Guidance Guidance DocumentsDocuments

November 2011November 2011Brought to you by:Brought to you by:

Department of Planning and BudgetDepartment of Planning and Budget

ROAD MAPROAD MAP What is a guidance document?What is a guidance document?

EO Requirement for uploading guidance docsEO Requirement for uploading guidance docs

Where you can find guidance documents on Town HallWhere you can find guidance documents on Town Hall

The ideal guidance document submissionThe ideal guidance document submission

How to upload/edit/delete guidance documentsHow to upload/edit/delete guidance documents

How to prepare your filing for the RegistrarHow to prepare your filing for the Registrar

What is a guidance document?What is a guidance document?

Section 2.2-4001 of the Code of Virginia says Section 2.2-4001 of the Code of Virginia says that: that:

"Guidance document" means any document "Guidance document" means any document developed by a state agency or staff that developed by a state agency or staff that provides information or guidance of general provides information or guidance of general applicability to the staff or public to interpret applicability to the staff or public to interpret or implement statutes or the agency's rules or or implement statutes or the agency's rules or regulations... regulations...

As distinguished from a regulationAs distinguished from a regulation

RegulationRegulation GuidanceGuidance

Promulgated Promulgated Developed by agency/staffDeveloped by agency/staff

Has the force of law; issued in Has the force of law; issued in accordance with authority accordance with authority conferred on rulemaking body conferred on rulemaking body by General Assembly by General Assembly

Provides information or Provides information or guidance to interpret statutes guidance to interpret statutes

or the agency’s rules or or the agency’s rules or regulationsregulations

Affects right or conducts of any Affects right or conducts of any personperson

For agency staff & publicFor agency staff & public

Not a guidance documentNot a guidance document

Meeting agendas or minutes Meeting agendas or minutes Documents that pertain only to the internal Documents that pertain only to the internal

management of agencies management of agencies Court opinions regarding regulationsCourt opinions regarding regulations

Examples of guidance documentsExamples of guidance documents

Policy directivesPolicy directives Agency program initiativesAgency program initiatives Interpretive statements construing the lawInterpretive statements construing the law Technical protocolsTechnical protocols OthersOthers

Executive Order 14 (2010) Executive Order 14 (2010) requirement regarding requirement regarding

guidance documentsguidance documents

Agencies shall make all guidance documents, as Agencies shall make all guidance documents, as defined by Section 2.2-4001 of the defined by Section 2.2-4001 of the Code of VirginiaCode of Virginia, , available to the public on the Town Hall. available to the public on the Town Hall.

Any guidance document currently available in Any guidance document currently available in electronic format shall be posted on the Town Hall. electronic format shall be posted on the Town Hall.

Any changes to a guidance document shall be Any changes to a guidance document shall be reflected on the Town Hall within 10 days of the reflected on the Town Hall within 10 days of the change. change.

Why emphasize this Why emphasize this requirement now?requirement now?

Makes sense given the development of the Town Hall and the time Makes sense given the development of the Town Hall and the time agencies have had to adjust to requirement that guidance documents agencies have had to adjust to requirement that guidance documents be uploaded on the Town Hall.be uploaded on the Town Hall.

Registrar requires a complete list of guidance documents from every Registrar requires a complete list of guidance documents from every agency and has begun to provide links to the guidance docs agency and has begun to provide links to the guidance docs themselves on the Registrar website. These links go to the Town themselves on the Registrar website. These links go to the Town Hall.Hall.

Given Code and EO requirements, it seems logical for Town Hall to Given Code and EO requirements, it seems logical for Town Hall to submit list of guidance docs for agencies. It is more efficient for submit list of guidance docs for agencies. It is more efficient for agencies and Registrar to operate in this manner. agencies and Registrar to operate in this manner.

Overall desire for Town Hall to display complete and accurate Overall desire for Town Hall to display complete and accurate information.information.

How to find guidance docs How to find guidance docs on Town Hallon Town Hall

On tool bar (Note Filter Options)On tool bar (Note Filter Options) Search box (input word in title of guidance Search box (input word in title of guidance

doc)doc) By agencyBy agency By boardBy board By chapterBy chapter

Tool: FilterTool: Filter

Filter OptionsFilter Options

The ideal guidance The ideal guidance document submissiondocument submission

““Ideal” recapIdeal” recap

Title is concise & clearTitle is concise & clear Summary is concise & clearSummary is concise & clear Includes relevant citation(s) to Code of VAIncludes relevant citation(s) to Code of VA Link is to guidance document itselfLink is to guidance document itself Guidance document itself lists date last revisedGuidance document itself lists date last revised Applicability is tailored to precise reg(s) Applicability is tailored to precise reg(s) Recently reviewed/updatedRecently reviewed/updated

How to upload/edit/delete How to upload/edit/delete guidance documentsguidance documents

http://townhall.virginia.gov/um/guidancedocumehttp://townhall.virginia.gov/um/guidancedocuments.cfmnts.cfm

Guidance Doc FilesGuidance Doc Files

Can be Word file (still must be .doc for the Can be Word file (still must be .doc for the time being)time being)

Can be PDF filesCan be PDF files

Annual filing with the Annual filing with the Registrar’s officeRegistrar’s office

Pursuant to the Sections 2.2-4008 and 2.2-4103 Pursuant to the Sections 2.2-4008 and 2.2-4103 of the Code of Virginia, your agency must file of the Code of Virginia, your agency must file annually a list of guidance documents with the annually a list of guidance documents with the Registrar’s office. Registrar’s office.

Town Hall Report: Town Hall Report: Guidance Docs Guidance Docs

Submission of Guidance Document Submission of Guidance Document List to RegistrarList to Registrar

No later than December 31, 2011, all of your No later than December 31, 2011, all of your agency's guidance documents (which are agency's guidance documents (which are available in an electronic format) must be available in an electronic format) must be uploaded on the Town Hall website. uploaded on the Town Hall website.

On or about this date, Town Hall will On or about this date, Town Hall will automatically send a list of your agency’s automatically send a list of your agency’s guidance documents to the Registrar. guidance documents to the Registrar.

An entry for each and every An entry for each and every guidance documentguidance document

Make sure all your guidance documents are loaded on the Make sure all your guidance documents are loaded on the Town Hall. Town Hall. Note: Where an electronic version of the guidance Note: Where an electronic version of the guidance document is not yet available, instead of uploading the document is not yet available, instead of uploading the guidance document on the Town Hall, please upload a Word guidance document on the Town Hall, please upload a Word document that lists the name and contact information for the document that lists the name and contact information for the person at your agency who may be contacted in order to person at your agency who may be contacted in order to obtain a copy.obtain a copy.

Ensure that the most recent version of each guidance Ensure that the most recent version of each guidance document has been uploaded on the Town Hall. document has been uploaded on the Town Hall.

Check your list of guidance documents against your list of Check your list of guidance documents against your list of guidance documents on the guidance documents on the Registrar’s websiteRegistrar’s website to ensure your to ensure your list is complete.list is complete.

Intro Paragraph: Step by stepIntro Paragraph: Step by step

From the agency functions drop down list, choose “My Agency Boards.” From the agency functions drop down list, choose “My Agency Boards.” Click on the "Edit agency" link. Click on the "Edit agency" link. Include the following information (in narrative form) in the text box: Include the following information (in narrative form) in the text box:

Name, address, and telephone number of the staff person(s) to Name, address, and telephone number of the staff person(s) to contact for obtaining copies. contact for obtaining copies.

Name, address, and telephone number of the staff person(s) to Name, address, and telephone number of the staff person(s) to contact for asking interpretive or implementation questions. contact for asking interpretive or implementation questions.

State that (most/all) your guidance documents are available State that (most/all) your guidance documents are available electronically for no charge on the Town Hall. electronically for no charge on the Town Hall.

Location for viewing printed copies of your guidance documents.Location for viewing printed copies of your guidance documents. Costs associated with obtaining printed copies of these documents Costs associated with obtaining printed copies of these documents

from the agency. If there is no charge, so indicate. If the cost varies from the agency. If there is no charge, so indicate. If the cost varies depending on the document, so indicate. Any other information that depending on the document, so indicate. Any other information that you think would be helpful to the public. you think would be helpful to the public.

Click on the "Save" button. You’re done!Click on the "Save" button. You’re done!

Submission to Registrar: Submission to Registrar: Edit AgencyEdit Agency

Type in introductory paragraphType in introductory paragraph

Wish list for Guidance Docs Wish list for Guidance Docs on Town Hallon Town Hall

Allow agencies to more easily notify their interested parties Allow agencies to more easily notify their interested parties registered on the Town Hall that a new guidance doc has been registered on the Town Hall that a new guidance doc has been uploaded or the fact that a guidance doc has been updated. uploaded or the fact that a guidance doc has been updated. (Right now, must use agency mailing list).(Right now, must use agency mailing list).

At the chapter level, have only guidance document appear that At the chapter level, have only guidance document appear that are associated specifically with that chapter. (Currently, all are associated specifically with that chapter. (Currently, all agency guidance docs show up.)agency guidance docs show up.)

Allow agency to see their guidance document submission to Allow agency to see their guidance document submission to the Registrarthe Registrar

Add “My Guidance Docs” under list of Agency functionsAdd “My Guidance Docs” under list of Agency functions

The EndThe End