POLICY TEMPLATE
Return completed form to VPFO Policy Office, Stop 8378 or email to jen.rogers@und.edu
Policy Name:
Responsible Office: (office responsible for maintenance/oversight/training of policy)
Responsible Unit: (division or unit under which this policy reports)
Responsible Executive: (VP under which responsible office/unit reports)
POLICY STATEMENT – Generally 2 to 4 sentences
The Policy Statement states the requirements or provisions which this policy is placing on/extending to the University
community, and why, but does not describe “how-to” procedures.
REASON FOR POLICY – Generally 2 to 4 sentences
The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will
resolve, and cites any legal or regulatory reasons for the policy.
SCOPE OF POLICY
The Scope of the Policy explains who is affected by the policy, who should observe it and follow its procedures, and who must
understand it in order to do their job.
This policy applies to all members of the University community and should be read by (check all that apply):
President
Vice Presidents
Deans, Directors & Department Heads
Area Managers & Supervisors
Faculty
Staff
Students
Others
WEB SITE REFERENCES
To be completed by the Policy Office.
This policy:
Policy Office:
Vice President:
RELATED INFORMATION
This section should only include information that is directly related to the policy. The Related Information should be listed
alphabetically or chronologically and provide links for the reader.
 Other related University or SBHE policies
 Related University or NDUS procedures.
 Documents required to complete the procedures.
 Documents that provide helpful, relevant information.
 State laws or ND Century Code.
 Relevant programs or training courses.
Include link addresses when applicable.
Example - SBHE Policy Section
305.1(3)(g)
http://www.ndus.edu/policies/sbhe-policies/policy.asp?ref=2400
CONTACTS
The Contact section of the policy tells the reader who to contact with specific questions regarding the policy. The first item is
usually “Policy Clarification” which directs the reader to the Responsible Office. Other items relate to subject matter in the
document about which the reader may have follow-up questions.
Specific questions should be directed to the following:
Subject Matter
(alphabetical
order)
Example
Policy Clarification
Office Name
(NOT the
name of an
individual)
Policy Office
Telephone
Number
(701) 777- 4392
Department E-Mail / Web Address
vpfo@und.edu
http://und.edu/finance-operations/policy-whowe-are.cfm
DEFINITIONS
List unique terms that, by being defined, would add to the reader’s understanding of the basic policy. Define unfamiliar
terms, technical terms, and terms with special meanings. List all terms in alphabetical order.
Example
Interim Policy
Provisional policy document issued when a University policy is needed within a
time period too short to complete the process described herein. It is in effect for
at least 6 months with possible extensions of six-month increments.
PRINCIPLES – the “Overview” section
The “Principles” section of a policy is an expansion of the Policy Statement, an “overview”. This section allows for a fuller
description of the contents than what was possible in the “statement” section. Generally 1 to 4 paragraphs.
PROCEDURES
A Finance & Operations University policy at UND must contain procedures for compliance. This section will mirror the
“Responsibilities” section which outlines required actions by job function, whereas in the “Procedures” section, such
actions are listed by the tasks themselves.
RESPONSIBILITIES
Summarize the responsibilities of all University parties and offices named in the policy.
Example Stakeholder
 Comment on the draft policy in relation to its likely impact on members of the
University community.
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FORMS
List all related forms required for compliance and reference how they can be obtained (website, office, etc.)
Example
Simplified Policy Template
http://www.und.edu/dept/policyoffice/html/policy%20tools.html
APPENDICES - optional
Appendices are used for informational materials that are helpful, but not directly related to the implementation of the policy.
List corresponding appendices and attach separate documents. Include location where available.
Include link addresses when applicable.
Example
Appendix 1 – Flowchart
Appendix 1 –
Appendix 2 –
Appendix 3 –
Appendix 4 –
Appendix 5 –
Appendix 6 –
Appendix 7 –
Appendix 8 –
Appendix 9 –
Appendix 10 –
Contact the Finance & Operations Policy Office
REVISION RECORD Track what type of changes are made and when
xx/xx/xxxx – Policy
Implementation
 Signed by President Robert O. Kelley