10.5.1.3 Manual Format

Administrative Policies and Procedures Manual (APPM)

Heading

State the name of the policy/procedure in upper/lower case, set flush left and bolded. The section number, assigned by the Human Resources Office of the Associate Vice President, precedes the name of the policy.

 

Description

An overview/history of the policy topic.

 

The title “DESCRIPTION” is set in upper case, bolded and underlined.

Term(s)/definition(s)

A word or group of words designating something; an explanation or a term or terms used in a policy section.

 

  The heading “TERMS/DEFINITIONS” is set in upper case bolded and underlined.

Policy

A predetermined course of action established as a guide toward accepted university strategies and objectives as specified by the Board of Governors' statutes, University Policies of the President and federal, state and municipal laws or other prescribed course(s) of action as defined in the APPM. (A policy reflects the objectives of the university.)

 

The heading “POLICY” is set in upper case and underlined. Each sub-section of the policy is titled in upper case, bolded and underlined.

Procedure

The means/steps by which a policy's actions can be accomplished. (Procedures provide continuing guidelines to management for making daily decisions.)

 

The heading “PROCEDURE” is set in upper case, bolded and underlined.

 

Responsibilities and Actions are set in upper/lower case and bolded.

Scope

A statement of employee groups that are impacted by the policy.

 

The heading “SCOPE” is set in upper case, bolded and underlined

Effective

The date in which the policy became effective.

 

The heading “EFFECTIVE DATE" or "REVISION DATE” is set in upper case, bolded and underlined.

An example of a formatted procedure follows:

PROCEDURE

Responsibility

Responsibility

Name of Area/Department or Position Title

(name of the functional area responsible for completing the steps)

  1. Action verb - present tense (instruct action to be taken)
  2. Exceptions or
  3. Sub-step
  4. Action verb

Name of Area/Department or Position Title

  1. Action verb
  2. Action verb

Refer to 3.0.2 Non-Discrimination/Affirmative Action for an example of an APPM policy.

 

University Policy

Heading

State the name of the policy in upper/lowercase; set flush left. The section number assigned by the Office of the President precedes the name of the policy.

 

Purpose

A statement of the intent of the policy. "Purpose" is set in upper/lower case and underlined. The section number precedes the section title (e.g. 1.0 Purpose).

 

The body of the purpose is indented two print positions and begins on the second line beneath the "Purpose" heading. Each section of the body is numbered sequentially (e.g. 1.1, 1.2, etc.).

Terms/Definitions

A word or group of words designating something; an explanation or a term or terms used in a policy section.

 

The heading “Terms/Definitions” is set in upper/lower case and underlined. The section number precedes the section title (e.g. 2.0 Terms/Definitions).

 

The text begins two lines beneath the heading and is indented two print positions. Each term/definition is numbered sequentially (e.g. 2.1, 2.2, etc.).

Policy or Principles

A predetermined course of action established as a guide toward accepted university strategies and objectives as specified by the Board of Governors' statutes, University Policies of the President, and federal, state and municipal laws or other prescribed course(s) of action as defined in the APPM. (A policy reflects the objectives of the university.)

 

The heading "Policy or General Principles" is set in upper/lower case and is underlined. The policy verbiage begins two lines beneath the "Policy" title and is indented two print positions.

 

Each section of the policy is numbered sequentially (e.g. 3.1, 3.2, etc.).

Duration

A statement of the policy period. The heading "Duration" is set in upper/lower case and is underlined. The duration verbiage begins two lines beneath the "Duration" title and is indented two print positions.

 

The section number precedes the section title (e.g. 4.0 Duration).

Effective Date

A statement of the date in which the policy will become effective. The heading "Effective Date" is set in upper/lower case and is underlined. The effective date verbiage begins two lines beneath the "Duration" title and is indented two print positions.

 

The section number precedes the section title. Each sub-section is numbered sequentially (e.g. 5.1, 5.2, etc.).

 

Refer to 11-1 Video Surveillance Policy for an example of a University Policy.

 

Personnel Manual for Non-represented Employees

Heading

State the name of the policy in upper/lowercase; set flush left. The section number assigned by the Division of Finance and Business Operations/Office of the Vice President.

 

Effective Date

List the date in which the policy will become effective. The heading "New as of” or “Revised" is set in upper/lower case in red with effective date (e.g. Revised 1/12/12), below the policy title.

Description

An overview/history of the policy topic.

Terms/Definitions

A word or group of words designating something; an explanation of a term or terms used in a policy section.

 

The heading “Terms/Definitions” is set in upper/lower case and underlined.

Policy

A predetermined course of action established as a guide toward accepted university strategies and objectives as specified by the Board of Governors' statutes, University Policies of the President, and federal, state and municipal laws or other prescribed course(s) of action as defined in the APPM. (A policy reflects the objectives of the university.)

 

The policy heading is set in upper/lower case. Each main section of the policy is titled in upper case, bolded and underlined. Each sub-section of the policy is titled in upper/lower case and is underlined.

Refer to 3.1 Non-Discrimination/Affirmative Action for an example of a Non-Rep policy.