Policy vs. Procedure
What is a Policy?
- Describe the rules that establish what will or will not be done.
- Can range from a broad philosophy to specific rules.
- Guide decision making by employees.
- Are usually expressed in standard sentence and paragraph format.
- Does not restate the law or ask others to follow the law.
- Include WHAT the rule is, WHY it exists, WHEN it applies and WHO it covers.
What is a Procedure?
- Describe the critical steps undertaken to achieve policy intent.
- Are succinct, factual and to the point.
- Are usually expressed using lists.
- Include HOW to achieve the necessary result/compliance with the policy.
- Avoid use of "should" or "may" as these words imply choice.
- Questions that a policy statement typically answers:
- Who needs to follow the policy?
- In what situation(s) does this policy not apply? What are the major conditions or restrictions? What is expected of the employee or student? Are there exclusions or special situations?
- Who is making a decision and what do they consider in their decision?
- List steps to follow in order to comply with the policy, in the same order as in the policy.
- List responsibility for each step.
- Use one action per step – steps that contain more than one action can confuse the reader.
- Avoid too much detail - link to unit rules or work instructions on the University intranet if necessary.
- Refer the reader to related documents, forms, work instructions/unit rules.
Request for new policy/modification to existing policy (KPU Credential Login Required)
To submit a request for a new policy, modification to existing policy, or modification to departmental practice / elimination / consolidation, please complete the KPU Policy/Procedure Request Form (Sections 1 - 4) and submit it to the Policy Office (email@example.com) for review and processing.
KPU Glossary of Policy Definitions (KPU Credential Login Required)
The KPU Glossary of Policy Definitions contains a comprehensive, alphabetized list of policy definitions from all current KPU policies.