines. Regular type indicates Department Policy by the Director.

REFERENCES:

This section is optional. Identify other documents relevant to or referenced in the procedure. If handbooks or other supplemental documents are available for use with the policy, identify them in this section. All material adopted by reference shall be thoroughly identified by title, author or other originator, and briefly described. The statement of use of the material will suffice for the description, e.g., "in establishing No-Parking Zones."

SCOPE:

This section is required. Identify principal users of the document.

BACKGROUND AND PURPOSE:

This section is optional. Information that may be helpful to the reader should be included. This is the appropriate section to identify any obsolete or superseded documents.

DEFINITIONS:

This section is optional. Defines words, terms or acronyms pertinent to the standard procedure.

TRAINING:

This section is required. Identify any mandatory training required. If none, indicate "none required."

FISCAL ANALYSIS:

This section is required. It will be the responsibility of the Responsible Division to conduct a fiscal analysis of the impact of the policy/standard procedure. This may be done in consultation with all appropriate offices or divisions (e.g., Production, Planning, Finance). The basis of the analysis will be left to the Responsible Division.

 

 

COST CENTERS as of 12/30/2015

Cost Center

DIV

 

 

(NEW RCAT)

 

DIRECTOR

 

100

16

ASSISTANT DIRECTOR

 

 

 

CHIEF OF STAFF

 

140

14

 

OFFICE OF COMMUNICATIONS

142

14

 

LEGISLATIVE SERVICES

144

14

 

 

 

 

CHIEF LEGAL COUNSEL

 

150

15

 

 

 

 

FINANCE & FORECASTING

 

210

18

 

ACCOUNTING

211

18

 

EXTERNAL AUDITS

214

18

 

 

BUDGET AND FORECASTING

 

213

 

18

 

 

FEDERAL & CAPITAL ACCOUNTING

 

210

 

18

 

 

 

 

QUALITY & HUMAN RESOURCES

 

220

17

 

PERSONNEL

221

17

 

LABOR

222

17

 

SAFETY

152

17

 

ORGANIZATIONAL DEVEL & LEAN

226

17

 

 

 

 

FACILITIES & EQUIP MGT

 

230

19

 

FACILITIES

231

19

 

EQUIPMENT MANAGEMENT

231

19

INFORMATION TECHNOLOGY

 

240

28

 

SOFTWARE PRODUCTION

241

28

 

INFRASTRUCTURE MANAGEMENT

242

28

 

 

MANAGED SERVICES

 

243

 

28

 

 

PROJECT MANAGEMENT

 

243

 

28

DIVISION OF PLANNING

 

320

20

 

TECHNICAL SERVICES

321

20

 

TRANSIT

311

20

 

STATEWIDE PLANNING AND RESEARCH

328

20

 

 

 

 

ENVIRONMENTAL SERVICES

 

417

 

20

 

 

LOCAL PROGRAMS

 

318

 

20

 

 

PROGRAM MANAGEMENT

 

326

 

20

 

 

 

 

ENGINEERING

 

 

 

 

CONSULTANT SERVICES

410

21

 

REAL ESTATE

412

21

 

GEOTECHNICAL ENGINEERING

509

20

 

PAVEMENT ENGINEERING

520

21

 

CADD and MAPPING

413

21

 

HYDRAULIC ENGINEERING

522

21

 

ROADWAY ENGINEERING

123

21

 

STRUCTURAL ENGINEERING

518

21

 

 

 

 

CONSTRUCTION MANAGEMENT

 

510

27

 

CONSTRUCTION ADMINISTRATION

519

27

 

MATERIALS MANAGEMENT

515

27

 

CONTRACTS

411

26

 

ESTIMATING

416

26

 

ALTERNATIVE PROJECT DELIVERY

510

27

 

 

 

 

 

 

 

 

OPERATIONS

 

501

22

 

MAINTENANCE ADMINISTRATION

512

22

 

 

AVIATION

 

317

 

22

 

TRAFFIC

516

22

 

 

UAS CENTER

 

351

 

35

 

 

 

 

INNOVATIVE DELIVERY

 

430

34

 

 

 

 

OPPORTUNITY DIVERSITY

INCLUSION

 

 

319

 

36

 

EQUAL OPPORTUNITY

327

36

 

DBE

419

36

 

OUTREACH

427

36

 

ODOT Policy and Standard Procedure Check List

(Note this checklist is front and back) Please print this sheet back to back and on colored paper when submitting.


Policy No.                          

Procedure No.                                                                                     Name of Division Contact about this Policy and Procedure

 

  1. Policy and Procedure Format

( )            12 Point Times Roman Font
( )            The front page header and title of the Policy are as follows

 

Approved:                                                                                    Policy Number No. :XX-XXX(P)

Effective:

Responsible Division:

Supersedes Policy or Standard Procedure: If applicable

                                                                     Dated:        If  Applicable
xxxxxxxxxxxxxxxxxxx Gordon Proctor

Director

( )            The front page header and title of the Standard Procedure are as follows

 

Approved:                                                                                   Standard Procedure No. :XXX-XXX(SP)Effective:

Responsible Division:

Supersedes Policy or Standard Procedure: If applicable

If  Applicable

                                                                     Dated:                      
 xxxxxxxxxxxxxxxxxxxx Deputy Director

 

TITLE

(CENTERED UPPER CASE BOLD)
 

( )            Margins equal to 1" with a ragged right margin
( )            Capital Roman Numerals in the Major Sections

( )            Paragraph form may be used if the Section will not be subdivided into at least policy subsections
( )            Additional levels of sub-dividing as follows:

 

    1. Text
    2. Text
      1. Text
      2. Text
        1. Text
        2. Text
          1. Text
          2. Text

( )            Header Information On all subsequent pages (i.e 2 through 10) and appears in the left hand margin
( )            For Policy as listed below


                Policy Number: Effective
                Date

                Page 2 of 10

( )            For Standard Procedures as listed below
                Standard Procedure No. 
Effective
                Date:

                Page 2 of 10

  1. Denoting Font Appearance
    ( )            All items required by law are in italicized type font
    ( )            All items required by State or Federal Policy or guideline are in bold type.
  2. Numbering

( )            Policies are given 5 digit numbers. The first 2 numbers related to the Division Number (i.e. 16 - Director’s Office - 27 - Construction Management). The second set of numbers shall be 3 digits and shall be the next sequential number available in that Division.
 

( )            Procedures are given a 6 Digit Number.  The first 3 numbers relate to the Cost Center Number (i.e. 122 - Assistant Director’s Office , 211 - Accounting, 512 - Maintenance, etc). The second set of numbers shall be 3 digits and shall be the next sequential number available in that Cost Center. 122-001(SP); Accounting, 210-001(SP), 512-001(SP) - Maintenance. (All numbers are giving by the Assistant Director’s Office).

  1. Review Process

                ( )            The draft policy and procedure was sent out via electronic distribution and comment period of 10 days to the Central Office
                                Division Deputy Directors and District Deputy Directors. A copy distribution should be made to the Assistant Directors and                                            anyone else you deem appropriate. (Note it is the responsible DD or DDD to forward the standard procedure to the appropriate                                        personnel for comment).

( )

The draft policy and procedure was sent to external affected agencies such as FHWA, Local Governments, OCA? If so, please list the organizations.

( )

Comments were received under the signature of the District Deputy Directors and Central Office Deputy Directors.

( )

Comments were reviewed and incorporated into the Policy and Standard Procedure. Comments and responses were summarized by Division/District and prepared on a separate sheet of paper in a neat and organized fashion. Each comment was addressed.

( )

The Draft Policy and Standard Procedure with the summary of responses and answers were redistributed via electronic mail to those people who received the initial draft.

( )

It is determined that there is consensus with the content of the Policy and Standard Procedure and there are no controversial issues remaining which required further consideration or additional reviews or meetings.

  1. Adoption of Policy and Standard Procedure

( )

If a Policy: It is in the appropriate format and was proofread. The Division will forward the

original and the Microsoft Word file to the Assistant Director’s Office to obtain the Director’s signature.

( )

If a Standard Procedure: It is in the appropriate format, proofread and forwarded to the Division

Deputy Director for review and signature.

( )

The Division Deputy will sign the Standard Procedure and will forward the original and the

Microsoft Word file to the Assistant Director’s Office. The computer file should have the signature of the Deputy Director inserted on the signature line.

( )

The Assistant Director’s Office sent an e-mail via DOT.1 notifying ODOT of the new/revised Policy or Standard Procedure. An electronic version of the Policy or Standard Procedure is posted

to the policy infobase located on the ODOT intranet.