Writing procedures associated with university policy

These rules accompany the instructions for writing Monash University policy and a downloadable version (rtf 28kb) is also available. They should be read in conjunction with the processes for policy development and review.

A blank procedures template (rtf 50kb) can be downloaded to assist in developing and revising procedures into the required format.

A downloadable manual (doc 519kb) giving detailed instructions for completing the customised Policy and Procedures CMS web templates is available.

Sections within a set of procedures

The template allows for multiple sections for a given set of procedures, each under its own section heading. For example, the university Credit Procedures includes the following sections, each specifying the actions to be taken in that section, and identifying those responsible for its implementation:

• Information for applicants
• Credit Transfer
• Application Process
• Rights of Applicants
• Documentation Requirements

Multiple sets of procedures

Some policies will have only one set of procedures, while others may require more than one for varying contingencies; for example there may be different procedures for implementing a university-wide policy at the Australia, Malaysia and South Africa campuses. As another example, the university’s Student Complaints and Grievances Policy has two sets of supporting procedures, one for coursework students and one for research students.

A separate Procedures template will have to be completed for each set of procedures.

Procedures template fields

Parent policy title

Give the name of the associated (parent) policy, using the exact title as reported in the policy template.

Procedures title

The procedures title must be identical to the title of the parent policy, except ending in “Procedures” instead of “Policy” (eg Assessment: Alternative Arrangements Procedures).

Preamble

This field is not mandatory. Use this field:

• if a general introduction to the description of the procedures is required; or
• to indicate if procedures are being revised with no change to the associated policy. In this case describe briefly (in one or two sentences) the rationale for the procedural changes.

Definitions

On separate lines state each key word/abbreviation followed by a colon, followed by the definition (maximum 500 characters including spaces). For example:

Block Credit: Credit granted in the form of whole stages or semesters of a course.

In the online submission template, these will be entered in separate fields. Where possible, use the university glossary to list key terms and acronyms used in the policy, and their definitions.

Definitions must be statements that give the meaning of the term being defined; don’t provide general statements about the term.

Sections

Section heading

This field is not mandatory and will not be necessary for procedures comprising a single section. Use this field to give the title of the first set of procedures.  

Section details

Item

The procedure details can be written as:

• text; or
• bullet points; or
• numbered steps if there is a chronological order in which they are to be carried out.

The Policy Author should map these out in advance (eg as a flowchart) and preferably test them with users to check that no step is missing, and that they are in the correct order.     

Responsibility

For each item, state who is responsible for carrying out this step of the procedures. Use position titles, not the names of individual staff members.

Add additional sections for further sets of procedures.