Department Policies

Q1. Why should a department adopt written policies and procedures?

Written policies and procedures are important because they can be used to

  • train new employees;
  • establish department standards;
  • promote accountability;
  • standardize processes;
  • explain department processes to campus stakeholders;
  • guide department decision-making;
  • meet legal and regulatory compliance requirements; and
  • capture institutional memory before it's lost.

Q2. What format should I use for my department policies and procedures?

Departments can use any format that fits their needs. See the University Policy Editorial Style page for a suggested template. The following sections are commonly found in policies and procedures:

  • date of approval or effective date
  • purpose
  • definitions (to provide clarity for key terms that will be used throughout the document)
  • scope (who and what it applies to)
  • references to related department or university policies
Remember to standardize whatever format you choose so that your department’s policies and procedures can be easily identified.

Q3. Should my policies and procedures be printed or digital?

Consider department member needs when deciding whether to publish policies and procedures in a printed or digital format. Having one digital source is beneficial because it decreases the chance that employees will rely on out-of-date materials. Remember that documents posted online must comply with the university’s Web Accessibility Policy.

Q4. What is the difference between a policy and a procedure?

Generally, a policy is a statement of principle your department uses to frame and guide its decision-making. A procedure is a detailed description of how the policy should be carried out; it frequently consists of steps that need to be followed. Sometimes a policy will incorporate characteristics of a procedure and vice versa.

Q5. What verbs should I use to signal a requirement?

The word “must” signals that an action is required. We recommend using that one.

Sometimes the word “will” signals that an action is required, but sometimes it foretells an action rather than commands. The words “should” and “may” signal the possibility that actor will choose to not take an action; they do not necessarily command. Generally, avoid the word “shall” because of its commanding and legalistic tone.

Q6. Who approves a department policy?

In most cases, a department can adopt policies with only department manager approval. Check with your manager to determine whether additional approvals are required.