TITLE: ESTABLISHING FORMAT FOR
POLICIES AND PROCEDURES
Effective Date: 06/07
Reviewed: 09/2013
I.
POLICY NO: P-005
SUBMITTED BY: C. CONNER
APPROVED BY: D. SABEL
Supersedes No: 03/84
Page No 1 of 3
Purpose
To establish the format, content and approval requirements for developing policy
and procedure bulletins.
II.
Scope
This procedure covers all Procurement Services policy and procedure bulletins.
III.
Responsibility
The Director of Procurement Services is responsible for this procedure.
IV.
Definitions
Although to some extent the content of policy and procedure bulletins tends to
overlap, the basic definitions are:
A. Policy: A statement of a goal objective of the University.
B. Procedure: A statement of the prescribed means of accomplishing
policy.
The policy statements contained in this manual represent the basic intention of the
University business policies. They represent the philosophy upon which the
University operates, and are expected to be relatively independent of the changing
technologies and methods used to carry them out. To support this view, all policy
bulletins are contained in the first section of this manual.
V.
General
The following material describes the structure and content of a bulletin:
A. Mast Head: Each page of a bulletin will contain the following
information:
1. Policy or Procedure Number: The number is assigned after the
title has been established to fit alphabetically into the table of
contents of the section of the manual in which it is to reside.
TITLE: ESTABLISHING FORMAT FOR
POLICIES AND PROCEDURES
Effective Date: 06/07
Reviewed: 09/2013
POLICY NO: P-005
SUBMITTED BY: C.CONNER
APPROVED BY: D. SABEL
Supersedes No: 03/84
Page No 2 of 3
2. Title: The title is selected to act as a “theme key” to the
subject matter relative to the other bulletins contained in the
section of the manual in which it is to reside.
3. Submitted By: Regardless of the intent of the original author
of a bulletin, the fact remains that his/her background,
experience and point of view will be reflected in the bulletin
material. For this reason, the name of the principal author or
the bulletin is to be shown on the bulletin.
4. Approved By: For each bulletin an approval sheet is to be
prepared. The approval sheet must include the names of all
levels of management that have a direct or indirect concern for
the material covered in the bulletin. The senior person on the
approval sheet is to sign his approval on the approval sheet and
the bulletin only after all other approval signatures are
obtained.
5. Effective Date: The date the bulletin is to be effective is
established by the individual who gave final approval to the
bulletin.
6. Supersedes No.: If the bulletin replaces a previous version of
the same bulletin, the date of the replaced bulletin is entered. If
the bulletin replaces another bulletin number, the old bulletin
number is entered. If this is a new bulletin, the space is left
blank.
7. Page No: The page numbering must include all forms and
exhibits that are part of the bulletin.
B. Format: The format of each bulletin will contain the section names
listed below. The bulletins will be maintained by the Procurement
Business Process Manager of Procurement Services and stored for
future updates.
1. Purpose: A brief statement of the purpose of the bulletin.
TITLE: ESTABLISHING FORMAT FOR
POLICIES AND PROCEDURES
Effective Date: 06/07
Reviewed: 09/2013
POLICY NO: P-005
SUBMITTED BY: C. CONNER
APPROVED BY: D. SABEL
Supersedes No: 03/84
Page No 3 of 3
2. Scope: A statement of the area covered by the bulletin.
Recommended statements of scope are: All Employees,
Departments, Areas, Individuals, etc. If a bulletin is not
globally applicable, the area of reference should be as objective
a statement as possible as to the area of intended coverage.
3. Responsibility: Identifies the individual or individuals
responsible for the maintenance and enforcement of the
bulletin.
4. Definitions: An optional section of the bulletin used to
describe terms used in the bulletin that may be unfamiliar to
the reader.
5. General: The main title for the subject matter of the bulletin.
Alternately, the bulletin may use topical section titles that are
more meaningful to the subject matter.
C. Delegation of Duties: In the description of duties to be performed
and the delegation of work, reference to individuals shall be made
using the titles listed in Policy P-220, Organization.