The policy template establishes a standardized format and reference system for Purdue University policies in order to make them easier to read and locate for users. The following guidelines describe the elements of the policy template. To keep the format firm yet flexible, we distinguish between short form and long form policies.

HEADER

Every University policy shall have a header featuring Purdue's wordmark and seal and containing the following information:

• Title of policy
• Policy volume (with title), chapter (with title), and number
• Issuing office: the office promulgating or issuing the policy
• Responsible officer and/or office: the officer and/or office with primary responsibility for implementing the policy
• Date the policy was first issued
• Date the policy was most recently revised

SHORT FORM POLICIES

A standard University policy shall contain at least the following headings:

• Policy Statement
• Reason for Policy
• Who Should Know This Policy
• Related Documents
• Contacts

Policy Statement

A policy is defined as a specific statement of principles or guiding actions that imply clear commitment by the University; a statement of values or intent that provides a basis for consistent decision making and resource allocation; or a definite method or course of action selected to guide and determine present and future decisions.

Reason for Policy

The reasons may be:

• Legal or regulatory
• To resolve a conflict or problem
• To recognize the legitimate interest of all parties
• Overall benefits

Who Should Know This Policy

Include in this list of suggested audiences all individuals or groups who:

• Should observe the policy and follow its procedures.
• Must understand the policy in order to do their job.

Related Documents

Lists information such as the following:

• Documents required to complete the procedures
• Documents that provide helpful, relevant information
• State laws

Contacts

Officers who can answer specific questions or approve exceptions.

LONG FORM POLICIES

Complex policies require the long form, which shall include a table of contents and one or more of the following additional headings, as appropriate:

Definitions

Defines any technical language or words used in a special sense.

Exclusions

• Lists any locations or organizations that are excluded from the policy.
• Lists any funding sources or job classifications that are excluded from the policy.

Procedures

Outlines steps that must be followed in order to comply with the policy.

Special Situations

Contains information about important circumstances that affect only a few people or circumstances that occur infrequently.

Responsibilities

Summarizes major responsibilities of any person or organization participating in this policy.

History

Lists references to previous versions of this policy.

Official Documentation

Contains the actual language extracted from a contract, resolution, legal document, etc.