FORMAT FOR POLICY DOCUMENTS 

POLICY ON [ENTER THE TITLE OF THE POLICY IN THIS SPACE]

Date first issued: 
Date reviewed: 
Date approved by EMC/ Senate:     

This policy and its rules, guidelines and procedures replace all previous policy and/or circulars pertaining to …………………… 

The following documents are rendered obsolete by this approved policy:

(Statement on what is being replaced or affected by the new or revised policy. Provide the correct reference to previous documents, their dates, and circular numbers where applicable)

1.	POLICY ON ………Name)

It is the policy of the Tshwane University of Technology (TUT) that…………..(succinct and clear statement)

2.	DEFINITIONS
 
(Any terms used in the policy that are not familiar to the University staff, or which may be interpreted differently by different individuals, are explained) 

3.	RULES

(Rules provide the framework that clearly delimits how the policy is to be executed. Rules are not how to perform the action. Those are the steps of the procedure.
Rules are numbered, 3.1, 3.2, 3.3 etc.
If a rule states that an action has to be conducted according to a specific format, guideline, or criteria, those are referred to, and attached as separate documents to the policy.)

4.	PROCEDURES

Procedures are mapped according to the approved format* and clearly state their purpose, for which contexts they are valid (scope), as well as any criteria, formats or guidelines that have to be met.

Procedures clearly set out how an action should be carried out, in a logical step-wise progression, so that a user can easily follow the steps correctly.

Procedures are always performed within the rules set out in a policy, and the policy and its rules are cross-referenced in the procedure (under documents)

Procedures are always attached to policy documents, to indicate to the EMC that preparation of the submission was comprehensive and complete.

Approval of the policy and its rules and procedures does not mean that change or adjustment to procedures require resubmission to the EMC. Procedures may be adapted and improved to better serve policy, without affecting the policy itself or its rules. Refer to the procedure on revision of existing documentation.
 
The functional leader responsible for the area addressed by the policy takes responsibility for the documentation of the procedure(s), and their continued monitoring, maintenance and improvement).

5.	DOCUMENTS 

List all the relevant documentation.