Policy/Procedures Name:

Policy Number:	Assigned by University Secretariat/Records Manager

Approving Authority:

Responsible Office:
Last Reviewed/Updated:

Next Review:	Assigned by University Secretariat/Records Manager

This is the template to use when drafting a policy. Not all sections will apply to all policies. The instructions under each section provide guidance to policy developers.

Policy developers who are looking for additional guidance or support can contact policies@acadiau.ca or the Policy Advisory Group with any questions.

Overview

The Overview section is optional. Use it to include background information for policy users.

If you don’t include an Overview section, start the policy with the Purpose section and adjust the numbering accordingly.

Purpose

The Purpose section is mandatory. Use it to identify why the policy has been written and/or what activities it seeks to regulate.

For example, the purpose of this template is to provide an example of how an Acadia policy should be formatted.

Scope

The Scope section is mandatory. Use it to indicate to whom and/or to what the policy applies. For example, “This Policy applies to all University employees”.

If there are groups/activities to which the Policy does not apply, identify them.

Definitions

The Definitions section is optional. The more complex the Policy, the more likely it is to include a Definitions section.

Define, capitalize and list words in alphabetical order.

The kinds of words that should be defined include unfamiliar words, technical terms, words being used in specific ways within the policy, and words used to shorten a term. For example: “Acadia” means Acadia University.

Policy Statement

The Policy Statement is mandatory. It may be divided into subheadings or subsections, and the section heading may be renamed accordingly.

Write the Policy Statement clearly and concisely.

Headings and numbering should follow this template: 1.0, 2.0, 3.0 for headings; 1.1, 1.2, 1.3, etc. for text under a heading. Any further indentations should use letters or bullet points.

This is an example of a subpoint.

The University Secretariat and Policy Advisory Group will ensure that formatting is consistent, so do your best, but don’t worry unduly.

Related Policies or Procedures

This section is optional. Use it to list related Acadia University policies, in alphabetical order. There is no need for numbering here.

Related Legislation

This section is optional. Use it to list applicable legislation, if known. There is no need for numbering here.

Related Documents

This section is optional. List applicable procedures or other related documents that are associated with the policy. There is no need for numbering here.

Review

This section is mandatory. Include the statement: “This Policy will be reviewed every [insert frequency] to ensure its legal compliance and its relevance and alignment with the University’s vision, mission, values, and operations.” All policies and procedures need to be reviewed at least once every 4 years, but a shorter review period may be appropriate in certain cases.

Revision History (for University Secretariat use only)

Date (day/month/year)	Description