Policy Tools and Development

A policy is a general written document that establishes a standard by which the institution/college/department manages its affairs. A policy mandates, specifies, or prohibits conduct to enhance the institution’s/college’s/department’s mission, ensure coordinated compliance with applicable laws and regulations, promote operational efficiency, and/or reduce risk. UND’s institutional policies always contain a set of procedures for policy implementation.

• Example: Alcohol & Drugs.

Some complex policies may warrant a supplemental stand-alone procedure document.

• Example: Title IX Sexual Misconduct (policy) and Title IX Sexual Misconduct Response (procedure)

A procedure is a description of the operational processes necessary to implement policy or formally document a stand-alone process. A procedure includes information on the offices and positions responsible for policy/process implementation, as well as instructions to university constituents regarding how to implement the policy/process, where to turn for information, and the like. A properly developed and approved procedure ensures that policies and process are implemented efficiently and applied consistently. Unlike policy, procedures may change frequently to accommodate updated standards or methods.

• Example: State Authorization and State Licensure/Certification Disclosure Procedure

A program or plan is a framework for managing a specific environment or task. Programs/plans are often created to address complex issues or challenges that require a coordinated and sustained effort. They are like a procedure but go into greater detail to describe how standards apply to the institution/college/department and how the institution/college/department complies with applicable standards. Programs/plans may reference facilities, spaces, equipment, people; how risks are managed; specific risks and/or unique conditions, and the scope, objectives, responsibilities, and time frame for identified activities.

• Example: Respiratory Protection Program

A high-level overview of policies, procedures, guidelines, etc., for use by a specific group of individuals (e.g., staff, faculty, students). Handbooks do not create, maintain, or hold policies/procedures, but rather reference policy/procedure content that is maintained elsewhere. Handbooks may have supplemental supporting documentation (e.g., guidance or reference materials) that further explains concepts but does not contradict policy/procedure content in any way.

• Example: Staff Handbook

A guideline gives recommendations, interpretations, administrative instructions, or best practice guidance in which to operate. Guidelines are informational, not mandatory. Like procedures, guidelines may change frequently depending on the organization’s needs.

UND's policy library does not contain guidelines.

UND strives to offer accessible, formally approved, well-articulated, and understandable University policies and procedures in a consistent, official format. Individuals responsible for developing and maintaining University policies must comply with the conditions outlined in this document for drafting, approving, and revising University policies. Review the Formulation and Issuance of University Polices & Procedures to learn more.

Impact Statement

An impact statement is the standard format by which all new institutional policies are proposed. The document describes the background, justification, and the likely impact of the new policy and must be submitted to the Policy Office before developing it. Download the impact statement template to get started.

Policy

Institutional policies follow an official format by which they are arranged. The template includes the reason and scope of the policy, contacts, definitions, necessary procedures for implementation, responsibilities, and associated related information, forms and appendices/attachments. Download the policy template to get started.

Procedure

Institutional procedures follow an official format by which they are arranged. The template may be used to supplement an approved policy or stand alone in its applicability. It includes the reason for procedure, contacts, definitions, procedures for program implementation/use, and related information, resources and forms. Download the procedure template to get started.

Program

In addition to policies and procedures, programs also follow an official format. The template traditionally stands alone in its applicability, but it may supplement an approved policy. It includes the reason and scope of the program, contacts, definitions, procedures for use, responsibilities, related information, resources, forms and appendices/attachments. Download the program template to get started.

Training materials for UND's policy management software (PolicyStat) are available for area editors and managers who use PolicyStat to create, edit and manage policies. Additional in-person or remote training may be requested by contacting the Policy Office.