A	B	C	D	E	F
1	Person	Action	Suggested Dates		Amended Dates
2		CodeName (abbreviation)	Start	End	Start	End
4		Instructions
6		Enter notice publication date under Suggested "Notice Published" Date
7		Enter EQC date under Suggested "EQC Meeting" Date
8		*Worksheet will populate dates under "Suggested Start Dates" *If desired, manually fill in dates in "End" column *Manually fill in desired dates under "Amended Dates" *Find any term on sheet using control + F (find) *"Summary" tab is overview of critical tasks and dates
10		Links to Task Headings
12		Overview of Key Dates
13		Concept Development
14		Start Rulemaking
15		Communications Planning
16		Preplanning for Hearings
17		EQC Facilitated Hearings
18		Initial Rule Work
19		Advisory Committee
20		Fees
21		Public Notice
22		Rule Publication Work
23		Preview Period
24		Notifications
25		Public Comment and Testimony
26		Public Comment Closes
27		EQC Preparation
29		Abbreviations
31	ARC	Agency Rules Coordinator
32	DA	Division Administrator
33	EQCC	EQC Coordinator
34	PL	Program Lead
35	RGL	Rules Group Lead
36	SIPC	SIP Coordinator
37	UMGR	Unit Manager
38	SP	SharePoint
39	Director	DEQ Director
40		Background
42	Temporary or Permanent	T/P
43	Rule proposal complexity	Simple/Average/Complex
44	Advisory Committee	Y/N
45	Fees	Y/N
46	Fees- DAS approval required	Y/N
47	SIP	Y/N
48	EQC involvement before hearing	Y/N
49	EQC faciliated hearing?	Y/N
50		Overview of Key Dates
52	Director	Added to Rulemaking Plan
53	PL	SIP - submit SIP development plan to EPA (6 mos. before notice)	12/16/2014
54	RGL/PL	FEES - submit Part 1 of fee notice form to DAS (30 days before filing notice with SOS)	5/15/2015
55	PL	SIP - submit rule package to EPA (at least 90 days before notice)	3/16/2015
56	PL	Notice Packet due to RGL and UMGR for review	5/3/2015
57	PL	Notice Packet due to DA and Communications for review	5/17/2015
58	RGL	File notice with SOS/open comment period	6/14/2015

59		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	7/1/2015
60	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 17 days after Bulletin Notice published	7/18/2015
61	RGL/PL	close public comment - 3 days after hearing	7/21/2015
62	PL	Staff report due to EQCC (5 weeks before EQC)	9/9/2015
63		EQC Meeting	10/14/2015
64	RGL	file rules
65	Rules become effective	On date filed or later specified date
67	Director's report	Director's Report
68	Information item	Information Item
70		Rulemaking Process
72		Concept Development
74	UMGR	contacts ARC about a potential rulemaking
75	ARC	explains add concept to plan process
76	Unit manager	approves completing Resources and Considerations worksheets
77	ARC	adds to Rules Idea list/workload spreadsheet
78		establishes new Rule_Development folder system
79		adds TEMPLATES to 1. Planning folder and adapts to concept: CONSIDERATIONS, RESOURCES, SCHEDULE
80		Meets with PL to discuss completing workbooks
81	PL	With ARC help, drafts workbooks using what she or he knows now
82	PL and UMGR	Calculate rule priority based on DRIVERS and RISKS tables from Rulemaking SP page
83	UMGR	shares workbooks and prioritization info with DA
84	UMGR	emails DA approval or disapproval to ARC, UMGR, PL
85	Units	conduct internal rule prioritization process
86	ARC	Uses WORKBOOKS, DRIVERS and RISKS info to rank rulemaking on WORKLOAD spreadsheet
87	Rules Group	Meet and prioritize projects; create unitary agency-wide prioritized list
88	Rules group	resources prioritized projects
89	ARC	presents prioritized list to Director (3 times/yr.; Jan., May, Sept.)
90	ARC	adds prioritized, Director-aproved projects to agency rulemaking plan
91	ARC	notifies DA, PL, UMGR of Director's decision
92		posts DEQ Rulemaking Plan on Rules and Regulations web page and Rulemaking SP page
93		send draft notification email to Director for approval, include: - Web page link - DEQ Rulemaking Plan - CONSIDERATIONS and RESOURCES Summary pages
94		after director approval, sends informational email to: - Leadership Team - all managers who make rules - Communications -EQC coordinator to include in monthly Director's Report -Cc… DA, PL, RGL
96		Start Rulemaking
98	ARC:
99		saves email Rule_Development | 1-Planning | APPROVAL.ToMoveForward
100		establishes SharePoint sub-site -simple email to web support (Michele T. - 4.2015)
101		moves SCHEDULE from Rule_Development into SharePoint
102		moves other workbooks from Rule_Development into SharePoint
103	DA, UMGR, PL & RGL	decide whether to expand team
104	UMGR	is responsible for:
105		·       getting new team members' manager approval
106		·       adding rulemaking to work plans as appropriate
107	ARC	gets Qtime number from ISS Fiscal Coordinator (Robert Beall 12.14)
108	RGL	drafts SCHEDULE and SUMMARY
109	PL & RGL	refine & agree on draft schedule
110	PL	schedules/holds team meeting(s) for consensus on:
111		·       RESOURCES workbook, identifies rulemaking and implementation need
112		·       CONSIDERATIONS workbook, reflects scope of work accurately
113		·       CONSIDERATIONS workbook identifies potential risks accurately
114		·       SCHEDULE of tasks and deadlines

115	UMGR	ensures program staff meets agreed upon dates in SCHEDULE
117		Communications Planning
119	PL	schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for:	2/14/2015
120		·       Communications Plan
121		·       Social Media
122		·       Message Map
123		·       Newspaper advertisements (SIP or local rulemaking only)
124		·       Newspaper release
125		·       Program Web page
126		·       Information Meetings before hearing
127	RGL
128		verifies Web content meets team expectations
129		works with WebRep to make adjustments
130	PL/RGL	Publication Table:
131		·       identifies newspaper and publication date
132		·       develops an AD.STANDARD for each hearing if required
133		·       develops AD.LEGAL for each hearing if required
134		·       saves as NOTICE.AD.Hearing1, etc. on Rule_Development folder
135		·       determines when ADs need to be submitted to contractor
136		·       shares contents of HearingAndAdDates TAB with UMGR
137		·       obtains UMGR email approval
139		Preplanning for Hearings (90 days before 1st hearing)	4/19/2015
141	PL and RGL	discuss requirements for hearings
142	PL	identifies hearing locations, dates and times
143		Meeting 1 Location, Time
144		Meeting 2 Location, Time
145	PL	reserves venues/equipment for hearings
147		EQC Facilitated Hearings
149	RGL and PL	discuss requirements for EQC faciliated hearing
150	PL	observe EQC quorum notification requirements (ORS 192.630)
151		identifies EQC facilitated hearing, coordinate with commissioner
152		gathers all planning emails for the Rule Record and saves PDF to Rule_Development:|1-Planning|EMAILS.Planning.pdf
154		Initial Rule Work (4 mos. Before filing notice)	2/17/2015
156		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
157	PL	coordinates with Team to:
158		·       determine need for a crosswalk
159		·       identify rules to amend or repeal
160		·       identify new rules to adopt
161		·       identify land use rules
162		·       identify SIP rules, talk with SIP Coordinator
163	RGL	pulls rules to amend or repeal from SOS-Archives
164		determines availability of any new (adopted) rule or division
165		adds PROPOSED.RULES.Pristine template to Rule_Development
166		copies subject rules from SOS into template
167		saves PROPOSED.RULES.Pristine
168		uploads a copy to SharePoint under Topic: Public Notice
169		protects PROPOSED.RULES.Pristine on Rule_Development
170		obtains, verifies, provides previously unused rule numbers
171		shares information about rules that may be involved in other rulemakings
172		performs 1st plain language, style guide edits on SharePoint

173		offers organizational comments and examples
174	PL	leads rule writing on SharePoint CodeName.RULES to:
175		·       consider regulations, policies, programs and systems that may affect subject rules
176		·       validate/correct all citations, tables, formulas and document references within rule
177		·       validate/correct statutory authorities at bottom of each rule
178		·       validate/correct statutes implemented at bottom of each rule
179		·       validate/correct NOTE(s)
180		·       does not delete or change Hist. or ED.NOTES for any rule
181		·       SIP note is at bottom of all SIP rules and it is accurate
182	All drafters and reviewers	work on SharePoint Codename.RULES
183	PL	before submitting Notice Packet and EQC Packet:
184		·       verifies each rule in Codename.RULES is current with SOS compilation
185		·     verifies no rule adoptions could affect Codename.RULES
187		Advisory Committee
189	SAVE DOCUMENTS ON:	SharePoint Topic: Public Notice
190	DEADLINE:	Notice committee meetings 2 weeks before meeting
191	RGL
192		Advisory Committee work session (120 days before meeting)	12/16/2014
193		adapts Advisory Committee PowerPoint to rulemaking
194		asks team to prepare for work session by reviewing:
195		·       advisory committee guidelines
196		·       Public Involvement Resources
197		·       EQC quorum notification requirements (ORS 192.630)
198		·       examples of the required Advisory Committee Web pages
199		·       optional committee AC.CHARTER
200		·       CONSIDERATIONS workbook in SharePoint Topic: Planning
201		asks PL to prepare the following work session items:
202		·       add potential committee members to draft AC.ROSTER
203		·       list potential meeting dates and venues
204		·       draft AC.MEMBER.INVITATION
205		·       identify all GovDelivery topics that include affected parties
206		·       draft AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery notices
207		·       draft AC.EQC.INVITATION to sign up for GovDelivery notices
208		·       draft AC.WebPage
209		facilitates Advisory Committee work session that follows PowerPoint discussion and decision items
210		discusses need to engage Communications (BrianW, Jennifer F.)
211		decides whether to use optional AC.CHARTER Y/N
212		advises PL on deliverables
213	PL	coordinates with team & UMGR for agreement on:
214		·       AC.WebPage
215		·       AC.CHARTER to include AC.ROSTER, meeting dates, venues
216		·       AC.MEMBER.INVITATION (includes URL and reminder to Sign-up
217		·       GovDelivery topic subscribers to get AC.AFFECTED.PARTIES.IN
218		·       AC.AFFECTED.PARTIES.INVITATION to sign up for GovDelivery
219		·       AC.EQC.INVITATION to sign up for GovDelivery notices
220		·       meeting dates and venues
221
222	UMGR and PL	share Advisory Committee deliverables and decisions with DA
223		team addresses any concerns and validates accuracy of how addressed
224	UMGR	approves deliverables including AC.ROSTER (90 days before meeting)	1/15/2015

225	PL	coordinates with team to:
226		·       talk with potential committee members to determine interest
227		·       finalize AC.ROSTER based on responses
228	RGL	works with WebRep to establish:	3/16/2015
229		Advisory Committee page: http://www.oregon.gov/deq/RulesandRegulations/Pages/Advisory/A
230		Advisory Committee meeting page: http://www.oregon.gov/deq/RulesandRegulations/Pages/Advisory/A
231		Advisory Committee GovDelivery sign up
233	PL	identifies meeting roles
234		coordinates or leads drafting:
235		AC.AGENDA
236		AC.GovDelivery.NOTICE
237		AC.WebRequest.ATTACHMENT
238		obtains team and UMGR input on agenda and GovDelivery notice
239	RGL	submits Web Request 2 weeks before meeting using AC.WebRequest	4/1/2015
240		sends AC.GovDelivery.NOTICE to committee Web page
241	PL	releases unneeded venues
243	UMGR, PL, RGL	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting) to AC members	2/14/2015
244		emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	4/1/2015
245	RGL	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	4/1/2015
246		submits Web Request when Advisory Committee Web page needs updating
247	PL	maintains Advisory Committee record
249		Advisory Committee Presentation
251	PL	drafts optional AC.PRESENTATION
252		involves stakeholder presenters, if any
253	Team	approves presentation materials
254	RGL	submits Web Request to post presentation materials
255	Team practices presentation
256	PL	facilitates, leads or supports:
257		Advisory Committee meeting (min. 60 days before filing notice)	4/15/2015
258		drafting of AC.MINUTES
259	team	debrief meeting
260	PL	gathers all advisory committee emails for the Rule Record - in Rule_Development|3-FeesApproval|EMAILS.Fees.pdf
262		Fees Involved - no action required for TEMPORARY rules
264	PL	leads development of:	4/15/2015
265		Fee Approval Packet, with team and BudgetAnalyst
266		a. FEE.ANALYSIS - SharePoint folder 3
267		b. FEE.SUPPORT.DOCS
268		c. FEE.APPROVAL
269		d. FEE.DETAIL
270		requests RGL's review for sufficiency, tone, plain language, (documents become part of Notice and EQC packets)
271		initiates UMGR Fee Approval Packet review, addresses suggestions	5/1/2015
274	RGL	coordinates:
275		sending EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice)	5/15/2015
276		in Outlook, request delivery and read receipts
277		save receipts to Rule_Development|3-Fee.Approval|PROOF.DAS.R
278		DAS sends response to PL
279		If denied, PL coordinates addressing DAS response
280		If approved, PL scans and files DAS.PART1.pdf, DAS.PART1 used 7.Post EQC)
281	PL	gathers all fee emails for the Rule Record and saves in Rule_Development|3-FeesApproval|EMAILS.Fees.pdf
283		Public Notice - not required for TEMPORARY rules

284		(begin 90 days before filing notice)	3/16/2015
285		SAVE DOCUMENTS ON:SharePoint Topic: Public Notice
286		DO NOT TURN OFF TRACK CHANGES IN CODENAME.RULES
287	PL	leads core team in developing Notice Packet that includes: -Codename.RULES SharePoint Topic: Public Notice -NOTICE SharePoint Topic: Public Notice -Overview -Statement of Need -Rules affected, authorities, supporting documents -Fee Analysis -Statement of fiscal and economic impact -Federal relationship -Land use -Stakeholder and public involvement -SUPPORTING.DOCS - optional SharePoint | 4 Public Notice -INVITATION.TO.COMMENT (after Notice approved) SharePoint | 4 Public Notice
289		RESOURCE INPUT - THIS IS NOT A REVIEW
291	PL	asks RESOURCES for help and input, especially:
292		RGL for process, organization, edits, plain language
293		Affected staff, including regional staff, for subject matter
294		SIP Coordinator for SIP consultation
295		UMGR: for direction and subject consultation, especially to meet program goals for rulemaking, align with section, division and agency goals
296		Communications (BrianW, Jennifer F.): for any updates to communication plan, message map, news release, social media
297		ARC: for legal consultation and discuss need for AAG input
298		Advisory Committee: for fiscal impact
299	PL	continually refines draft Notice Packet and considers RESOURCES input
300		validates approach with staff who provided input
301		asks AAG for input if needed & copies ARC on all AAG emails
302		addresses legal concerns and discusses with UMGR as needed
303		informs UMGR about the approach, issues and potential delays, raises unanticipated rulemaking and implementation risks to appropriate level
304		informs RGL about potential delays and develop contingency, if needed
305		asks contributors, including UMGR for consensus on subject completeness and accuracy
307		Keep Management Informed
309	PL	determines with RGL and UMGR whether DA needs pre-publication review briefing
310	PL	asks DA Assistant to schedule future time on DA Schedule for briefing meeting (if necessary) with PL, UMGR and RGL
311		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package	4/26/2015
312		schedules time on UMGR calendar to review Notice Package	4/26/2015
313		verifies/adjusts previously scheduled briefing & review
314		keeps UMGR informed about progress, risks & delays
315	UMGR	keeps management teams informed about progress
317		Rule Publication Work
319	PL	prepares NOTICE, PROPOSED.RULES & optional SUPPORTING.DOCUMENTS
320		addresses all comments, but does not delete them
321		saves each document as Major version to capture all comments and tracked changes in NOTICE & optional SUPPORTING.DOCUMENTS:
322		accepts and rejects language changes as team agrees
323		ensures Word's track changes is turned on
324		saves documents as Minor versions
325		emails RGL for Rule Publication work when complete
326	RGL	determines whether NOTICE & SUPPORTING DOCUMENTS are ready for Rule Publication
327	IF INCOMPLETE
328		notifies UMGR who works with PL
329		renegotiates schedule with UMGR & PL as needed
330		reminds PL to reschedule managers' briefing if needed
331		suspends Rule Publication work until PL resubmits documents
332	IF COMPLETE
333	PL	asks RGL to apply CHECKLIST review to PROPOSED.RULES
334	RGL	leads review to determine fiscal and economic impact analysis sufficiency
335		determines whether work products meet DEQ publication standards
336	PL	asks Communications, EQC Coordinator, ARC SIP Coordinator for input as needed
337		discusses/resolves any editorial differences
338		addresses input to ensure edits and comments speak with one voice
339		accepts non substantive edits

340		asks UMGR & PL for input/concurrence as needed
341	UMGR, PL & RGL discuss:
342		outstanding work
343		need for AAG review
344		need to renegotiate schedule
345	PL
346		addresses outstanding edits and comments
347		asks AAG for review, if indicated, copies ARC and addresses input
348		asks RGL & UMGR for concurrence on changes if indicated
349		addresses outstanding edits and comments
350		notifies RGL & UMGR when complete and ready for preview
351	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	5/3/2015
352	PL	on UMGR approval, forwards notice package to DA for review
353	DA	completes review and emails approval to PL, UMGR, RGL
355		Preview Period (leadership review) - 5-7 days
357	RGL	drafts EMAIL.PREVIEW (instructions in template)
358	PL, UMGR	Brief DA – only if necessary; controversial, complex, unusually challenging rulemaking
359	RGL	sends EMAIL.PREVIEW to: -Director, DA, Leadership Team, EQCC -Cc… all contributing and affected staff -saves Email.Preview .pdf to Rule_Development - 4- Notice	5/31/2015
360	PL. RGL, UMGR	decide how to address any feedback from preview
361	PL	modifies documents as needed
362	RGL	verifies PROPOSED.RULES are still based on current compilation
363	PL	finalizes public documents with UMGR
364	UMGR	emails PL & RGL approval to move forward with NOTICE, PROPOSED.RULES & any SUPPORTING.DCUMENTS
365	RGL	saves email as Rule_Development | 4-Notice | MGR.APPROVAL.Notice.PDF
366	PL/RGL	drafts INVITATION.TO.COMMENT using information from approved NOTICE
367	RGL	establishes the following using Web Request:
368		External Web page
369		Online public comment form
370		University Student Comment Account - helpdesk request with PL & RGL co-owning account; CodeName = “Alias”
371		compares work products to earlier reviews to determine need for additional edits
372		obtains additional Rule Publication edits on changes if needed
373		verifies/clarifies additional edits with PL & UMGR as warranted
374		notifies UMGR & PL when finished
375		sets Outlook auto reply - instructions in Rulemaking Manual
377		Notifications
379	RGL/PL	draft newspaper ads	5/19/2015
380		send web request to create rulemaking, comment web pages	6/3/2015
381	RGL	drafts EMAIL.NOTICE.TO.KEY.LEGISLATORS - instructions in template
382		sends draft to Leg.Liason
383	Leg. Liason	determines key legislators requiring ORS 183.335(5) notification
384	RGL	adapts email as needed
385	RGL	leads:
386		submitting newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	5/31/2015
387		verifying newspaper advertisements are correct
388		obtaining copies of affidavits of publication from Accounting
389		adding hearings to DEQ Event Calendar
390		creating an auto reply to Outlook account for University students
391		validating Web page, comment form and Outlook account
392		if no advisory committee, submit web request for rulemaking and comment web page	5/31/2015
393	PL	submits Notice to EPA, if required

394	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	6/14/2015
395		emails DAS notification of fees that don't require DAS approval
396		saves all evidence on Rule_Development | 4-Notice using naming convention
397		opens public comment by notifying agency rulemaking list that includes:
398		GovDelivery
399		EQCC
400		advisory committee
401		program-specific lists
402		DEQ communications - publications and social media
403		saves all evidence, lists and affidavits on Rule_Development | 4 Notice
404	RGL	emails Key Legislators with Return Receipt (redirects receipt to PL)
405		copies PL
406		saves receipts under Rule_Development|4-Notice
407	RGL & WebRep	maintain Rukemaking Web page
408	PL	gathers and saves all emails on Rule_Development|4-Notice using naming conventions
410		Public Comment and Testimony
412		Review version history to help maintaining rulemaking record
413		SAVE DOCUMENTS ON: SharePoint Topic: Public Notice
414	RGL	meets with PL and Hearings Officers to discuss hearing procedures
415	PL	verifies venues and equipment, gathers supplies
416		develops INFO.MEETING.TEXT
417		modifies MESSAGE.MAP
418		develops INFO.PRESENTATION
419		practices presentation
420		makes presentation adjustments
421		initiates UMGR review/approval, addresses suggestions
422	UMGR	reviews/approves optional presentation
423	Hearings Officers
424		reviews responsibilities of hearings officer
425		develops introductory and logistics script
426		holds the following hearings (identified under Planning section) with assigned team
427	Hearing 1	Location, Time	7/18/2015
428		save audio as Rule_Development|5-PublicComment|HEARING.1.mp3
429	PL	for comments received by mail or at hearings:
430		stamps DEQ receipt date on address-side of envelope and on first page of letter
431		adds commenter and comment to COMMENTS
432		scans mailed comments and envelopes and saves as ID###.pdf
433		PUBLIC COMMENT CLOSES	7/21/2015
434	RGL	downloads online public comments to Excel, Codename.public.comment; save in Development | Public Comment and Testimony
435		Downloads email comments from student email box to Excel; Codename.student.comment; save in Development | Public Comment and Testimony
436	PL	coordinates with team to:
437		develop category titles to bundle similar comments
438		organize comments into categories
439		draft DEQ responses to each categories of comments
440		leads team work finalizing DEQ responses to public comment
441		DO NOT MAIL TO COMMENTERS UNTIL EQC ASSISTANT FINALIZES STAFF REPORT
442	PL	asks RGL for Rule Publication review
443	RGL	coordinates Rule Publication work:
444		edits for plain English, style guide & tone because this is part of EQC packet
445		contacts PL with questions, clarifications and suggestions

446		notifies PL when complete
447	PL	shares comments/responses to comments with UMGR & DA
448		team modifies responses to get to approval
449	PL
450		gathers emails ABOUT comments, not actual comments, for Rule Record
451		saves them as Rule_Development|5-PublicComment...|EMAIL.Comment.pdf
453		EQC Preparation
455		Review version history to help maintaining rulemaking record
456		SAVE DOCUMENTS ON: SharePoint TopicL EQC Preparation
457	PL
458		finalizes EQC Packet with core team:
459		codename.staff.rpt
460		codename.rules
461		SUPPORTING.DOCUMENTS
462		notifies RGL that EQC packet is ready for Rule Publication
463	RGL	leads initial Rule Publication work that includes:
464		comparing NOTICE to STAFF.REPORT to determine what needs review
465		obtaining/consolidating Communications, EQC Coordinator, SIP Coordinator edits, including style guide, grammar, plain English, organization
466		accepting all style guide and format edits
467		getting ARC review of PROPOSED.RULES- SOS/LC and CHECKLIST review
468		contacts PL with questions or modifications and when work is complete
469	PL
470		addresses rule publication edits and comments
471		prepares EQC packet
472		initiates management review and approval: UMGR and DA	8/26/2015
473		obtains approval from UMGR to submit EQC packet	9/2/2015
474		discusses need for 1|1 commissioners briefings with UMGR/DA/EQCC
475		submits EQC packet to EQCC (5 weeks before EQC)	9/9/2015
476		notifies the following according to division's standard practice:
477		·       staff contributors
478		·       key stakeholders
479		·       advisory committee members
480		·       commenters
481		·       interested parties (optional)
482		leads team development of EQC presentation
483		coordinates presentation practices
484		makes any presentation adjustments
485	Presentation team	ATTENDS EQC MEETING	10/14/2015
486	PL	saves emails about EQC preparations for Rule Record in Rule_Development|6-EQCPreparation|EMAILS.EQC.Prep.pdf
488		Post EQC
489	Review version history to help maintaining rulemaking record
490		Document Preparation
492	RGL	saves following documents to 7.PostEQC folder on Rule_Develpment:
493		gets documents as presented to EQC from EQC Coordinator
494		STAFF.REPORT.pdf
495		STAFF.REPORT.ADDENDUM.pdf (if presented to EQC)
496		downloads documents as presented to EQC from SharePoint:
497		PROPOSED.RULES (showing changes)
498		saves as REDLINE.docx (showing changes in strikethrough and
499		saves as RULES.docx (clean version), accepts all changes, saves again

500		TABLES.340-###-####.docx (1 .docx per rule contains ALL tables)
501		coordinates EPA.SIP.SUBMITAL with SIP Coordinator
503		Filing
505		DEADLINE: No Oregon deadline for filing rules after adoption - check EPA
506	ARC
507		logs onto Secretary of State online filing form
508		uses information in STAFF.REPORT & ADDENDUM to populate form
509		reviews, prepares and uploads:
510		RULES.docx (clean version in Word)
511		TABLES.340-###-####-SOS.pdf (1 .docx per rule contains ALL tables
512		develops, scans and uploads AUTHORIZATION-SOS.pdf into online SOS form
513		completes SOS form, verifies and submits
514	Filed Date
515	Effective Date
516	ARC	saves certificate that SOS sent via email as CERTIFICATE-SOS.pdf
517		notes sequence for Certificate and Administrative Order No.
518		submits Web request to update Web page
519		moves share drive folder system:
520		FROM: \\deqhq1\Rule_Development\Current
521		TO: \\deqhq1\Rule_Development\Filed
523		Legislative Counsel Notification
524	DEADLINE	LC must receive notification within 10 days after CERTIFICATE date
525	DEQ PRACTICE	Put in shuttle on day of SOS filing
526	ARC
527		prepares Legislative Counsel notification - see Rulemaking Manual:
528	prints	CERTIFICATE and saves copy as CERTIFICATE-LC.pdf
529	prints	REDLINE and saves copy as REDLINE-LC.pdf
530		self-addressed envelope, fold underside of flap over a 2nd certificate
531		write "Please date stamp certificate and return." on underside of flap
532		prepares/scans return receipt shuttle envelope, saves as SHUTTLE.RECEIPT-LC.pdf
533		sends via shuttle
534		sends Procurement a scanned image of SHUTTLE.RECEIPT-LC
535		DAS FEE APPROVAL - PART 2
536	DEADLINE	DEQ must send notification or DAS Part 2 within 10 days of EQC action
537	PL
538		gets signatures on Part 2 of signed DAS Fee Approval
539		scans/saves as DAS.PART2.pdf
540		excerpts fee sections from RULES, saves as FEE.RULES-DAS, print
541		excerpts fee sections from STAFF.REPORT, saves as FEE.REPORT-DAS, print
542		emails PART2-DAS.pdf to DAS (requests delivery receipt)
543		get preprinted return receipt shuttle envelope from ARC
544		prepares/scans shuttle envelope, saves as SHUTTLE.RECEIPT-DAS.pdf
545		sends all fee documents to DAS via shuttle
546		sends Procurement a scanned image of SHUTTLE.RECEIPT-DAS
547		Closing Records and Archival
549	RGL
550		verifies Web page is current and accurate
551		coordinates meeting to discuss lessons learned
552		ensures the final version of every document on SharePoint is Major (Published)
553		verifies Outlook student comment account is empty/asks helpdesk to close account

554		leads verification that published rules in Oregon Bulletin are correct
555		If errors, PL works with ARC to correct and selects
556	SIPC	submits SIP to EPA within 60 days AFTER adoption
557		emails optional STAKEHOLDER.NOTIFICATION that links to Web page
558		coordinates AC.THANK.YOU email or letter that links to Web page
559		scans physical records and save to Rule_Development
560		gathers emails about post EQC activities for the Rule Record and saves as: Rule_Development | 7-PostEQC | EMAILS.PostEQC.pdf
561	ARC
562		coordinates moving major versions from SharePoint to Rule_Development
563		coordinates closing SharePoint sub-site
564		archives folders when record is complete by moving:
565		FROM: \\deqhq1\Rule_Development
566		TO: \\deqhq1\Rule_Archives
567		coordinates retiring Q-Time number(s) with BudgetAnalyst

	A	B	C	D	E	F
1	Person	Action	__Suggested Dates_ | Start | End		__Amended Dates__ | Start | End
2		CodeName (abbreviated name)
3		Abbreviations
4	ARC	Agency Rules Coordinator
5	DA	Division Administrator
6	EQCC	EQC Coordinator
7	PL	Program Lead
8	RGL	Rules Group Lead
9	SIPC	SIP Coordinator
10	UMGR	Unit Manager
11	SP	SharePoint
12	Director	DEQ Director
13		Overview of Key Dates
14	PL	SIP - submit SIP development plan to EPA (6 mos. before notice)	12/16/2014
15	PL	SIP - submit rule package to EPA (at least 90 days before notice)	3/16/2015
16	PL	Notice Packet due to RGL and UMGR for review	5/3/2015
17	PL	Notice Packet due to DA and Communications for review	5/17/2015
18	RGL	File notice with SOS/open comment period	6/14/2015
19		Notice Published in Oregon Bulletin (DEQ standard 90 days before EQC)	7/1/2015
20	PL	first public hearing - at least 30 days AFTER comment opens; DEQ standard 16 days after Bulletin Notice published	7/18/2015
21	RGL/PL	close public comment - 3 days after hearing	7/21/2015
22	PL	Staff report due to EQCC	7/21/2015
23		EQC Meeting	10/14/2015
24		Communications Planning
25	PL	schedules/facilitates meeting with team, Communications, Rules Group to discuss/determine need for: -communications plan -message map -newspaper ads -news release -social media -rulemaking/program web page -informational meetings	2/14/2015
26		Preplanning for Hearings (90 days before 1st hearing)	4/19/2015
27		Initial Rule Work (4 mos. Before filing notice)	2/17/2015
28	RGL and PL	discuss requirements for EQC faciliated hearing
29	PL	coordinates with Team to:
30		·       determine need for a crosswalk
31		·       identify rules to amend or repeal
32		·       identify new rules to adopt
33		·       identify land use rules
34		·       identify SIP rules, talk with SIP Coordinator
35		Advisory Committee (4 mos. before filing notice)
36		Advisory Committee work session (120 days before meeting)	12/16/2014
37	UMGR	approves deliverables including AC.ROSTER (97 days before meeting)	1/15/2015
38	UMGR, PL, RGL	emails AC.MEMBER.INVITATION with links and instructions (60) days before meeting)	2/14/2015
39	RGL, PL	send web request to create rulemaking, advisory committee web pages	4/1/2015
40		emails AC.EQC.INVITATION to sign up for Advisory Committee (min. 14 days before meeting)	4/1/2015
41	RGL	sends AC.AFFECTED.PARTIES.INVITATION to GovDelivery topic (min. 14 days before meeting)	4/1/2015
42		Advisory Committee meeting (min. 60 days before filing notice)	4/15/2015
43		Fees Involved - no action required for TEMPORARY rules
44	PL	leads development of:	4/15/2015
45		Fee Approval Packet, with team and BudgetAnalyst
46		a. FEE.ANALYSIS - SharePoint folder 3
47		b. FEE.SUPPORT.DOCS
48		c. FEE.APPROVAL
49		d. FEE.DETAIL
50		initiates UMGR Fee Approval Packet review, addresses suggestions	5/1/2015

51	RGL	coordinates:
52		sending EMAIL.DAS.APPROVAL with Fee Approval Packet attached (30 days before filing notice)	5/15/2015
53		Public Notice - not required for TEMPORARY rules (begin 90 days before filing notice)	3/16/2015
54	PL	begin drafting rules and notice
55		asks DA Assistant to schedule future time on DA Schedule for reviewing notice package
56		schedules time on UMGR calendar to review Notice Package
57		Rule Publication Work
58	PL	forwards notice package to UMGR for review (6 weeks before filing notice)	5/3/2015
59	PL	on UMGR approval, forwards notice package to DA for review
60		Preview Period (leadership review) - 5-7 days
61	RGL	sends EMAIL.PREVIEW to: -Director, DA, Leadership Team, EQCC -Cc… all contributing and affected staff -saves Email.Preview .pdf to Rule_Development - 4- Notice	5/31/2015
62		Notifications
63	RGL/PL	draft newspaper ads	5/19/2015
64		send web request to create rulemaking, comment web pages	5/19/2015
65		submit newspaper notices to contractor (14 days before filing notice- min. 30 days before hearing)	5/31/2015
66	RGL	submits notice to SOS for publication in Oregon Bulletin (not later than 15th of the month for publication the following month)	6/14/2015
67		Public Comment and Testimony
68	Hearing 1	Location, Time	7/18/2015
69		Public Comment Closes	7/21/2015
70		EQC Preparation
71		initiates management review and approval: UMGR and DA	8/26/2015
72		obtains approval from UMGR to submit EQC packet	9/2/2015
73		discusses need for 1|1 commissioners briefings with UMGR/DA/EQCC
74		submits EQC packet to EQCC (5 weeks before EQC)	9/9/2015
75	Presentation team	ATTENDS EQC MEETING	10/14/2015