Guidelines for Writing Policies
- Use language that is precise but not formal.
- Write with the reader in mind.
- Use the Chicago Manual of Style as your guide to writing style.
- Write in the third person.
- Do not use words that are not used in common speech. For example, do not use shall. Instead, use should or must.
- Do not use the word ensure, because the UT System Administration generally cannot ensure actions of its community members.
- Use charts or tables whenever possible--visual aids are very valuable tools for policy users.
- Number all tables, flow charts or other visual aids consecutively.
- For further style recommendations and clarifications, reference the UT System Style Guidelines.
Guidelines for Specific Sections of Policy Documents
Policy Statement
Describes the scope of application of the policy, either:
- To the entire UT System, including all of the component institutions, and UT System Administration; or
- Across all of UT System Administration, internally
Describes the circumstances or conditions under which the policy applies.
Describes the terms or requirements the policy mandates.
Take the language directly from your policy proposal.
Generally three to five sentences.
Rationale
Describes the problem or conflict the policy will resolve.
May also briefly describe the events, or the legal, regulatory, financial or operational challenges or circumstances, or other changes in the surrounding operating environment, to which the policy responds.
Generally three to five sentences.
Excerpt this information from your policy proposal.
Scope
For internal policies (INT###), use the following phrase: All offices of UT System Administration.
For system-wide policies (UTS###), use the following phrase: All institutions and UT System Administration.
Related Statutes, Policies, Requirements, or Standards
List any related UT System or UT System Administration policies, as well as any related local, state or federal legislation or administrative regulations, and provide a link to each.
Include any other related documents that led the Sponsoring Office to propose the policy, or that provide helpful information (contracts, guidelines, professional standards, surveys etc.)
Contacts
Directs questions or requests for exceptions to the policy to the Sponsoring Office, or to the offices or officers responsible for implementation, enforcement or assistance. Provides telephone numbers, email addresses, and URLs, where appropriate, and any non-standard business hours. Contacts should be listed in alphabetical order, according to subject.
Definitions
Defines any terms used within the policy that are unfamiliar or technical, or that have a specialized meaning. Terms should be listed in alphabetical order.
Responsibilities
The responsibilities listed in a UT System policy should not contain exhaustive procedures, but broader responsibilities. A responsibility always begins with a present tense verb. Each action should be listed as a separate responsibility.
Procedures
The section of a UT System Administration Policy that describes how the policy will be implemented or enforced. In particular, procedures describe the action steps, activities or mechanisms through which the terms or requirements of a policy will be implemented or enforced, and the roles accountable for each.
Forms & Tools/Online Processes
Contains Forms/Online Processes, or links to forms and processes, with information on how to obtain any forms or perform any online processes required for compliance with the policy.
Appendix
Appendices contain informational material that is helpful, but not directly related to the implementation of the policy. All of the information included the appendices should be arranged under additional subheading(s) within the section.
