Update: 11/19
601 Purpose of the System
The purpose of the Division’s intra-agency information distribution system is to provide pertinent, timely information to staff.
602 Elements of the System
DORS distributes information to staff via:
602.01 DORS Intranet
The Division’s intranet, "InDORS," provides staff with information about topics such as personnel issues and procedures, agency news and events, information related to human resource development/staff training, the public information program, employment resources, specialized resources and MIS. It includes posting of Rehabilitation Services Manuals and Issuances. Review of content and editing is primarily the responsibility of the Quality Assurance, Policy & Planning Program Manager in collaboration with the InDORS Manager, who also posts.
602.02 Formal Issuances
Official program information is distributed within the Division in an accessible format via the DORS Intranet. Issuances are developed by staff responsible for the subject area being addressed and in accordance with the type of issuance being developed. Issuances require the approval of the Assistant State Superintendent in Rehabilitation Services. Development and the approval process is managed by the Quality Assurance, Policy & Planning Program Manager. The InDORS Manager is responsible for review and publication.
603 Types of Formal Issuances
The intra-agency information distribution system includes three types of issuances:
DORS Program Directives – Program Directives issue new or revised program policies and procedures, fees and casework forms for inclusion in the following Rehabilitation Services Manuals (RSM).
Minor revisions requiring minimal explanation may be announced on What’s New on InDORS rather than via Program Directive.
DORS Administrative Instructions – Administrative Instructions provide interpretation and clarification of Maryland State Department of Education (MSDE) and DORS policy, procedure and practice; transmit program information; and offer commentary on issues having an impact upon Division programs.
DORS Information Bulletins – Information Bulletins provide general information which is relevant and of interest to Division staff.
604 Procedures for Development of Issuances
DORS Program Directives – Proposed policies and procedures may originate from any source. DORS policies and procedures are developed in accordance with the Policy Development System (see Section 400). Revisions in fees for services and casework forms will be initiated by appropriate staff.
DORS Administrative Instructions – These issuances are developed by the staff responsible for the specific policy, procedure or program area being addressed.
DORS Information Bulletins – These issuances are developed by staff who wish to communicate relevant information.
605 Format of Issuances
The official hard copy of DORS issuances will be printed on Division letterhead and follow a standard format. The text of issuances should be prepared in Word in block form and include, as appropriate:
- Date (will be added after the approval/signature of the Assistant State Superintendent)
- Type of issuance
- Subject
- Reference to RSM section, previous issuance or related source, if appropriate
- Effective date, if applicable
- Signature of Assistant State Superintendent (date signed is indicated on issuances posted to InDORS)
- Action, if appropriate
- Inquiries (name, phone number and email link of individual(s) to whom questions should be directed)
- Attachment(s), if applicable
606 Review, Approval and Indexing of Issuances
Proposed issuances will be submitted electronically in Word via supervisory channels to the Quality Assurance, Policy & Planning Program Manager. Substantive changes will be discussed with the originator.
The issuance will be numbered/indexed (based on the fiscal year) and forwarded to the Assistant State Superintendent for review, approval, signature and date.
The InDORS Manager will:
Assure accessibility, as appropriate.
Post the information to InDORS, as appropriate, maintaining at least five years of previous issuances.
The DORS Executive Associate will date the hard copy and retain and file the original of the issuance for future reference.
607 Distribution/Intended Audience
Issuances are posted on the Division's intranet. The Official Issuances page contains a running list of Current Postings (summaries of the past three to six months of issuances) and links to the current year indexes for each of the three types of issuances (Program Directives, Administrative Instructions and Information Bulletins). The current year index for each type of issuance contains links to the indexes for the previous years.
Staff are responsible for reading issuances and implementing appropriate actions.
