Format
Policies and procedures are typed in Word using the Times New Roman font. The policy template is copied and pasted on to a new document. The template includes the Heading (Policy Title, Policy Number, and Effective Date) and the Footer (Source, Revised, Approved By – followed by the date, and Custodian).
University of Arkansas at Little Rock
Policy Name:
Policy Number:
Effective Date:
Source:
Revised:
Approved By:
Custodian:
Header
Start by typing in the policy name and header, if it is known. If the policy is new or does not have a number, then assign it to the section that is most appropriate and put in the section number followed by a blank:
Policy Number: 4____
University of Arkansas at Little Rock
Policy Name: Academic Probation Policy
Policy Number: 5____
Effective Date: January 1, 2009
Footer
In the footer, list the source of the information. If the source is a publication, italicize the name of the publication and add the page number. If there are multiple sources, list as many as space will allow.
Example:
Source: UALR Undergraduate Catalog 2009-10, p. 12 and Faculty Senate Minutes
If the policy has been revised, put the original document in the Source field with the date and list the next version as the first revision. The last revision date should also appear in the Header as the Effective Date.
Example:
Revised: May 21, 1996; June 7, 2003
List any approvals of the policy by the chancellor or vice chancellors by name and followed by the date approved. Also list any approvals by the Faculty Senate, UA Board of Trustees, or committees followed by the date of approval.
Example:
Approved By: Dr. Joel Anderson, March 1, 2004 OR Committee on Recycling, May 30, 2007
For the Custodian field, a person or office will be assigned to be responsible for updating the policy by the Policy on Policies Committee or other group, such as the Chancellor’s Leadership Group.
Body of Document
The main body of the document should start with the word “Policy” in 12 pt. and bold followed by a colon. Usually the content can be cut and pasted from another document and then put in Times New Roman 12.
Example:
Policy:
Students may be placed on academic probation ….
Some policies will have a section stating the purpose of the policy.
Saving Documents
After completing the policy, save it using the name of the policy and include the word policy on the end of the name. Any source document used to make this policy should be saved as the name without the word policy on the end. If more than one source document is used, then add a number to the end of the name
Example:
Policy = Academic Probation Policy.docx
Source Document = Academic Probation 1.docx and Academic Probation 2.docx
Now you are ready to save the document to a file. The files are located in a folder called UALR Policies. The folders in this file are organized from 100 to 800. The number scheme is based on the UA Board of Trustees Policy numbering system.
100 Organization of UALR
200 Administration Policies
300 Business Policies
400 Faculty and Staff Affairs Policies
500 Student Affairs Policies
600 Educational Programs Policies
700 Facilities Policies
800 Athletic Policies
The committee reviewing and approving the policy will make the final determination of the section where each policy belongs.
After a number or section is assigned, save the policy to the folder of the same section number.
Page Layout and Formatting
All policies should be saved using the same margins (1 inch on all sides). Draft documents should be watermarked from the page layout tab using the Draft 1 style. Then using the insert tab, insert the page number at the bottom of the page using the 3rd style. This places the page number in the lower right corner. Save the changes and to print preview. Check to see if the footer is placed close to the bottom of the page before printing. Print out the policy and the source documents. Paper clip the source documents to the back of the policy. The paper policies will be stored in folders or notebooks. At the time of this writing, they are stored in a different expanding folder for each section.
Procedures
The procedures may be included with some policies. If they are, leave them in that format. If they are separate, start a new page after the last one in the policy and type “Procedure for: (insert policy name and number) at the top.” Then paste the procedures in using the same margins and formatting as for the policy.
Master Policy List
Then add the policy to the Master Policy List Excel spreadsheet. Add in the required information and save the list.