PPM Preface, Exhibit A

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Policy and Procedure Manual

Introduction
Preface
Exhibit A, Structure for Policy and Procedure Manual Sections

This exhibit provides a brief overview of the information normally contained in a standard Policy and Procedure Manual section. Some sections will vary from this standard, but most sections should retain these general standards for ease of use. Contact the Campus Policy Coordinator for additional information or assistance with the structure of your policy section.

Header

The header for each policy section includes the chapter number and name, section number and name, approval date, supersedes date, responsible department, and source document. Section names should be as simple and clear as possible to aid users finding appropriate policy sections. The source document listed should be the document that provides primary guidance for the policy and procedures that follow.

I. Purpose

Briefly summarize the information covered in the section. A concise summary of the objectives may also be given if it helps to clarify the subject matter. The purpose statement should inform readers why the section was issued and what information they will find there. If applicable, provide reference to the related UCDHS policy section or other PPM section for specific procedures addressed elsewhere.

II. Definitions

When the subject matter requires a precise understanding of terms, include them here. This allows a reader to approach the content in a more knowledgeable manner, and to easily refer back to the definition as needed when the term is used frequently throughout the policy section. When a term has more limited use, it can be defined in the body of the section and Definitions may be omitted.

III. Policy

The policy statement is the governing principle, plan, or understanding that guides the action. It states what we do, but not how. The policy statement(s) should be brief, and is supplemented by the information within the rest of the section.

IV. Procedures

Procedures describe how the policy is implemented at UC Davis locations. The action steps included here should clearly and accurately describe the process and responsibilities for accomplishing tasks governed by the policy. Procedures are the required process for the specific situation. In addition to supplying procedures, you may want to include guidelines. Guidelines provide suggested methods for accomplishing tasks governed by the policy, but are not mandatory procedures.

The procedures should be organized for ease of use. Some policy sections may require multiple procedure headings for the different tasks addressed. Some policy sections may find it useful to include individual responsibilities as a separate heading rather than within the procedures.

V. Further Information

Provide an office name and telephone number, email address, or Web address for individuals who may need assistance or additional information regarding topics covered in the policy section.

VI. References

List the sources upon which the policy section is based, including Federal and State laws, Systemwide policies, and other UC Davis policies. In addition, list other UC Davis policies that are related to the section.