OARD Frequently Asked Questions

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​Yes. We have tutorials on YouTube​. The videos are numbered, but do not have to be watched in order. 

Trainings are available for Rules Coordinators through iLearn: https://ilearn.oregon.gov/Default.aspx​​

You can also read the rules on how to file Administrative Rules in OAR 166-500.
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  1. ​Create an OIM login​
  2. Submit your name and login information using the Rules Coordinator and Delegation of Authority form​
  3. Wait for approval. (Usually 3 business days or less)
  1. ​​Create an OIM login​
  2. Contact the Rules Coordinator​ for the chapter you need to access. They will assign and maintain your chapter and division access.
​After you log in, you'll be prompted to select which chapter you'd like to work in. Once in a chapter, if you'd like to switch, select "Change Chapters" from the drop-down list on your dashboard.
At least 1 and up to 3. You may use these as back-up or alternates, or assigned to specific program areas.

​As many as you would like to maintain. Rules Writers may be content experts, economists, rule drafters, or program specialists. Be aware the Publications Unit does not maintain access for Rules Writers. This is the responsibility of the Rules Coordinators.
Once yo​u have submitted, and there are no corrections necessary, the rules listed on your filing may be online as early as the same day (if this is also the effective date). Filings are only posted on the effective date.
​The first calendar day of the month. Filings correctly submitted in a calendar month will be in the following month Bulletin.
If there are corrections needed to the filing, it may not be included in the Bulletin.​​

For more information on filing requirements and deadlines, see OAR 166-500
Not ​necessarily. If you have outstanding corrections that have not been resolved it will not be included in the Bulletin.
This has less affect on Permanent and Temporary filings, which retain their effective date and will be viewable online once corrected. This may have more impact on a Notice. If it is not corrected in time to be included in the upcoming Bulletin you may have to re-schedule a hearing or alter the last day for public comment.
We recommend filing notice at least 3 days before the end of the month to avoid this.

​​For more information on filing requirements and deadlines, see OAR 166-500​​​
​You have 48 hours to make the requested correction and submit it to the Publications Unit through OARD. If not returned within 48 hours, the filing may be voided.
No. We ​no longer send receipt copies through email. Instead, after submitting a filing, the receipt copy will be available on the screen to save or print from your Dashboard.
You can only attach 1 PDF per rule. Each time you file a rule you need to replace the attachment. The attachment will NOT move forward from the old version. If you do not re-attach the PDF with each new version, it will not be considered part of the rule.

Include all tables, forms, maps, images, anything non-text based as an attachment.

If you do have text based rule language it needs to be included in the rule text. For example, you may insert appendicies content into rule text.

To do this, from the bottom of the rule add a new paragraph and using proper outlining, extend your rule to include the appendix as shown below.

(10) An operation certificate will be issued to the permittee in accordance with OAR 340-150-0160(4) after department review and approval of the completed installation checklist and all required documentation. [END OF EXISTING RULE]

[CONTENT ADDED]
(11) Appendix A: Appendix Title 
(a) content...
(b)
(A)
(B)... 

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Rules Writer Dashboard

  1. Current Rules Queue: A list of all the rules in your Chapter from the divisions you have access to​ begin drafts on. Unless you have access to every division in your chapter, you won't see every rule. From here you can start a new rule draft. Use the Adopt New Rule button to start a draft in a division.

  2. Draft Rule Queue: A list of all the rule drafts you have started. Once sent to a Rules Coordinator, the status will update so you can see when it's attached to a filing and submitted to the Publications Unit.

  3. Filings Final Queue: A list of all filings submitted and published by the Publications Unit. From here you may view a final filing, print a receipt copy, and start a rule draft from the submitted version.
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​From the Current Rules Queue select "start draft" to begin or "Adopt New Rule" button to start a draft.

Unless you have access to every division in your chapter, you won't see every rule here, only those you have access to.

No​. You may have as many drafts as you need for your filing needs. However, there is only one draft of each rule number allowed.
See our tutorials in YouTube for starting a filing draft:
https://www.youtube.com/playlist?list=PL5ZVC0MZ0XoPw0nzS1vkYeiz45a_uFSOc

Videos 5, 6, 7, and 8 relate to the 4 filing types.
​From the rule draft screen, use the button "Send" to submit your draft to the Rules Coordinator. 
It's a good idea to save your work often. "Saving" does not submit or send your draft. Be sure you have no further edits before sending. Once you send the submission you may not edit it again unless the Rules Coordinator returns it to you. 
No. ​Rules Writers only have the ability to start a rules draft and save and change their own work. 
N​o. Only Rules Coordinators can start filings. Use the "notes" field in your rule draft to indicate you have content that needs to be included in a filing.
Use this space to communicate with other Rule Writers or Rules Coordinators. This content will not be part of any rule or filing. Examples of use include: reminders of when it should be filed, if a particular rule draft should be attached to a certain filing type, or further action needed.

Rules Coordinator Dashboard

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  1. ​​Current Rules Queue: A list of all the rules in your chapter. From here you may start a new rule draft, or minor correction. Use the Adopt New Rule button to start a new rule.

  2. Rules Work Queue: A list of all the rule drafts in this chapter, started by you or other Rules Coordinators or Rules Writers. You may edit any of these. Once a rule has been added to a filing, it will no longer be in the Rules Work Queue.

  3. Filings Work Queue: A list of all draft, returned for correction, or submitted filings.

  4. Filings Final Queue: A list of all filings that have been published or voided by the Publications Unit. From here you may view a final filing, print a receipt copy, and start a rule draft from the submitted version.
Start in your Dashboard in OARD. Watch a walk through for each filing type in our YouTube playlist: 
​From the Current Rules Queue select "start draft" to begin or "Adopt New Rule" button to start a draft.

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​From the drop-down menu select "Maintain Divisions." From here you can add new divisions that do not currently exist or remove divisions that have no current rules. You may also edit division titles. 
To start a rule draft in a new division, the new division must be created first.
​Not quite. Make sure the filing is published correctly by checking your Dashboard. You'll know your filing is complete and correctly filed when you see it move from your Filings Work Queue to the Filings Final Queue. This indicates you have no corrections to be made. 

If you see it returned for correction you have 48 hours to correct it and re-submit. You should also print or download the receipt copy and deliver it to Legislative Council within 10 days.

For more information on filing requirements and deadlines, see OAR 166-500​​​​​
​When returned for correction, a filing turns red in the Filings Work Queue. Select "Edit" from the options to the right. The filing will turn gray. You will only have the ability to change the field(s) requiring a correction. Follo​w the directions from the notes on the right and make the required change.

Save and submit the corrected filing. All requested corrections must be made and the filing cannot pass back to the Rules Writer.

You have 48 business hours to return your filing with corrections. If not returned within that time the filing may be voided. Be sure to get a corrected copy over to Legislative Council within 10 days.
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​From the drop-down menu select "Maintain Divisions." From here you can change existing division titles at any time. It no longer requires filing a minor correction.
​There are no longer division sub-titles.

If you find a need to organize rules into units smaller than a division, you may express a sub-title in a rule title. 
Example:
Division 10, Cake Division. 166-010-0000, Bundt Cakes: Chocolate Cake. 166-010-0010, Bundt Cakes: Yellow Cake. 166-010-0020, Cheesecake: New York Style Cheesecake. 166-010-0040, Cheesecake: Chocolate-swirl Cheesecake. 166-010-0050, Cheesecake: Raspberry Cheesecake.
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No​. You may have as many drafts as you need for your filing needs. However, there is only one draft of each rule number allowed.
See our tutorials in YouTube for starting a filing draft: 

Videos 5, 6, 7, and 8 relate to the 4 filing types.
From the drop-down menu, select "Maintain Rules Writers". You’ll need their OIM login, so be sure they have created that first. You may assign new divisions or edit the assignments of existing Rules Writers on this page.
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Yes. Rules Coordinators have equal access to all rule and filing drafts.

Rule Writers have an option to "send" it to you within the system when they are done. This may indicate it is no longer considered a draft and ready for you to add it to a filing. If you need it before the Rules Writer "sends" it to you, you are able to edit, delete, or accept it and add it to a filing.

​​​​Notice

There is now only one Notice Filing type. If you’d like one or more hearings, use the “Add Hearing” button to add as many as you require.

​​Watch the tutorial on YouTube on Filing a Notice of Rulemaking >​
Yes, in order to invite the public in the clearest manner, a full street address is required.
The requirements for a Notice filing have been combined into one form or one page online. You must fill out all the boxes to submit your filing.
Yes. For transparency to the public, we now require Proposed text. It will also be included in your receipt copy, making it easier for you to send to interested parties and involved Legislators.
Yes. It will be available to the public in the monthly Oregon Bulletin.

​​​​Permanent and Temporary Filing

The "Filing Summary" is now a "Rule Summary." It is located on the edit rule page. Indicate the change to rule in this field. It will follow the rule to the filing you attach it to.
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The requirements for a Temporary filing have been combined into one form or one page on-line. You must fill out all the boxes to submit your filing.
To clarify for the public the paragraph title for a Temorary filing was changed. You must explain the agency "Need for the Rule" and provide "Justification for a Temporary Filing" rather than a Permanent filing.​
Filings no longer require an ink signature or uploaded signed authorization form. The Agency is responsible for getting this authorization from the designated signers. The system requires Rules Coordinators to select a box that they have shown and received approval from their delegated signers to file Permanent and Temporary filings. For your own records, we still encourage you to maintain a signature and date when a filing was approved.
The Agency Adopted date is the date an agency, a Board or Commission, or the Director adopts the final version of text. This is not always the filed date or even the Effective date. The Agency Adopted Date is the new name of the Adopt Date field.
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​​​​​​​Statutory Minor Correction Filing

You can only start a Statutory Minor Correction Filing (SMC) if the current rule has been previously permanently adopted AND it is not saved as a current draft.​

This is now a filing type, just like a Temporary filing. It does not require a Notice filing, however it does require you to only submit changes to a rule in accordance with ORS 183.335(7)​. You may begin this filing from your Current Rules Queue on your dashboard. Statutory Minor Correction language may revert back to a previous version, if a future filing has already been submitted that did not include this change.​

Watch a video tutorial on SMC on YouTube >
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Using the checkboxes on the top of the filing, select which changes you are making to your rule, then apply those indicated changes in the rule text box below. At the bottom of the filing, you will be prompted to acknowledge that the only changes applied fall under ORS 183.335(7)​. Your agency is responsible for making sure no other changes are included. You must file this form with Legislative Council within 10 days of submitting this filing with the Publications Unit.

Statutory Minor Corrections are now a filing type, they will receive an Administrative Order Number and treated just like a permanent or Temporary Filing. For greater transparency, they will be traceable through the history of a rule. ​

Watch a video tutorial on SMC on YouTube >
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Online Tutorials

​​What is OARD? 

The Oregon Administrative Rules Database (OARD) is the new online filing system containing each ageny's rules, current draft text, filing draft text and search features. 

Terms

Dashboard

The main page. Start rule drafts and compile filings. Check published filings and search your OAR's.

Rules Coordinator (RC)

Agency staff with the ability to draft and edit rules, then attach them to a filing that is submitted to the Secretary of State (SOS). The point person for all Rules Writers. 

Rules Writer (RW)

Agency staff with ability to draft and edit rules then pass them to the Rules Coordinator to be included on a filing.