The Catholic University of America

Guidelines for Drafting and Editing University Policies

I.       Online Resources for Drafting Policies:

Policy Development and Approval Policy

Template for Drafting New Policies

Policy Worksheet to be Completed for Policy Approval

II.      Draft Policies following the University Policy Template

Draft new policies in the template worksheet attached, filling in the information described below. With the exception of the Section Title and the Title of the Policy, all other sections of the policy draft should be written in Verdana size 10 point font.

A.      "Above-the-Line" Information:

Guidelines for adding the policy information above the line are as follows:

Section Title: The section titles on policy pages organize policies by their appropriate categories within the University's administrative structure. The section title must be one of the following, based on the area of policy being drafted: Academic Undergraduate, Academic Graduate, Development, Employment-Staff, Enrollment Management, Equal Opportunity, Facilities, Faculty, Finance, Governance, Information Technology, Intellectual Property, Student Life or Safety and Security. Section title should be written in Verdana 14 point font.

Title of the Policy: Policy titles should be descriptive and informative without being verbose. Policy titles should be written in Verdana 14 point font.

Approved By: Names either the University entity or the individual who first approved the policy.

History:  The "Issued" date shows when the policy was first issued, and the "Revised" date shows the date the policy was most recently changed or edited. A complete overhaul of the policy (such as the overhaul that occurred with the Student Academic Dishonesty Policy in 2006) will be captured as a newly issued policy, rather than "revised". The "Additional History" section provides a link on the webpage to any previous versions of the policy. This section of the template may be left blank for a new policy, but should include relevant information regarding the revisions to an existing University policy.

Related Policies: Lists any other related policies. Links to related policies will be created when the policy is added to the web.

Additional References: This section provides links to other related forms, guidelines, procedures, or other documents relevant to the policy. Drafts of relevant guidelines or procedures may be attached when the policy draft is submitted for approval.

Responsible Official: Names the official (by job title and phone number) who is or will be charged with administration of the policy.

B.      General Formatting Guidelines:

Drafts of new University policies should be submitted using Verdana 10 point font, and should be single spaced. There should be one return space between each paragraph of the policy. New paragraphs begin at the left hand margin, without a tab space.

Each section of the policy should be properly named and should be typed in bold font. Policy sections should be numbered with Roman Numerals.

Introduction: Roman numeral "I" should be a brief introduction, containing a one to three sentence statement introducing the policy. This allows users to know that they are looking at the right policy. In the event that a user is in the wrong policy for their needs, relevant links should direct them to the correct location

Definitions: Definitions should be labeled with Roman numeral "II". Aside from defining relevant terms, the definitions section may need to briefly describe various committees or groups. If there are no relevant definitions, this section can be omitted. Definitions should be concise and direct, and should be indented and alphabetically labeled, as shown in the template worksheet.

Subsequent Sections: Other policy sections should continue with the next Roman numeral. If a portion of the policy is very long, consider possible ways to break the section up into smaller sections.

III.        Completing the Policy Worksheet

A copy of the Policy Worksheet (attached at top) should be as complete as possible and should accompany the draft of the policy when it is forwarded to the Policy Committee for consideration.