POLICY TEMPLATE

Return completed form to VPFO Policy Office, Stop 8378 or email to

Policy Name:

Responsible Office: (office responsible for maintenance/oversight/training of policy)

Responsible Unit: (division or unit under which this policy reports)

Responsible Executive: (VP under which responsible office/unit reports)

POLICY STATEMENT – Generally 2 to 4 sentences

The Policy Statement states the requirements or provisions which this policy is placing on/extending to the University community, and why, but does not describe “how-to” procedures.

REASON FOR POLICY – Generally 2 to 4 sentences

The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will resolve, and cites any legal or regulatory reasons for the policy.

SCOPE OF POLICY

The Scope of the Policy explains who is affected by the policy, who should observe it and follow its procedures, and who must understand it in order to do their job.

This policy applies to all members of the University community and should be read by (check all that apply):

President

Vice Presidents

Deans, Directors Department Heads

Area Managers & Supervisors

Faculty

Staff

Students

Others

WEB SITE REFERENCES

To be completed by the Policy Office.

This policy:

Policy Office:

Vice President:

RELATED INFORMATION

This section should only include information that is directly related to the policy. The Related Information should be listed alphabetically or chronologically and provide links for the reader.

Other related University or SBHE policies

Related University or NDUS procedures.

Documents required to complete the procedures.

Documents that provide helpful, relevant information.

State laws or ND Century Code.

Relevant programs or training courses.

Include link addresses when applicable.

Example - SBHE Policy Section 305.1(3)(g) / http://www.ndus.edu/policies/sbhe-policies/policy.asp?ref=2400

CONTACTS

The Contact section of the policy tells the reader who to contact with specific questions regarding the policy. The first item is usually “Policy Clarification” which directs the reader to the Responsible Office. Other items relate to subject matter in the document about which the reader may have follow-up questions.

Specific questions should be directed to the following:

Subject Matter
(alphabetical order) / Office Name
(NOT the name of an individual) / Telephone
Number / Department E-Mail / Web Address
Example
Policy Clarification / Policy Office / (701) 777- 4392 /
http://und.edu/finance-operations/policy-who-we-are.cfm

DEFINITIONS

List unique terms that, by being defined, would add to the reader’s understanding of the basic policy. Define unfamiliar terms, technical terms, and terms with special meanings. List all terms in alphabetical order.

Example
Interim Policy / Provisional policy document issued when a University policy is needed within a time period too short to complete the process described herein. It is in effect for at least 6 months with possible extensions of six-month increments.

PRINCIPLES – the “Overview” section

The “Principles” section of a policy is an expansion of the Policy Statement, an “overview”. This section allows for a fuller description of the contents than what was possible in the “statement” section. Generally 1 to 4 paragraphs.

PROCEDURES

A Finance & Operations University policy at UND must contain procedures for compliance. This section will mirror the “Responsibilities” section which outlines required actions by job function, whereas in the “Procedures” section, such actions are listed by the tasks themselves.

RESPONSIBILITIES

Summarize the responsibilities of all University parties and offices named in the policy.

Example - Stakeholder / §  Comment on the draft policy in relation to its likely impact on members of the University community.
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FORMS

List all related forms required for compliance and reference how they can be obtained (website, office, etc.)

Example
Simplified Policy Template / http://www.und.edu/dept/policyoffice/html/policy%20tools.html

APPENDICES - optional

Appendices are used for informational materials that are helpful, but not directly related to the implementation of the policy. List corresponding appendices and attach separate documents. Include location where available.

Include link addresses when applicable.

Example
Appendix 1 – Flowchart / Contact the Finance & Operations Policy Office
Appendix 1 –
Appendix 2 –
Appendix 3 –
Appendix 4 –
Appendix 5 –
Appendix 6 –
Appendix 7 –
Appendix 8 –
Appendix 9 –
Appendix 10 –

REVISION RECORD Track what type of changes are made and when

xx/xx/xxxx – Policy Implementation / §  Signed by President Robert O. Kelley