Insert full name of User Guide/Document
Version Number x.y
Effective from xx month yyyy
Author: Job title (not name)
School / Professional Service
University of Salford
Document title and Vx.y
Advice to the author
A user guide is much less formal than a policy or procedure document. It is at the discretion of the
author whether to use formal headings. If the below headings are not used, the author is still
advised to ensure the document clearly outlines its purpose, scope and relevant related
documentation.
The document control box at the end of the document must still be completed to ensure there is
sufficient information about the document history e.g. owner, approval and review period.
Section 3.1 below ‘formatting within the document’ should still be adhered to within a guidance
document.
1.0 Purpose and Scope
Explain briefly, the purpose of this document. Who it does and does not apply to. What is and is
not included. Please use unnumbered paragraphs and bullet points for this section and the Scope


Include aims and objectives
Laws or regulations the user guide / document meets or helps to implement
2.0 Scope

Specify who the document applies to (i.e. all Students and all Staff or only parts of the
University population)

Specify who the user guide / document does not apply to (it may not be as obvious to
the reader as you think)

Specify what is and is not included (where this is relevant)
3.0 Policy Statements
If the document is long, split the main body into numbered sub-sections. Number and / or put
appropriate headings (in bold typeface) on all sections – this helps when quoting particular points
or excerpts from the user guide / document. It may be relevant to include headings that address
the following areas:
Training and Support; Monitoring and Performance; Enforcement of the procedure (or sanctions
for non-compliance).
3.1
a.
b.
c.
d.
e.
Formatting within the user guide / document
Header on each page (except cover) must include University of Salford, Document
title and Version number
The version only becomes V1.0 once formally approved by a group or Head of
School or Professional Service. Version numbers increase by a whole number when
the user guide / document has changed a lot (i.e. a new set of rules). Version
numbers increase by 0.1 if there are only minor changes. Working copies of a policy
(before approval) would be entitled “V0.17 Draft”
Footer must include page number (page x of y)
Pay attention to the accessibility guidelines for printed documents
http://www.salford.ac.uk/__data/assets/pdf_file/0009/100125/accessibility-for-print.pdf
Try to use paragraph spacing (multiple 1.15 line spacing, 0pt before and 6pt after
spacing), line indents and Page breaks rather than the space bar and line returns.
4.0 Related Documentation
List the policies / procedures directly related to the user guide / document which should all be
found on the University Policy and Procedures pages or in other official document repositories
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University of Salford
Document title and Vx.y
such as the HR document finder. It is better practice to list the main repository than trying to
hyperlink to each document. The location or version of those hyperlinked documents may change
without your knowledge, thereby leading to broken links.
You may also wish to include links to relevant and useful web sites.
Please also ensure the name of the listed policies matches their actual titles, otherwise it will
cause confusion. For example:
The following documents can be found on the University Policy & Procedure pages
http://www.salford.ac.uk/about-us/corporate-information/governance/policies-and-procedures or
under ‘P’ via the Staff Channel A-Z index.


Policy A
Policy B
5.0 Appendices
List any appendices including flowcharts and tables.
Document Control Information
Owner: Role
Reason for Development
Author(s): Role (s)
New, revised, replaces….
Revision History (published versions)
Author
Summary of Changes
Version
Authorisation
(Board or Role & Date)
Name or initials
E.g. Updated document and rules
including organisational changes
V2.0
E.g. Role/Board: January
2016
Name or initials
E.g. New document
V1.0
E.g. Role/Board: March
2014
Have you completed consultation / formal assessment with the following advisory teams:
Equality Analysis (E&D, HR)
Legal implications (LPG)
Information Governance (LPG)
Student facing procedures (QEO)
1. Please specify date completed and brief outcome
2. Please specify date completed and brief outcome, or N/A
Review Due
Annually by January 2017 (maximum review period of 3 years)
Document
Location
University Policy & Procedure pages
http://www.salford.ac.uk/about-us/corporate-information/governance/policiesand-procedures
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