Embedded Files
About Policy Management
The Policy Management Section works with divisions and offices to revise and, when needed, establish new CDOR policies. These internal policies affect all CDOR employees and when doing business in Department facilities, have an indirect effect on the public. We recommend employees review these policies on a periodic basis to ensure appropriate best practices and standards of conduct are observed by everyone. CDOR’s policies are located on the Policies page.
Primary Functions. The primary functions of the Policy Management Section are to:
Manage, maintain, update, and revise the Department’s internal working policies;
Ensure policies are well written, meet established standards, and are thoroughly reviewed;
Work with senior management and stakeholders to establish new Department policies when needed;
When needed, assist divisions and their policy teams to use best practices when drafting divisional policies and standard operating procedures;
Establish and maintain channels of communication that keep leadership and employees informed about new and revised policies; and
Maintain a department-wide schedule to perform regular policy reviews and updates.
Business Owners. Working together, business owners and the Policy Management Section will:
Determine whether a policy circumstance warrants the establishment of a new Department policy or whether the need can be combined into a similar existing policy or standard operating procedure;
Decide on whether the subject matter should be a department-wide or divisional policy;
When appropriate, provide guidance on whether a policy should be split into a policy and Standard Operating Procedure (SOP). Generally, SOPs are associated with a policy and provide guidance on how to implement that policy; and
Determine whether a technical guide or manual is a better fit for a division's objectives rather than a policy. Generally, technical guides (or manuals) are more appropriate when all of the requirements in the document are compiled from state law or state personnel board rule.
Management's Policy Review Process. Once policies are vetted, verified, and finalized with the primary stakeholders, including a legal review, the policy section submits final policy drafts via email to the LC Ops Group and Executive Committee (EC) for review/approval with a brief executive summary.
Finalizing a policy. After a policy goes through the review process with management, the policy review is complete and all input is incorporated. The final step in the process is executed when the policy is submitted to the Deputy Executive Director/Chief Operating Officer for signature. Once the policy is signed, it is posted on the “Policies” page of the intranet and communicated to employees through:
Presentations by the policy section; and
Policy briefs published in the DOR Weekly Briefs and the DOR Monthly Manager Briefs.
Presentations. The policy advisor offers divisions and offices presentations on recently updated policies. Presentations are brief, up to 20-minute discussions on policies and policy projects that are either new or have been recently updated. contact the policy section to request a presentation by emailing ron.kirk@state.co.us.
Policy and Standard Operating Procedure Templates. Contact the policy section for access to templates for policy or standard operating procedure documents. As one option, as a business owner of a policy work-product, you can provide initial information on the policy or SOP to the policy advisor. In turn, we can assist you in completing an initial draft with the framework of information you provide formatted in the appropriate template. This best practice assists both the policy section and business owner as the most efficient way to complete a draft of the policy project and move forward into the policy review process.
Policy and Other
Handy Resources
To become more familiar with the policy process, divisions are encouraged to review CDOR AOD-001 on policy administration and approval. Should a division wish to begin work on a policy or standard operating procedure, contact the policy advisor for information on templates for policies and Standard Operating Procedures. Additional policy-related resources can be accessed through the following links.
Contact Us
Policy News – Recent Updates
FY 2024-25
Policy Changes
Generally, policies are established when a new business need or circumstance triggers the need for a policy. But more often, the following policies, technical guides, and standard operating procedures were updated because of changes in: state law; state personnel board rules; Governor's policies; recent events; administrative procedures; audit recommendations; or contract negotiations with COWINS.
New/Updated Policies
For each new or updated policy, the name of the policy is listed, followed by the type of change and a brief summary of the changes.
Artificial Intelligence – Governor’s policy change; This new policy prohibits all free, public Generative AI (GenAI) systems and tools such as ChatGPT & the use of GenAI systems and tools by CDOR divisions and offices that have not gone through CDOR's standard purchasing process and OIT's intake and risk evaluation .
Colorado Open Records Act (CORA) – Statutory change; This updated policy increases the maximum hourly fee for the research and retrieval of public documents from $33.58 to $41.37 as of July 1, 2024.
Procards – Administrative procedural change; This updated policy allows Procards to be used for certain travel-related expenses.
Personal Relationships - Administrative procedural change; This updated policy requires employees to: Participate in annual LMS training (administered by OHR) on the requirements in this policy; and if any employee has developed a personal relationship that has not been disclosed, the LMS training materials will provide a link to a Google Form to disclose the relationship.
Cell Phones - Administrative procedural change; This updated policy authorizes employees who do not have a cell phone or choose not to use their personal cell phone to access CDOR's VPN or other CDOR required application by filling out and submitting CDOR's Multi-Factor Authentication (MFA) form to obtain a security key to access VPN or other CDOR applications.
Flex Schedules – Contract negotiation & administrative procedural changes; This updated policy clarifies that the qualifying criteria for flex time is tied to the new scale for performance evaluation ratings and adds a 15-day notice provision should the status of an employee's flex schedule be changed.
Incentive Awards - Contract negotiation & administrative procedural changes; This policy was updated to increase direct payment cash awards from $2,500 to $3,000 and administrative leave from 16 to 24 hours.
State Fleet Vehicles – Contract negotiation change; - This policy was updated to add a new paragraph that recognizes an employee’s request to use their personal vehicle for state business in lieu of a state fleet vehicle when specific circumstances arise.
Lottery’s Procurement Evaluation Team - Administrative procedural change; This new policy builds on CDOR’s Contract Management Policy (FS-016) specifically by requiring Department purchases and contracts to comply with the Colorado Constitution, state law, the Procurement Code, and the Procurement Rules governing the processes. The policy establishes best practices for the identification and selection of the unaffiliated member of the Lottery’s Procurement Evaluation Team.
Updated Guides
For each updated guide, the name of the guide is listed, followed by the type of change and a brief summary of the changes.
Rulemaking Guide – Statutory & administrative procedural changes; Rulemaking is the formal process state agencies use to create regulations (rules) that implement and interpret statutes and establish policies and procedures. This new rulemaking guide provides an overview of the rulemaking process for CDOR’s divisions that have the authority to or conduct rulemaking.
Salary & Overtime Compensation Technical Guide - Contract negotiation change; This technical guide was updated by adding a new section on the new office coverage incentive. See the guide for information on the qualifying criteria for this new $75 shift compensation incentive. To request this incentive, an employee shall notify their supervisor by completing the Employee Office Coverage Payment form.
Leave Management Technical Guide - Contract negotiation change ; This technical guide was updated to clarify that employees may request to use their accrued annual leave or compensatory time to attend COWINS-hosted events during work time. In addition, the guide includes a change that affects state-observed holidays. Employees may make a request to their supervisor and appointing authority to seek approval to observe an alternate day off in lieu of any of the state-observed holidays (see Table 3, page 7 of the guide for more information).
Updated Standard Operating Procedures
For each updated SOP, the name of the standard operating procedure is listed, followed by the type of change and a brief summary of the changes.
Abusive Customer Interactions - Contract negotiation change; This new Standard Operating Procedure (SOP) establishes a process for Colorado Department of Revenue (CDOR) workers who interact with difficult customers. Specifically, the SOP outlines the steps to follow when an interaction with a customer demonstrates abusive behavior. It is also designed to provide support for CDOR workers who work in customer service positions when facing such situations.
Human Resources – Procedures for Administrative Investigations - Contract negotiation change; This Standard Operating Procedure (SOP) was updated to clarify that participants in a discrimination investigation may contact CDOR’s HR office if they have questions related to an investigation. The complainant and the respondent shall be informed that the investigation is complete. That notification must be provided within 10 business days for a discrimination investigation.
Mentoring & Passport to Performance (P2P) Programs – Administrative procedural change; Each of these Standard Operating Procedures (SOPs) on the mentoring and P2P programs were updated to align with the new guidelines that were put in place by the Organizational Development & Engagement (ODE) unit in the Office of Human Resources. Both of these programs are performance management training opportunities that offer qualifying employees the benefits of improved communication, career development, goal setting, and potential performance improvement. The SOPs provides at-a-glance information on qualifying criteria, enrollment guidelines and other helpful information & links.
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Benjamin Dennee
Kari Gonzales
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