Protocol for Formatting CAP Policy Statements

PURPOSE OF THE CAMPUS ADMINISTRATIVE POLICIES (CAP)

The Campus Administrative Policies (CAP) provide general information on Cal Poly’s administrative structure; contain locally developed policies, guidelines and governing regulations; and include information on externally developed laws, rules or regulations under which the University developed. (Routine procedures shall not be delineated in CAP except where procedures have particular significance.)

POLICIES AND PROCEDURES DEFINED

Policy: The formal guidance needed to coordinate and execute activity throughout the institution. When effectively deployed, policy statements help focus attention and resources on high priority issues - aligning and merging efforts to achieve the institutional vision. Policy provides the operational framework within which the institution functions.

Procedures: The operational processes required to implement institutional policy. Operating practices can be formal or informal, specific to a department or applicable across the entire institution. If policy is "what" the institution does operationally, then its procedures are "how" it intends to carry out those operating policy expressions.

FORMAT FOR CAP POLICY STATEMENTS

Typically, policy statements shall include the following: CAP Number and Title, Policy and Reference Section. Policy statements may also include statements of Objectives. The order of presentation of each element of the policy statement and additional information about each element, are noted below.

1. CAP Number and Title ( e.g., 100 California Polytechnic State University)
   
2. The Policy section should be a statement that provides clear, concise formal guidance for institutional decisions and actions. The statement will include:

• a statement of the policy
• definitions
  

The policy shall usually be stated in a single sentence or paragraph.

3. The Objectives section shall be a statement of the desired end results of the policy.
   
4. The Reference section pertains to approval, implementation and amendment of the policy and lists related policies. The reference section will cite:

• Date approved by the President
• Office responsible for implementation
• Date when the policy is to be reviewed and by whom (where stipulated)
• Sunset clause (where stipulated)
• Related University Policies/Documents/Manuals/Handbooks
• Any laws, regulations or codes of practice which should be referred to in conjunction with the policy

Last updated: August 13, 2009

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