Resources

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.

Writing policies: 

• 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?

Writing Procedure:

• 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.