Attachment I

 

FORMAT FOR UPPS DOCUMENTS

 

 

As new policy and procedure statements are created, or as current UPPS documents come up for review, the format described in this section will be followed (see Attachment II for correct writing style).

 

In general, UPPSs will consist of the following sections as necessary.

 

a.      HEADER:

 

This section includes name, number of UPPS, issue number, effective date, and number of pages.

 

b.   POLICY STATEMENT(S):

 

Specific policy for this UPPS that explains why the procedure is necessary, begins with Section 01.01. If a policy statement for publication use is needed, it should be included in this section as a separate numbered paragraph.

 

c.   DEFINITION(S):

 

If necessary, definitions of unusual terms are included here.

 

d.   PROCEDURES FOR...:

 

As many sections as necessary may be included that tell readers how to proceed in order to fulfill the stated policies.

 

e.   REVIEWERS OF THIS UPPS:

 

This section lists those individuals responsible for review of the UPPS and the date the action is to be performed.

 

f.    CERTIFICATION STATEMENT:

 

This section contains the  titles of the senior reviewer and those in his or her approval chain. The routing slip used by the University Planning & Assessment office will serve to document that the UPPS was approved by the appropriate individuals.

 

 

g.   ATTACHMENTS:

 

Any attachments referenced in the UPPS are to be forwarded electronically and documentation sent to the University Planning & Assessment office.

 

The word "Attachment" should be in the right-hand corner, and roman numerals used for numbering.

 

REVISION OF CURRENT UPPS DOCUMENTS

 

Minor changes to sections of the UPPS will be noted by an asterisk (*) in the left margin near the section number.

 

The issue number and effective date will stay the same. The phrase "Revised: 01/06/99", for example, will be entered above the UPPS number.

 

Major changes to or rewriting of the UPPS may necessitate another issue. In this case, no asterisks are needed. The issue number in the header will advance and the effective date will change.