Policy Style Guide & Writing Manual

Title

• Communicate the Purpose With the Title: Write the title of the policy to reflect the policy’s key purpose. Be sure to write it in as few words as possible, but also keep the language as simple as possible.
  • Example: Use “Use and Care of Campus Flora” instead of “Use and Care of Campus Trees, Bushes, Shrubs, Flowers, Grass, and Other Perennials and Annuals.”
• Use Title Case: Capitalize the first and last words of a title, as well as all major words (nouns, pronouns, verbs, adjectives, adverbs, and subordinating conjunctions), while leaving minor words (like "and," "or," "the," "in," "on") in lowercase, unless they are the first or last words.

I. Purpose

• State the Policy Purpose Clearly in the Purpose Section: State the purpose of the policy directly and succinctly. Do not include policy mandates in this section.
  • Example: If the purpose of the policy is to implement a Board of Higher Education / USHE policy, the Purpose should state: “To implement Board of Higher Education policy – [insert official policy title in italics]...."

II. References

• Official External References: If the policy refers to another SUU policy, USHE rule, federal or state law, or other formal document, a link must be included in section II. References. When directing the reader to a supporting document or a less formal resource more subject to change, such as a website, it should be linked in section V. Relevant Forms/Links rather than section II. References. If you choose, you may include an "accessed on" date in parentheses at the end of the reference. Generally speaking, external references are referenced as follows: Organization Name Title of Referenced Material
  • SUU policies are referenced as follows:
    Southern Utah University Policy X.X Title in Title Caps and Italics
  • USHE policies are referenced as follows:
    Utah State Board of Higher Education Policy RXXX Title in Title Caps and Italics
  • Utah Code statutes are referenced as follows:
    Utah Code § Title#-Chapter#-Section# (if applicable) Exact title as shown in code
    Federal laws and statutes may be referenced either by the general name (e.g., the Americans with Disability Act of 1990) or by the specific USC (42 USC ch.126 § 12101 et seq).

III. Definitions

• All definitions should be listed using the following format:
  • Term: Definition.
    • Key points with this format:
    • The term is bolded and capitalized.
    • The format uses a colon between the term and the definition.
    • The beginning of the definition is capitalized.
    • There is a period at the end of the definition.
    • There is no need to repeat the term immediately after the colon. Example: If defining “Purchase Order” instead of writing “Purchase Order: A Purchase Order is a …” just write “Purchase Order: A request for the …”
• Define Important Terms and Acronyms: Define key terms, abbreviations, acronyms, and other terms that are used repeatedly or are not commonly known. Be consistent with those terms throughout the policy. Capitalize the defined terms throughout the text. Use acronyms after spelling them out completely and identified in the first use.
  • Examples: “Utah System of Higher Education (USHE)” after which “USHE” is used throughout the policy.
• Be Consistent With Defined Terms Among Policies: Be sure to check other similar policies for relevant terms that have been defined, and use language that is consistent with that found in those policies. Use definitions that are consistent with defined terms in other SUU policies and incorporate definitions by reference from other primary policies, instead of restating the definition.
  • Example: “Subordinate Students: See SUU Policy 5.63.”
• Capitalization of Defined Terms: Any use of the definition in the text of the policy must be capitalized. (NOTE: Some judgment may need to be used. For example, if the term "Credit" is defined in Section III in a specific way or for a specific use, and the word "credit" is used differently later in the policy, the second meaning should not be capitalized.)

IV. Policy

• Scope: Specify who the policy is targeting: employees, faculty, officers, exempt professionals, students, and/or classified staff.
  • When does this policy apply? When does it not?
• Numbers: Policies should follow these basic formatting rules for numbers:
  • Use words (one, two, three) when…
    • the number is under 10.
    • the number is ordinal and under 10 (e.g., first, fourth, ninth).
    • the number starts a sentence, title, or other heading.
    • the number is part of a common phrase (e.g., Year Three Review)
  • Use numerals (1, 2, 3) when...
    • the number is 10 or greater.
    • the number is ordinal and 10 or over (e.g., 10th, 21st).
    • the number is in a fraction or percentage (e.g., 1/3, 40%).
    • the number is a dollar amount (e.g., $25).
    • the number is an office or phone number traditionally represented in numbers.
• Do…
  • include a numeral in parentheses after a written word when possible/appropriate. For example: seven (7).
  • use hyphens for compound numbers or fractions if the number appears at the beginning of a sentence, title, or other heading. For example: Twenty-four hours, One-third quorum. (Do also consider rewriting the sentence/title/heading to avoid placing a number at the beginning.)
  • use commas to in numbers of 1,000 or greater to separate groups of three.
  • consider "breaking" some of the rules above in sentences where mixing number types will aid in readability. For example: five 3-credit classes.
  • focus more on readability and user understanding that adhering to these guidelines 100%.
• Don't...
  • use an apostrophe when writing the plural of a number (e.g, the 2010s).
• Bullet Hierarchy:
  • The hierarchy pattern is Upper Alpha - Arabic Numeral - Lower Alpha - Lower Roman Numeral, repeated from the beginning as necessary. (Essentially, the pattern is Letter - Number - Letter - Number, although the format and capitalization will change.)
  • The only sections that will not use the below hierarchy are Sections V through VII (Relevant Links/Forms, Questions/Responsible Office, and Policy Adoption and Amendment Dates). Sections I through IV must use this hierarchy format. 
  • Use the following hierarchy in sections as needed:

1. First Level
   1. Second Level
      1. Third Level
         1. Fourth Level
            1. Fifth Level
               1. Sixth Level
                  1. Seventh Level
                     1. Eighth Level
                        1. Nineth Level
                           1. Tenth Level

• Do not make adjustments to any of the seven (7) main Sections of the policy template in terms of reformatting or retitling sections.
• Avoid using bullet points in the policy outside of Sections V through VII.
• Use an Active Voice With Third-Person Language: Use an active voice where possible. This helps people understand who is to do what. It helps direct behavior and to create clear responsibilities. Avoid using “you” and “I” language, and instead refer to positions or use names of groups wherever possible.
  • Example: Say “Eligible faculty will submit the form…” instead of “The form will be submitted by you….” or only saying “The form is submitted to the Provost’s Office.”
• Pronouns & Language:
  • Always use the gender-neutral pronouns of they, them, their, themselves. Do not use he/she, his/her, etc.
  • Use "people-first" language, such as "people with disabilities" or "people of color," when appropriate.
• Official External References in the Body of the Policy: Instead of summarizing or copying and pasting a section of another SUU policy, USHE rule, or federal or state law, direct the reader to the original with the short version of the reference, such as “SUU Policy X.XX”, “USHE Policy R401”, “Utah Code § X-X-X”, etc. This prevents confusion as policies, rules, and laws are changed over time and not always updated in tandem. 
  • Avoid including policy or document titles in the policy body, except when referencing specific named laws (such as the Civil Rights Act of 1964).
  • Do not refer to very specific sections of other policies, rules, or laws, as those portions may be deleted, rearranged, etc., and the original reference may no longer be active or appropriate. 
  • Example: “See SUU Policy X.X” instead of “See SUU Policy X.X Section IV.A.2.C.ii.”.
• Internal References: Internal references are those references within a policy that refers readers to other parts of the same policy. When referring to a specific section within the same policy, use the following format:
  • Section IV.A.1.a.i.A.1. (Essentially, list out all of the bullet hierarchy with periods in between each bullet and one at the end.)
  • Always include "Section" or "Sections" before the internal reference
• Keep It Concise: Be crisp and to the point. Use the fewest words to convey the most meaning. Use incorporated forms to set out steps such as approval processes to decrease the policy language needed.
  • Example: Use “Employee Grievances” instead of “Process for Submitting and Responding to Grievances and Issues from SUU Employees”
• Use Language That Communicates Requirements: Use language that reflects when a step, process, approval, or the like is mandatory.  Ensure the language is written in a way it can be enforced.
  • Example: Words like ‘should’ and ‘may’ imply a choice, while ‘must’ or ‘shall’ reflect a requirement.
• Plain language to include in policy:

• Avoid Using Names of People or Items and Avoid Using Gender-Based Pronouns: Use generic titles rather than names of specific items or people. Use gender-neutral pronouns.
  • Example: Say “The Dean of Students shall…” instead of “Dean Jane Doe shall….” Use “they” even when referring to an individual when a title cannot be used. But ensure clarity in who "they" refers to.
• Avoid Using Titles That May Change: Titles and responsibilities change often within the University, especially as positions and needs change within divisions. When referring to a position other than a Vice President, Dean, or other Cabinet-level administrator, avoid using specific titles when possible.
  • Example: Say “... the Vice President of Finance and Administration, or a designee” instead of “... the Assistant Vice President of Business Services”

V. Relevant Forms/Links

• Referring to External Materials: Whenever possible, additional information or steps that are more procedural should be attached to the policy as a form or other supplemental material and should not be included in the policy itself. This will ensure that these can be updated on an as-needed basis and would not be subject to the entire policy revision process. When directing the reader to a supporting document or an informal resource more subject to change, such as a website, the link should be included in Section V. Relevant Forms/Links.
  • Forms and other materials may be hosted on the policies website, another part of SUU.edu, or a Google Drive/folder. These materials or links must be supplied with the final policy version.
  • To update the materials or links, submit a contact form.
• Paraphrasing or summarizing the policy: When creating supporting materials to accompany the policy, avoid duplicating the policy. If paraphrasing or summarizing the policy or a portion of the policy is necessary, link to the policy and include language such as “This summarizes Policy ___ and is provided for convenience only, but not to replace the policy. The official policy is located [here]. In the event of an inconsistency, the policy language controls.”
• Missing Forms/relevant links: If necessary information is missing, please suggest to the responsible office for that policy that they add missing processes or related links to the section in the policy for “Relevant Forms/Links”; if you are looking for that information that seems to be missing, you likely are not the only one.
• Policies versus Guidelines: Policies are University-wide statements and adopted through the approved process as outlined in Policy 0.0. Policies establish requirements. Guidelines and other guidance-related documents are often recommendations and suggestions and should be appropriately distinguished in name.