ELECTRONIC RULE FILING:

If you are using a different version of Internet Explorer, or are using Netscape, you may not be able to upload PDF documents. You may also notice minor differences when attempting to perform some functions as described in this document.

Additional information regarding the preparation and filing of rules can be found at these locations:

· Electronic Rule Filing training class materials

· Rule Filers Website at http://www.registerofohio.state.oh.us/filers/

· LSC rule drafting manual.

Familiarity with LSC rule-drafting guidelines is highly recommended before using the Electronic Rule Filing system. Attending the Rule Authoring Software and Electronic Rule Filing classes for Colleges and Universities is also highly recommended.

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DEFINITIONS:

ERF - Electronic Rule Filing. The system and website used to electronically file rules.

LSC - Legislative Services Commission.

PDF - Portable Document Format; a unique type of cross-platform file format developed by Adobe. Adobe Reader is free software that can be installed on any computer and allows anyone receiving a PDF file, regardless of operating system or computer type, to open and read the PDF file. For more information on PDFs: http://desktoppub.about.com/cs/pdf/index.htm

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THE BIG PICTURE:

The Electronic Rule Filing system designates the package type "University / Community College" for the filing of rules being filed by a University or Community College as defined in ORC 119.

Typically, rules filed in the University / Community College package are rules that govern the day-to-day procedures and operations. These rules are only filed with LSC. If it is determined that the rules a University or Community College will be filing are subject to JCARR review, the rules must be filed as a "Typical" package type. Please see the document called "How to Prepare an Original Filing" for more information on filing a "Typical" package.

The LSC manual contains guidelines for appropriate rule drafting. This manual can be accessed through the Help! link on the Electronic Rule Filing website (after logging in).

Rules that are uploaded in a University /Community College filing must be in PDF format. For more information on PDFs, visit this website: http://desktoppub.about.com/cs/pdf/index.htm

Only one Effective Date per package: You can only enter one Effective Date for each group of rules being filed. If the rules you wish to file have different Effective Dates, you will need to create separate package for each date.

For example, if you have 10 rules, 5 of which you wish to file with an Effective Date of 10/10/2003 and 5 of which you wish to file with an Effective Date of 3/3/2004, you would have to create 2 packages - one for each effective date.

No Corrections after Filing: PLEASE NOTE that the ERF system does NOT allow for changes to be made to documents, online questions, or dates after you have filed University/Community College rules. If you discover an error after the filing, you may have to Withdraw the filing and start over with a new package. Therefore, it is very important that you double check all documents, dates, and rule supplemental information (history trail) for accuracy BEFORE you complete the filing.

If you WITHDRAW a University/Community College rule, you can NOT refile the rule. You will have to start over in with a new package.

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RULE SUPPLEMENTAL (History Trail) INFORMATION:

You do not need to type the rule Supplemental Information (history trail) on your PDF document.

As of October 9, 2002, the following information is filled out on the Electronic Rule Filing website and is displayed on separate page when you print/view your rule body PDF:

Effective Date

Electronic Signature Certification

Date

Promulgated Under

Statutory Authority

Rule Amplifies

Prior Effective Dates.

Therefore, you no longer have to type this information in your PDF document before uploading to the ERF system. If you do choose to type this information into your PDF document, be aware that the ERF system will still supply the separate sheet showing the supplemental information as entered on the website, therefore, this information will appear twice when you print/view and subsequently file the rule. The duplicate information itself will not be considered a filing error. However, if the history trail information that was entered in the PDF document does not match the information supplied the system, your filing may be questioned.

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1) Send in an Authorization letter and attend Electronic Rule Filing training.

· Authorization Letter: Each agency filing a rule must have its Director send a signed letter designating which agency staff persons will have access to the electronic rule-filing system and what level of authorization each of those persons requires. An example of such a letter is available at this link: http://www.registerofohio.state.oh.us/filers/pdfs/ERFauth.pdf.

· Training: All filers are strongly encouraged to go through training before using the Electronic Rule Filing system to file rules. For more information, select the training schedule link on this page: http://www.registerofohio.state.oh.us/filers/jsp/ERFUpdatesPage.jsp

Log in to the ERF (Electronic Rule Filing) website.

· Open an internet browser and log on to https://erf.registerofohio.state.oh.us. Use the username and password that were provided to you by your agency's ERF authorized contact.

· Some agencies have a different log in and password for each division. Make sure to use the appropriate log in for the division in which you are filing. If you are not sure which password to use, contact your agency's ERF authorized contact.

· Read the 'What's New..' link on the home page for important updates.

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Create New Package.

· Select "Create New Package."

· Enter a package name. You can enter any package name you wish because this information is for your reference only.

· Select the "Promulgated Under" Statute.

· NOTE: You cannot change the statute once you leave this screen. If you are not sure which statute to choose, do not proceed!

· Select package type 'University/ Community College'

· All amend, rescind and new rules can go in a single package. Do NOT create a new package for each rule! (Note: 119 and 111 rules may NOT be contained within the same package)

Assign Rule Numbers.

· Each rule number must be assigned (added) to package separately.

· Select the 'Assign Rule' button.

· When entering the rule number, leave the 'Div#' field empty if your agency does not have a division number.

· Do NOT put a zero in front of the agency, division or chapter number.

· Select the rule type (new, amendment, rescission) and select OK.

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Complete the online questions.

For each rule in the package, you will open the rule and answer the online questions.

· On the main package content screen, the rule number will appear with status "Final Pending."

· Select the 'open' link next to the rule. The Online Data and Supplemental Questions form (Form 1) will open.

· Fill out all required information and select OK. (You will not be permitted to save the form until all required information has been supplied.) After saving this form, you will be at the rule content screen.

· At this screen, you can upload a Rule Body in PDF format, upload an Appendix in PDF format, or change the answers to one of the questions on the online form by selecting "modify."

(ERF navigation tip: selecting the package name link in the upper right corner will take you back to the main package content screen.)

Upload Rule Body

For each rule in the package, you will open the rule and upload a rule body PDF.

· You should be at the rule content screen. This screen has a green "Appendix" button on the left. If you are not at this screen, select your package name link in the green box in the upper right hand corner and then open a rule.

· Select 'Upload' next to Rule Body and answer the copyright questions.

· Select 'Browse' and navigate to the location (on your computer or diskette) of the PDF rule body.

· Locate the PDF file you want to upload and click on the file name, and select "Open."

· Enter the Tagline for the Rule you are uploading and select OK.

· To view what you have uploaded, click on print/view. Adobe Reader will open a window and you can view the uploaded document.

· Note that the Rule Supplemental information (History trail) appears on its own page. This is by system design. See "RULE SUPPLEMENTAL (History Trail) INFORMATION" above for more information.

· After viewing the document, close the Adobe window by selecting File, Close.

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· MODIFYING AN ONLINE QUESTION:

o If you need to change the answer to one of the online questions, navigate to the main package content screen and select open next to the appropriate rule.

o Select "modify" next to Form 1: Online Data and Supplemental Questions

o Locate the question you wish to change, make changes, and select OK or Save.

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If applicable, upload an Appendix in PDF format

o If you are including an Appendix with the rule filing, you must upload the appendix in PDF format.

o From the main package content screen, select 'open' next to the rule requiring an appendix.

o Select Appendix button on the left. Answer copyright questions, enter the Appendix sequence (enter 1 for A, 2 for B, etc.). If rule is amended, select the Appendix type.

o Browse for the .PDF file you want to upload. Select Open, OK.

o You are required to print/view the uploaded PDF before completing the filing.

If applicable, upload an Additional Communication in PDF format:

o This function is used to provide additional filing information that was previously contained in the cover letter. Only one Additional Communication document is uploaded per package.

o Navigate to the main package content screen.

o Select the Upload Add'l Communications button on the left. Browse to upload the PDF and fill out the information on location and time of the hearing.

o You are required to print/view the uploaded PDF before completing the filing.

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Review contents of package before filing.

· From the main package content screen, select the green Status button on the left. A Status screen will appear showing the list of documents required for this filing.

· Documents required for your filing are indicated with a green checkmark, red X, or blue exclamation point.

Symbols mean the following:
X - item is missing an element(s) that is required for filing
! - document has been uploaded but has not yet been viewed (each document must be viewed prior to filing)
[ - document is ready for filing

· You will not be permitted to file if there is a red X or blue exclamation point anywhere on the status sheet. Therefore, you will need to upload, fill out or view each document or form as indicated.

TO EDIT A DOCUMENT ONCE IT IS IN A PACKAGE:

PDF: You cannot edit a document from the ERF website. If you find an error in the Rule Body or Appendix after you have uploaded them, you will need to go back to the original PDF and open it in the software your agency is using to create your PDF documents. Then, you'll go back to the website, open the package and/or rule, and use the replace function to upload the corrected PDF. Check carefully: if you discover errors *after* the filing, you may have to withdraw the filing.

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File package and print cover letter.

IMPORTANT!!!! When you push the OK button to complete this filing, you assume responsibility for what is being filed. View each document to make sure you are filing the correct version of the document and to make sure that all dates and other supplemental information is correct.

· To file a package, you must be logged in to the ERF website with a username and password with file privileges. If you are currently logged in with only edit privileges, select 'logout' in the upper right corner and log back in with file privileges.

· Select 'View Packages in Progress' and select the package you want to file.

· Select the red file button. If you do NOT see the red file button, check the following:

o Are you logged in to the website with your 'edit' username and password? You must use your file user name and password.

o Are you authorized to file a package? If you do not know, you will need to ask your agency's ERF authorized contact if you have filing privileges (call the help desk for further information).

· After selecting the red file button, a status screen will appear.

· A red X or blue exclamation point on the status screen indicates a required document is missing or has not been viewed and you will not be permitted to file. Select 'cancel' and upload, fill out or view the document required.

· Select OK. A screen listing the rules you are about to file will appear. Read the red warning text carefully.

· You will be asked to enter the PIN number and effective date. If you do not know your rule filing PIN number, contact your Agency director.

· If you enter an effective date that is not more than 10 days from the day you are filing, you will get a warning message that your effective date may be incorrect. You will be permitted to proceed, however, LSC will be alerted that you may have entered an invalid effective date.

· If you are ready to file, press the OK button. When you press OK, you have filed.

· A confirmation screen will appear with the option to Print a Cover Letter.

· Choose Print a Cover Letter link to print a copy of the cover letter. It is recommended, but not required, that you print this cover letter as a confirmation of your electronic filing.

· Adobe Reader will open a window and you can print the cover letter by selecting the printer icon. After printing, close this window by selecting File, Close.

· Select OK to complete the filing process.

· The status of the rules in your package will now say "Original Filed."

· An electronic email confirmation of your filing is immediately sent to LSC (and, if appropriate for this filing, JCARR, Secretary of State, Department of Development Office of Small Business, and the Department of Aging).

· A copy of this confirmation email is also sent to a contact person at your agency (the contact person is designated by your agency's ERF authorized contact).

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View filing in History and print copies or save as PDF for your records.

· After you have completed the filing, you can view and print the documents exactly as they were filed by selecting the History button on the main package content screen.

· A list of rules will appear and each rule will have two options: print/view documents and view online questions.

· Select the print/view documents link beside one of the rules. For each rule, you can print selected documents or you can 'print all.' (Note: 'print all' prints all attachments and package level documents (such as PHN, Additional Communications) that are associated with a rule).

· To Print only selected documents: Select print/view beside the document you wish to print. Adobe Reader will open a window and a PDF will be created of the document selected. The number of pages in the PDF displays at the bottom left (such as '1 of 3'). To print, select File, Print. After printing, close this window by selecting File, Close. Then select print/view beside the next document you wish to print and repeat the steps above. You can also save PDF copy of each document at this time. Select the diskette icon on the Acrobat Screen to save. Browse to the folder where you want to save your PDF and select Save.

· To Print all: Select print/view documents, then select the 'print all' option. Adobe Reader will open a window and a PDF will be created that has all documents for this rule. You can select the "Bookmarks" tab on the right and click the plus sign to display an index of the documents. The number of pages in the PDF displays at the bottom left (such as '1 of 7'). To print the entire PDF, select File, Print. After printing, close this window by selecting File, Close.

· To save a PDF copy for your records: Select print/view beside the document you wish to print or select 'print all.' Select the diskette icon on the Acrobat Screen to save. Browse to the folder where you want to save your PDF and select Save. After saving, close this window by selecting File, Close.

· Repeat above steps to view, print, or save PDF documents for each rule in the package.

· After closing the Acrobat screen, use the package name link in the upper right corner to go back to the main package content screen.

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