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Updating Policies

Attention!

Only designated division or area policy editors can update university policies and policy list blocks.

To request changes to university policies, contact your area Communications Partner. To become a designated policy editor, contact Mauri Smith in IMC.

Swapping policy documents

To update a policy, upload the new PDF version to the existing Cascade asset. Cascade replaces the file rather than creating a new one, so all existing links stay intact. 

Steps

  1. Name the PDF document the same as it is in Cascade
  2. Go to the location (Main Site/institutional-transparency/policy/)
  3. Find the PDF file and click it. The file will open in Cascade.
  4. Click the edit pencil button
  5. Upload the new version in the drop file here box
  6. Click Check Content and Submit
  7. Click publish
  8. If the policy's Last Updated date needs to change, update it in the policy list block. See "Updating the policy list block" below.

Important notes:

  • Use the same file name every time you update a policy.
    Do not include version numbers or dates in the name. PDFs carry their own metadata, including the author and the date the document was created or edited, so use that metadata to check version history instead of the file name. Learn more about PDF metadata on Adobe's help site.
  • Always swap the file rather than uploading a second document.
    Only one version of a policy should exist on the site at a time.
  • Use the Adobe Acrobat accessibility checker to check your PDF before uploading. 

Updating the policy list block

Cascade compiles the searchable policy list from the Policy List Blocks, which contain the metadata and links for university policies.

  1. Navigate to the appropriate policy list block for your policy. Policy Lists can be found alongside the PDF policy documents in Main Site/institutional-transparency/policy/.
  2. Open the policy list block and choose Edit.
  3. Update the policy information or add a new policy
  4. Click Submit
  5. The list updates automatically the next time it publishes, around noon and 7:00 PM daily. For an immediate update, contact IMC to request manual publication of the dataset.

Note: Policy links can only link to documents hosted on shsu.edu. 

Updated 7/20/2026