|Effective: 12/1/1984|| |
|CAM 40102: Order of Manual Contents|
To describe the standard organization of contents within administrative manuals
Academic and Administrative Documents
A manual assignment page is a great help in controlling a manual. Typically, it assigns a manual with a particular number to a user and explains the users responsibilities for the manual. Alternative formats are shown on the Sample Manual Assignment pages (see CAM 401-02A and CAM 401-02B). A manual assignment page is optional.
The title page lists the title of the manual, followed by Arizona State University, the publication date, and the names of the administrative unit or units preparing the manual.
The section contents page shows the contents of a single section. It appears as the first page in every section, including the introductory material section. It duplicates the table of contents entries for that section and, in that sense, is a mini table of contents.
Table of Contents
The table of contents is the framework of the manual and gives the user an overview of the organization. It lists the introductory material, the sections, the subsections, and the subjects in order, as illustrated by CAM 20201A and CAM 20201B.
|Note:||Subjects that do not fall under a subsection but, instead, stand alone have three-digit numbers (e.g., DPS 301, Parking Regulations).|
Table of Exhibits
If the manual contains exhibits (i.e., forms, tables, charts, graphs, figures, or illustrations), a table of exhibits should be included (see CAM 002).
The table of exhibits lists alphabetically the materials treated as exhibits in the manual and their locations. The listing includes the complete title of an exhibit as it appears in the policy, the alphanumeric identifier, and the page number within the policy.
|Note:||In the table of exhibits and within policies, the exhibit callout, or title, is not enclosed in quotation marks.|
Manual users, especially those who are not familiar with the manual, require a tool for finding a particular policy, procedure, or topic. The index, constructed to anticipate users needs, is that essential tool. It follows the table of contents and the table of exhibits because users frequently refer to all those items in accessing information.
The index entries, ordered alphabetically, reference information found in the manual. An entry consists of the main heading and its subheadings, if any, and their corresponding alphanumeric references to the text, which point the reader to a topics location in the manual. When appropriate, cross-references (i.e., See or See also references) are included in the entry.
The introduction is a brief statement of the manuals purpose, scope, applicability, and use (see CAM 401-02C).
The definitions page allows the manual preparer to define important terms used in the manual. It acts as a safeguard against misunderstanding and adds clarity to the process of creating, as well as using, the manual. Although a definitions page is not mandatory, it is recommended (see CAM 003).
The directory is a list of the names, titles, and telephone extensions of key personnel in the administrative unit producing the manual. Usually included are persons and offices the manual user may need to contact for specific information related to the manual (see CAM 401-02D). Some directories include a brief description of the responsibilities of the units within the department. A directory is optional.
The section contents page shows the contents of a single section.
Each section contains the material itself (i.e., the policies and procedures, as well as the pertinent exhibits). (For example, CAM 401-01 through CAM 402-02 make up the Format Standards section.)
For detailed information on the internal format for individual policies and procedures, see CAM 402-01, Uniform Format for Policies and Procedures.
The use of appendices is discouraged. Forms, charts, and similar material should be reduced and printed as part of the policies and/or procedures (usually as exhibits) so that manual users can reference them more easily. Special documents or long policy statements should be presented as policies rather than treated as appendices.
Some manual exhibits are available only in PDF format. An Adobe Acrobat Reader plug-in is required to view these PDF files. See our main policies and procedures page if you require this plug-in.
CAM 40102A, Sample Manual Assignment Page: Comptrollers Office Policies and Procedures Manual
CAM 40102B, Sample Manual Assignment Page: Student Affairs Policies and Procedures Manual
CAM 40102C, Sample Introduction
CAM 40102D, Sample Directory
|Note:||Please be advised that the policies and procedures used as examples in the CAM manual are often out of date and no longer applicable. They were chosen as examples when the CAM manual was revised in 1992. To access the current policies and procedures manuals, please go to http://www.asu.edu/aad/manuals.|