|Effective: 12/1/1984 || |
||CAM 40201: Uniform Format for Policies and Procedures|
To describe the standard features that make up a policy and procedure
Academic and Administrative Documents
Three standard features of all university policies and procedures are page headings, ragged right margins, and primary headings. Maintaining these standards is vital to the success of any manual. The standards provide the basic tools for establishing uniformity and for maintaining consistency among the policies and procedures of a manual.
Each policy and procedure page heading is printed with the ASU logo and POLICY AND PROCEDURE/ARIZONA STATE UNIVERSITY at the top. The heading also contains labeled boxes for the following information:
- NUMBER. This is the alphanumeric identifier for the policy/procedure.
- MANUAL. This is the name of the manual in which the policies and procedures are published.
- SECTION. This is the major subdivision of the manual in which the policy/procedure is found.
- PAGE. This is the number of the page in the sequence of pages in the policy/procedure, followed by the total number of pages in the policy/procedure.
- SUBJECT. This is the name of the policy/procedure or the name of the contents on the page (e.g., Uniform Format for Policies and Procedures or Introduction).
- EFFECTIVE. This is the date on which the first policy/procedure on this subject became effective.
- REVISED. This is the date on which the policy/procedure was most recently updated.
RAGGED RIGHT MARGINS
The right margin for all text is ragged, rather than right justified, to enhance readability. The text is easier to read because there are fewer hyphenated words and no unusually wide spaces between words.
Three primary headings appear as standard features for most policies and procedures: PURPOSE, SOURCE(S), and POLICY. Other primary headings are optional and are used only when appropriate. Wherever the primary headings appear, they appear in the same order (listed below) so that the reader is able to locate the pertinent information quickly.
- PURPOSE. This statement begins with To and a verb and tells why the policy exists. It should clearly and succinctly summarize the agenda behind the policy (e.g., see the purpose statement of this policy).
- SOURCE(S). This names the origin of or the authority for the policy. Sources may be multiple. For example, a policy may exist because of state law, a Board of Regents policy, and a directive from the university president.
- ELIGIBILITY. This names the group(s) or individuals qualified to be chosen for the benefit or opportunity that the policy addresses.
- APPLICABILITY. This names the group(s) to which, the individuals to whom, or the circumstances under which the policy is relevant.
- BACKGROUND. This gives information useful to understanding the policy and may tell why or how the policy originated.
- POLICY. This is the actual policy (for information on writing policy statements, see CAM 301-02, Four Techniques for Writing Policies and Procedures).
- EXCEPTION(S). This names the group(s) to which, the individuals to whom, or the circumstances under which the policy does not apply. Occasionally, this heading may be used within a policy as a secondary, rather than primary, heading (for more information on primary and secondary headings, see CAM 402-02, Visibility of Organization in Policies and Procedures).
- CONFIDENTIALITY. This emphasizes discreet handling of information related to the policy and may define authorized disclosure. Occasionally, this heading may be used within a policy as a secondary, rather than primary, heading (for more information on primary and secondary headings, see CAM 402-02, Visibility of Organization in Policies and Procedures).
- DEFINITION(S). This states the meaning of key words used within the policy/procedure, particularly those terms that have multiple meanings or that are used in a special or technical sense.
- PROCEDURE(S). This is, generally, a method for implementing all or part of the policy. It may involve a series of steps or other instructions for carrying out the policy (for information on writing procedures, see CAM 301-02, Four Techniques for Writing Policies and Procedures).
- CROSS-REFERENCE(S). This directs the user to pertinent information in other policies within the manual or in other administrative manuals.
- ADDITIONAL INFORMATION. This states useful information related to, although not a part of, the policy.
|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.|
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