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The following guidance is intended to assist policy writers to develop policy documents and should be read iconjunction with the policy document template.

Summary Table:All the important information relating to the policy should be displayed at the top of the policy document so that

is easily accessible for the reader. This information should include the policy title, date of approval, effectivdate, date for review, name of the Policy Officer.

Policy Title:Where possible the first word of the title should refer to the substance of the policy. This will assist the readeaccess the policy from the policy A-Z, e.g. Accreditation of Prior Learning Policy rather than Policy on th

Accreditation of Prior Learning.

Structure: Information should be presented in a logical sequence to assist the reader. Policy writers shouluse the 7 section structure provided within the template but may create sub-headings if necessary.

1. Context

May contain some contextual or background information and may include a sentence on how the policsupports the Universitys strategic plan.

2. DefinitionsIf necessary include an explanation of terms or abbreviations used within the policy and procedureWhere there are existing definitions of the terms in other University regulations or policy those definitionshould be used.

2. PurposeA concise statement on why the policy exists and what is its intent. This statement should not contabackground information or detailed explanations, and should be suitable to act as a summary for viewinon the Policy A-Z prior to the user reviewing the whole document.

3. ScopeSpecify the parameters of the policy, which university cohort does the policy apply to? This sectioshould also reference any exclusions from the operation of the policy.

5. Policy PrinciplesPrinciples should provide broad directional information and the rationale for the policy by embodying thUniversitys expected outcomes of its application.

6. Roles and ResponsibilitiesSome policies may require the articulation of roles to be undertaken by those responsible for applyinthe policy. Outline the Universitys expectations and detail the responsibilities of relevant parties.

7. Process (optional)Detailed operational procedures are separate from policy documents, however, some procedurainformation may be appropriately provided in the policy document particularly with regard to academidecision making.

POLICY TOOLKIT Guidelines for Completion of Policy Documents

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Document Management:Policy documents and appendices are structured and presented consistently using the policy documentemplate.

Document ControlDuring the development stage there may be a number of people contributing to the development of a drapolicy and so document version control is very important. It is the responsibility of the Policy Officer to keetrack of the developing drafts of the document via a continuously updated master document. Version numbershould be used to signify each revised version of the draft and a record of summarised revisions should be kepby the Policy Officer.

Document version history:All policy documents should include a comprehensive revision list at the end of the document. This should chathe formal approval route and note any changes proposed by university committees. This version history shouremain on the published policy document and be updated following any subsequent changes to the policy.

Style:

When drafting policy documents it is useful to bear in mind that different audiences are likely to access thpolicy and that policy users are not necessarily subject-matter experts and may be accessing information on topic for the first time. It is important that policy documents are written in a clear and concise manner, usinplain English and avoiding jargon. To ensure consistency of style and presentation those drafting policdocuments are asked to consider the following:

Use the policy document template

Use plain English and simple, short sentences

Main headings and paragraphs should be numbered sequentially to facilitate referencing

Policy should be directive in style and therefore words such as will and must are appropriate

To create a recognisable identity for policy documents a uniform format should be used: font, Arial 1

headings in bold and paragraphs separated by one line space.

Policies should be as succinct as possible.