Weber state University Policy Style Guide



centercenterPOLICY OFFICEWeber State University Policy Style Guide8820090900POLICY OFFICEWeber State University Policy Style GuideINTRODUCTION1.1 Purpose of Policies: Policies describe the rules, rights, and obligations of the Weber State University (University) community. To this end, policies should be no longer than necessary and easily readable. They should clearly answer the “Six Ws” of journalism—who, what, where, when, why, and how. Who is responsible for the policies and to whom the policies apply? What is required and how are the requirements done? When and where do the policies apply? When and where are actions required or prohibited? andWhy is the policy necessary? 1.2 Policy Template: To assist in this endeavor, policy writers should use the following policy template (link). The use of the policy template will assist in the consistency between policies to enhance their readability. The policy template, also, is web accessible. This allows individuals with disabilities to more easily access the policies. 1.3 Style Guide Parts: This style guide has two parts: First, it provides general guidance on what content should be included within each section of the policy template (2. Policy Template Sections (link)); and Second, it provides writing tips to enhance the readability of the policies (3. Policy Writing Tips (link)). 1.4 University Writing Style Guide: This style guide provides a brief guidance on writing policies. For additional guidance, readers may refer to the WSU Writing Style Guide (see ) POLICY TEMPLATE SECTIONS2.1 Structure: This part of the style guide provides guidance on what should be included within the different sections of the policy template. The policy template has the following sections:Header;Purpose and Scope;References;Definitions; andPolicy Body.2.2 Header: This section should include: The type of policy (policy proposal, policy revision, approved policy),The policy proposal draft date, The version number,The policy and procedure number (e.g. PPM 1-20) and title (e.g. Policy Governing Policies),Responsible office.2.3 Purpose and Scope: This section should briefly summarize what the policy is about and its purpose. This section should be no more than two to three sentences. The most common purposes for policies include: Resolving problems or conflicts; Managing people or resources; and/or Complying with laws. Example 1: This policy is about the ownership and management of patentable inventions. It outlines how Weber State University (University) complies with its obligations under the Bayh-Dole Act and resolves disputes over the ownership of patentable inventions.Example 2: This policy is about providing accessible electronic information technology to individuals with disabilities. It describes how Weber State University (University) complies with its obligations under the American Disabilities Act and Section 504 of the Rehabilitation Act.This section may also describe when, where, or to whom the policy applies. This may be a short statement, but may require a more extensive description.Example 1: This policy applies to the use of University facilities on Ogden Campus. Example 2: This policy applies to University students participating in intramural sports.2.4 References: This section should include references to policies, rules, regulations, and laws referenced in or related to the policy. The references should be sequenced in the following order:Policy Procedure Manual (PPM) References;Board of Regents Rules;State Law;Federal Regulations;Federal Statutes; andOther References.2.4.1 PPM References: This reference has three basic components: PPM, which is understood to refer to the Policies and Procedures Manual (PPM).Its number comprised of the section number followed by a dash and the policy number (e.g. x-xx), andIts name.Example: PPM 1-1, Utah State Board of Higher Education, Role Of The PPM references should be ordered down the page starting with the lowest numbered policy and ending with the highest. In terms of ordering, the section number takes precedence over the policy number; so a PPM with a low section number and high policy number will be ordered higher than a PPM with a high section number and a low policy number.Example 1: PPM 3-69, Education and Training of PersonnelExample 2: PPM 10-1, Information Security Policy 2.4.2 Board of Higher Education Policies: This reference has two basic components:The “Utah State Board of Higher Education Policy”, andThe rule number proceeded by a capitalized “R” (e.g. Rxx)Example: Utah State Board of Higher Education Policy R132 The Board of Higher Education Rules should be ordered down the page starting with the lowest numbered rule and ending with the highest.2.4.3 Utah State Statutes: This reference has three basic components:References to Utah statutes are listed as Utah Code Ann.;The section symbol (§); andThe title number, the chapter number, and the section number all separated by dashes (xx-xx-xxx).Example 1: Utah Code Ann. § 30-3-305Example 2: Utah Code Ann. § 53B-1-101 These references should be ordered down the page starting with the lowest number title number and ending with the highest.2.4.4 Federal Regulations: For federal regulations published in the Code of Federal Regulations (CFR), the citation has the following three components:The CFR title number (e.g. 34);References to Federal Regulations are cited as CFR; andThe section symbol and the specific section cited (§ 99.31)Example 1: 34 CFR § 99.31Example 2: 34 CFR § 99.32For federal regulations not yet published in the CFR but published in the Federal Register (Fed. Reg.), the citation has the following four components:The volume number of the Fed. Reg. (e.g. 60);References to the Federal Register are listed as Fed. Reg.;The pages where the regulations begins and the pages the cited material is found (14,212, 14,213)The date it is published (Aug. 3, 2018).Example 1: 60 Fed. Reg. 14,212, 14213 (Aug. 3, 2018).Example 2: 55 Fed. Reg. 13,321, 13452, (Sept. 4, 2015).Federal regulations should be ordered based on their volume or title number beginning with the lowest number and moving down the page with sequentially higher numbers. 2.4.5 Federal Statutes: For federal statutes, the citation has the following three components:The title number (e.g. 35);References to United States Code are listed as U.S.C.; andThe section symbol and the specific section cited (§ 102)Example 1: 17 U.S.C. § 102Example 2: 35 U.S.C. § 101Federal statutes should be ordered based on their title number beginning with the lowest number and moving down the page with sequentially higher numbers. 2.5 Definitions: This section should define terms which otherwise may be misunderstood. This includes terms that have specialized meaning (e.g. legally significant words, etc.). Policy writers may adopt definitions from laws or industry standards, or write their own. Definitions should follow these guidelines:Definitions should be alphabetized to follow standard ordering practices; Defined terms should be in non-bold typeface;The first letter of defined terms should be capitalized;The defined term should be followed by a hyphen;The first letter in the definition should be capitalized;When writing a new definition, definitions should start with the class to which the defined term belongs followed by what distinguishes it from this class (see Good Example 1);Policy writers should not restate the defined term in the definition (see Bad Example).Definitions should end with a period.Defined terms should be capitalized throughout the policy to highlight that the term is defined.Bad Example: Confidential Information - information that is confidential.Good Example 1: Methane (defined term) - means a molecule (class) made of four hydrogen atoms covalently bonded to one carbon atom (distinguishing characteristics).Good Example 2: Indigenization - the adoption of a foreign technology, behavior, word, or idea to work within a cultural identity. 2.6 Policy Body: This section should clearly outline the details of the policy. When it discusses certain activities, this section should clearly indicate who is responsible for performing these activities. This section may include the following types of information: The procedures to perform certain activities (e.g. procedures to comply with laws);The roles, divisions, or classes of people responsible to perform each activity;The creation of organization (e.g. committees, centers, and foundations);The adoption or creation of standards (e.g. evidentiary standards);The activities that are prohibited (e.g. personal use of public money);The rights and remedies for a class of people (e.g. substantive/procedural due process); The management of resources (e.g. collection, use, disposition of property);The period of time to perform certain activities (e.g. timeframe to respond to complaints); andThe authorization for certain roles, divisions, or classes of people to perform certain activities (e.g. signatory authority).3. POLICY WRITING TIPS3.1 General Audience: Policy writers should write policies for a general audience. Readers can more easily understand the policies if the policy writers: Use common words; Introduce acronyms;Use words consistently; Bold or italicize keywords;Use titles;Use capitalization precisely;Use pronouns carefully;Use gender neutral words; Use the words “must,” “should,” and “may” precisely; Use the words “or” and “and” precisely;Use lists and charts;Avoid wordiness;Avoid guarantees;Use simple sentences; Use third person narrative;Use specific job titles or divisions;Use standard notations;Avoid passive voice; andUse declarative sentences.3.1.1 Common Words: Policy writers should use plain English. They should replace specialized language (e.g. jargon, legalese, etc.) with more commonly used words. Sometimes specialized language more precisely communicates ideas. Where specialized language is necessary, the policy writers should first define the specialized language. 3.1.2 Acronyms: Policy writers should fully write a name or term followed by its corresponding acronym in parenthesis. The policy writer should use the acronym throughout the rest of the policy. 3.1.3 Consistency: Policy writers should use the same keyword to refer to the same concept. They should avoid the literary style of using a variety of words to describe the same concept. With regards to the university, policy writers should first spell out Weber State University followed by (University). All subsequent references to the Weber State University should use the word University. 3.1.4 Bolded and Italicized: Policy writers should bold all section in policies. Policy writers should italicize the titles to larger works (e.g. books, movies, etc.). Policy writers must not underline words because the underlined words may be mistaken for hyperlinks. 3.1.5 Titles: Policy writers should use short titles in policies. These titles should introduce the subject matter of the policies and sections of the policies. 3.1.6 Capitalizations: Policy writers should follow grammar rules on capitalization (e.g. capitalize the first letter in the first word of a sentence, capitalize personal nouns, etc.). 3.1.7 Pronouns: Policy writers should selectively use pronouns (e.g. it, its, they, their, theirs, them, etc.). Sometimes it is unclear in a sentence which noun is being replaced by a pronoun. Where the sentence is unclear, policy writers should replace a pronoun with its corresponding noun. 3.1.8 Gender Neutral: Policy writers should use gender neutral language. They should replace gender specific pronouns and titles with gender neutral equivalents. This language is not only more inclusive, but more accurate. This is because people with different gender identities may perform various tasks on campus. Gender Specific LanguageGender Neutral Language ReplacementsHe, SheTheyHis, HerTheirHim, HerThemHis, HersTheirsChairmanChair, ChairpersonFiremanFirefighterPolicemanPolice Officer, Police Person 3.1.9 Must, Should, and May: The words “must,” “should,” and “may” are called “modal auxiliary verbs” or simply “modals.” Policy writers should avoid the modal “shall” because it is uncommonly used. Policy writers should precisely use modals to clearly communicate ideas. ModalMeaning of ModalMayPermissive-it is allowable, but not required.MustMandatory- it is required.Must NotProhibition- it is prohibited.ShouldAdvisory- it is a recommendation.WillFuturity-it is a future action.CanCapacity to- it is cable of.3.1.10 Or and And: Policy writers should precisely use the words “or” and “and” in a series. “Or” and “and” are called conjunctions in grammar. Conjunctions are used to combine words, phrases, or clauses. Or means in the alternative (e.g. either X or Y). And means in addition to (both X and Y). 3.1.11 Lists and Charts: Policy writers should use vertical lists with a series and tables with interrelated data. In a series, policy writers should use parallel construction. Example: Instead of “created a table, builds a chair” say “creates a table, builds a chair.”3.1.12 Not Wordy: Policy writers should avoid wordiness. One way to cut down on word usage is reducing modifiers and modifying clauses.Example: Eliminate to provide a justification in “They attempted to provide a justification” with to justify “They attempted to justify.” Types of ModifiersGrammatical FunctionCharacteristics and ExamplesAdverbsDescribe verbsOften words ending with “ly” e.g. quickly, softly, patiently, etc.AdjectivesDescribe nounsOften words before nouns or following the copular verb “to be” e.g. good, smart, etc. Adverbial ClausesDescribe verbsClauses that commonly start with the following words: where, when, after, before, as, while, as soon as, in order to, so that, because, and ifRelative ClausesDescribe nounsClauses that: commonly follow nouns; start with the words “which,” “who,” and “that”; and are offset by comas or two dashes. 3.1.13 Guarantees: Policy writers should avoid words that create guarantees. The University does not provide guarantees of past or future actions or conditions in its policies. Verbs that create guarantees include:Verify,Certify,Ensure,Guarantee,Make Certain,Warrant, andRepresent.3.1.14 Simple Sentences: Policy writers should use simple sentences. They should generally divide compound and complex sentences into shorter sentences. However, sometimes these sentence structures communicate important relationships between the clauses. Sentence TypesSignaling Words/PunctuationExampleCompound Sentence with Conjugatesfor, and, nor, but, or, yet, and soI heard a voice, but the room is empty.I heard a voice. The room is pound Sentence with Semicolon;I saw the beast; the beast was not happy.I saw the beast. The beast was not plex Sentence with Relative Clausethat, whichI saw a dragon that was scary.I saw a dragon. It was scary. 3.1.15 Third Person: Policy writers should write policies in the third person narrative. The third person narrative is the only narrative that allows the use of a subject noun instead of a subject pronoun. The use of the subject noun specifies more clearly the actor of a sentence than a subject pronoun. PersonSubject Nouns and PronounsFirst PersonI (singular), We (plural)Second PersonYou (singular, plural)Third PersonHe, she, it (singular) they (plural), police officer, president, provost, etc. 3.1.16 Specific Classes or Divisions: Policy writers should precisely specify the classes of people, or University divisions in policies. This is to describe the scope and responsibilities of individuals in the policies. Policy writers must not use the names of individuals or general groups of people. The use of the names of individuals would require the updating of policies every time a referenced individual changes a position. Usually, referencing a general group of people is not precise enough to communicate who is responsible in a policy. 3.1.17 Standard Notations: Policy writers should use standard notations. Times should list “a.m.” and “p.m.” and not “am” and “pm.” Generally, policy writers should spell out single digit numbers should be spelled out (e.g. zero, one, two, etc.) and use numerals for double digit numbers (e.g. 10, 22, 55 etc.). 3.1.18 Passive Voice: Policy writers should use active voice instead of passive voice. This is because active voice highlights the actor in the sentence by making the actor the subject of the sentence.Voice TypeGrammar Structure and ExamplePassive Voice[Acted Upon Noun] + [Auxiliary Verb (to get, to be)] + [Past Participle] + [by] + [Actor]The bomb was dropped by the Americans.Active Voice[Actor] + [Verb] + [Acted Upon Noun, Direct Object]The Americans dropped the bomb.3.1.19 Declarative Sentences: Policy writers should use declarative sentences instead of imperative sentences. Declarative sentences are statements. Imperative sentences are commands. A declarative sentence more clearly specifies the actor in the sentence than an imperative sentences, which omits the subject of the sentence.Sentence TypeGrammar Structure and ExampleDeclarative[Actor, Subject] + [Verb] + [Adverb]Policy writers should write clearlyImperative[Verb] [Adverb] Write clearly. 4.0 FormattingUniversity policies follow a numerical sequence beginning with 1.0. Indentations may follow using 1.1, 1.1.1, 1.1.1.1. However, every effort should be made not to indent beyond four place holders. In the event it is anticipated that will be needed, please contact the policy office for further assistance. See the policy template as a guide. ................
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