Case Study – Rocky Vista University Employee Handbook

Rocky Vista University (RVU) has recently adopted a new, digital approach to managing its employee handbook using Clean Catalog software. Transitioning from a static PDF document, RVU’s move to a dynamic, web-based handbook reflects the institution’s commitment to creating a more accessible and streamlined resource for its employees. Discover how Clean Catalog facilitated this transition, tailoring solutions to RVU's specific needs.

The Challenges

Before implementing Clean Catalog software, RVU managed its employee handbook as a PDF document. While functional, the PDF format presented significant limitations. Updating the handbook was cumbersome and time-consuming, and the static nature of the PDF made it challenging for employees to navigate and find relevant information efficiently. With all policies and procedures consolidated in a single document, users often struggled to differentiate between various sections. The lack of robust search functionality turned the handbook into a lengthy document that employees found daunting to scroll through. These obstacles limited the effectiveness of the handbook and created unnecessary burdens for staff managing its content. RVU needed a solution that would streamline content management and enhance usability for employees.

The Process

When RVU sought a new system for its employee handbook, the primary goal was to create a user-friendly interface for editors while meeting the university’s diverse needs. The objective was to allow editors to manage and update information from a centralized location while maintaining clarity among various policies and procedures.

Once RVU decided on Clean Catalog software for this revamp, we jumped right in. Their team shared the existing PDF handbook with us, and we migrated it to the new system. Build-outs and content migration were provided at no extra charge, allowing RVU staff to focus on the creative and customizable aspects of the handbook. We collaborated closely with their team to design a layout that intuitively separated content by category. Through a continuous feedback loop, we refined the site design and functionality until it perfectly aligned with RVU's needs.

Kristin Shute, a Human Resources Manager at RVU involved in the handbook transition, noted the success of this approach: "The Clean Catalog team was incredibly helpful in making the changes we needed. Most of it involved layout adjustments to ensure our handbook maintained a consistent look and functionality."

Our Solutions

RVU's employee handbook encompasses a variety of policies and procedures relevant to staff across the university. A significant challenge was organizing this extensive content in a clear and navigable manner. Previously, the handbook structure involved separate PDF documents for university policies and individual departmental procedures. Clean Catalog provided a solution that preserved this organization while offering a more flexible and interactive format. Employees can click into specific sections to view policies and general information, with expandable content that allows for deeper exploration while keeping the interface tidy.

Maintaining policy separation between departments was important, but RVU also required a single admin backend to simplify management. This setup allows instructors and administrators to edit all relevant policies, even if they span multiple departments. Customizable user workflows enable HR and department heads to monitor updates and approve changes from one centralized location, significantly streamlining the process of managing handbook content.

Kristin Shute emphasized the functionality of the new handbook: "It's user-friendly and well-organized. We love being able to expand sections with a simple click. Transitioning our handbook to a web-based format is a major improvement for us."

Looking Ahead

The transition to Clean Catalog was supported by exceptional customer service from the Clean Catalog team. From layout adjustments to ensuring consistent functionality across various policies, real-time support was vital in achieving a smooth implementation. Rocky Vista University's adoption of Clean Catalog marks a significant advancement in managing their employee handbook. By moving from a static PDF format to a dynamic web-based solution, RVU has enhanced usability and functionality, fulfilling its goal of providing a user-friendly and organized interface. The ability to maintain detailed, department-specific information while offering on-demand PDF generation has proven to be a valuable upgrade. This new digital handbook has not only improved accessibility for RVU's staff but also streamlined the editorial process, making updates and maintenance significantly more efficient. The Clean Catalog team is excited to continue partnering with RVU, supporting their mission to enhance accessibility across all digital resources.